Events

A Complete Guide to Event Registration Confirmation Email Templates

When you’re planning an event, one of the most important things is getting people registered. And a key part of registration is sending out confirmation emails to let people know their registration went through. But what should be in that email? This complete guide will show you the best way to word your event registration confirmation email so that everyone knows exactly what’s going on.

What Is Registration Confirmation?

When you register for an event or service, the general rule is that you will get a confirmation email. Some services require this before they allow you to complete payment, while some are just sent out of courtesy so you have proof of registration in case anything happens with your spot. And if there’s one thing these emails need, it’s confirmation.

How Do You Confirm Attendance for an Event?

There are multiple ways to confirm attendance but one of the most common is with a registration confirmation email. When people fill out your online form and hit submit they get sent an email that lets them know that someone received their information and that they’ll receive a confirmation soon.

Why Confirm Attendance?

Confirming attendance on your event website tells your attendees what you expect from them on the day of. It shows you’re serious about running an event, and it decreases the chance for RSVP no-shows. Even though it’s not required by any means if done correctly, confirming adds another level of professionalism to your event. You can also consider confirmation emails to be a form of email marketing to promote your event or brand. An email is still an effective tool for digital marketing and customer engagement.

How Should You Word Your Event Registration Confirmation Email?

When sending out your event registration email, it’s important to include all the right information. But you also want to make it as easy and quick for attendees to understand what they need to do next. That’s where this guide comes in. Here are the most important pieces of information you should tell your attendees about their registration:

What Will Happen Next?

The first thing people need to know is what they need to do next to continue with getting ready for your event. You don’t want them waiting around forever wondering if they’re registered or not. The following two statements will let them know exactly what they should do next: “Keep an eye out for another email from us letting you know how much we love having you.” OR “Set up a reminder on your calendar so that way you never forget to buy those awesome shoes Mom always tells you about!”

Where Do They Go From Here?

Not everyone has time, and sometimes just doesn’t care enough to go to your event. Maybe they’re actually interested, but don’t want you wasting their time either. Don’t make them choose! Give them a URL and tell them exactly where they need to go to see what’s going on, register, or even ask for a refund if that’s what they’ve decided: “Visit our website at www…. to buy your ticket.” OR “Find more information about what we’re doing here.”

What If They Can’t Make It?

When someone registers for your event it means they’re ready and excited about coming. But there are some instances when people just can’t come so here is how you handle those situations: “We understand that life happens, so just let us know  if that’s the case and we’ll help you out.” OR “If that means that you can’t make it then we’ll cancel your reservation and give someone else a chance to attend instead.”

What if They Change Their Mind?

People change their minds all the time. But when they do, hopefully, it’s easy for them to let you know so they don’t have to miss out on their chance: “Just email us ASAP so we can cancel your ticket and let someone else take the spot instead!”

Who is Confirmed For Your Event?

Last but not least, don’t forget to include who has confirmed attendance. It’s good for people to be able to look back in their history and see who is going with them or not. Also, if they want to re-confirm that they’re coming back then it’s good for them to know if someone else beat them to the punch: “Please note that you are the only confirmed attendee so far.” OR “We have a total of X people attending so far!”

The Common Mistakes and How to Avoid Them

Confirming attendance has to be done right for it to be effective. You can’t just send an email saying “thanks, see you at the event!” and expect that people will know what to do next. Here are some common mistakes that happen with these events registration emails:

Confirmations aren’t relevant to the attendee

Confirming attendance is important, but if it’s not relevant then you’ll lose your guests’ interest. Don’t spam everyone on your list whether or not they’ve RSVP’d. You want your confirmation email to target the right audience and keep them engaged. They may not be interested in what you’re doing. If someone has unsubscribed from your list or changed their mind about coming because they no longer see the relevance of your event, perhaps it’s time for you to move on as well.

People don’t know what to do when they get the confirmation email

Your email should be clear about what the recipient needs to do next. Think of the confirmation email as a call to action. If you’re expecting your attendees to print out a ticket or bring a physical copy of the email with them then say that! If all you’re asking for is their name, put that information in the subject line and make it very clear in the body of the email. The easier it is for someone to understand what they need to do, the more likely they are to do it.

The email doesn’t include all of the event details

This is a big one! Make sure that your email includes everything that someone would need to know in order to attend your event. This includes the date, time, location and any other pertinent information. People are busy and they might not have time to go looking for all of this information on their own. If you provide it all in one place, they’ll be more likely to show up!

The email looks unprofessional

This is another big one! Make sure that your email looks professional and that the content reflects that. This means no typos, no slang, and a professional tone throughout. You can add some creativity in how you word your email but ultimately it has to be polite, professional, and clear. Personalize it how you like but send the right message. You want your recipients to take your event seriously so make sure that your email does too!

What Are Common Samples of Event Registration Confirmation?

Mylo

Mylo’s confirmation emails are a great way to find out who is interested and attending. When your subscriber clicks on the link they will pop up right in Eventbrite and be taken straight to their ticket. They’ll know exactly what seats are left and people they might sit with too.

ExactTarget

Like Mylo, ExactTarget will send you an email saying who is confirmed and who isn’t. It’ll tell you when they registered and when the event is too! This makes it easy for people to plan ahead and know if their friends are coming or not.

The Hustle

The Hustle has a quick and easy way of confirming attendance. They just have you confirm via the Facebook login because it’s easier for people to remember that than logging into an email or another platform. This is a good reminder if people aren’t used to registering on an app!

Apple

Apple is a great example of how to confirm attendance. It’s quick and easy, just have them log in with Facebook! And when people check-in they can see who is going to be there with them too.

Media Evolution

Media Evolution has a lot of information that they want to get out about their event. They have all the basics like the time, address, etc but also have other important details like how many people are attending so far and if there is anything else you will need to know about parking.

CSS Conference

This is a great example of how to confirm someone’s attendance with relevant information that tells them what they can expect. They have all the necessary details about location, time, date, registration, etc but then also include things like where and when you can eat dinner and who is speaking at the event.

Let’s get into some examples:

This is an example of a confirmation email that is sent after someone subscribes to your event.

Hello,

Thank you for subscribing to our event!

We are excited to have you join us and hope that you will be able to attend. In order to confirm your attendance, please click on the link below and you will be taken straight to [EVENT].

[Link to Event]

There, you can see what seats are left and who you might be sitting with. We look forward to seeing you soon!

[Event Host]

 

This is another example of a confirmation email that is sent after someone subscribes to your event.

Hello,

Thank you for registering for our event!

Please remember to bring a printed or digital copy of your ticket with you to the event.

Also, keep these things in mind:

  • Information A
  • Information B
  • Information C

We look forward to seeing you soon!

[Event Host]

 

Finally, this is another great illustration of an event registration confirmation email.

Dear [FIRST NAME]

Thank you for registering to attend our upcoming event! We are excited to have you join us and look forward to sharing all the latest news about our products with you.

In this event, you’ll be:

  • Expectation A
  • Expectation B
  • Expectation C

We look forward to seeing you soon!

[Event Host]

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