The Event Organizer’s Guide to RSVPs and Event Attendee Confirmation

Are you an event manager tasked with confirming RSVPs and tracking event attendance? If so, you’ll want to make use of an RSVP system to help manage your attendees. This guide will show you how to set up an RSVP system for your event and how to use it to confirm attendee registrations. We’ll also cover some tips on encouraging guests to RSVP and ways to follow up with those who have yet to respond. Let’s get started!

What Is RSVP?

An RSVP is an abbreviation for “répondez s’il vous plaît,” which is French for “please respond.” It is often used in invitations to weddings and dinner parties, where guests are expected to reply with their attendance at a specific date and time.

RSVP systems for events work much the same way. First, the event manager will invite guests or potential attendees to an event at a particular date and time by sending them an email invitation. After they RSVP, the attendee is directed back to the website. They can provide additional information like their full name, phone number, address details if required, etc., before confirming their registration on the site.

Why Are Event Attendee Confirmation Emails Important?

Confirmation emails are essential to the event registration process because they fulfill two key functions.

First, they provide a record of attendance for the actual event itself. This is especially important for events with limited capacity or where registration closes once it reaches a particular number. Second, RSVPs help ensure that every person who attends the event has registered online and counted toward your total number of attendees before they arrive on site.

Secondly, confirmation emails serve as an attendee list for any future promotional purposes you may want to make in connection with your event. To take advantage of these benefits, you’ll need a way to track email response rates from these confirmation emails and see which guests are yet to confirm their presence at the event.

How to Write an Event Confirmation Email

A confirmation email should be brief but informative and bring value to your subscribers. Follow the tips below:

Write Short but Valuable Emails

Don’t send out lengthy emails that take up your readers’ time. Keep them short and to the point, but valuable in the process by providing information on what attendees can expect at your event, how they can benefit from their attendance, etc. If you have a newsletter in place, it might be worthwhile to ask subscribers if they’re planning on attending before sending out a confirmation email for your upcoming event.

Make it easy for your readers to understand precisely what you’re trying to tell them by including relevant images and links with bullet points that the viewer can click on for more information. Just don’t include too many links where the email will appear spammy. Spam filters are set up to flag messages that contain multiple links in a single email, so keep your number of hyperlinks down and make sure they all direct back to the same page.

Use Effective CTAs

Here you’ll want to include a specific call-to-action that encourages your readers to confirm their attendance. The CTA could be as simple as “Click here to RSVP now!” or something more direct like “Confirm your presence at our event and save $10 off the ticket price!”

Provide Attendees With Extra Help

If you have a ticket type that includes extras like free access to the venue’s VIP lounge or complimentary drinks at the bar, mention this in your confirmation email along with any other perks you are offering. You could even include links to digital brochures on what attendees can expect once they arrive on site.

How to Send an Event Confirmation Email

To send an event confirmation email, you’ll need to have a way of storing RSVP responses from your readers. If your business is new and you don’t yet have a CRM system set up, you can use a service like Mailchimp or Sendy. These two services are excellent because they allow you to create custom email templates that adhere to the design guidelines laid out by major webmail providers.

Mailchimp offers some built-in email templates and template-building tools so subscribers can alter them as needed. There are also other options for those who want more power over their emails, including specialist event confirmation email CRM systems such as WebinarJam Studio. This set of tools allows users not only to send confirmation messages but to automatically create subsequent drip sequences that follow up with interested attendees in the days leading up to your event.

Automatically Track RSVPs

If you want to track how many of your readers have confirmed their attendance, you’ll need to use a service or application that can read email messages sent through your server. The most popular ways are via IMAP & POP3 protocols, though new systems like Amazon SES (Simple Email Service) also offer good services for sending emails on demand.

Emails sent through these services will show up in an inbox on the webmail provider of your choice, which makes it easy for admins of any business using these protocols to check their messages and filter out non-conformers.

Automatic Event Confirmation Emails

Sending an event confirmation email is a simple task that you should use to engage your subscribers ahead of your big day. However, if you want to drive traffic to your event and increase sales but don’t have the time or experience to send out a personalized email for every subscriber, you can let a CRM do it for you. Here are some CRMs that will automatically send out emails after a specific number of people have registered for your upcoming event:

  • Eventbrite – Sends registration reminders two days before an event and one day prior.
  • Webgility – Tracks RSVPs from Google Sheets or another Google Drive File and automatically sends confirmation emails using custom tags .
  • Mailchimp – Sends a confirmation email automatically as soon as someone subscribes to your waiting list.
  • Unbounce – allows you to send an email reminder to those who have yet to register for your webinar.

Event Confirmation Email Best Practices

CTA In the Subject Line

Add a CTA in your subject line if you want to boost open rates. This gives readers a sense of urgency and encourages them to open the message immediately. Just be sure that your CTA is related to your event, or it could come across as spammy or irrelevant.

Keep It Simple

You don’t need a lot of information in your email. Your goal with an event confirmation email is to get people from point A – their inbox – to point B – your webinar/event space/live stream, wherever it is they need to go by a specific date. In most cases, this means simply providing attendees with the link they need along with any necessary registration info.

Make It Personal

If you’re using a CRM to send these messages, try to keep your copy personal. This means avoiding using a CTA like “Register Now!” and keeping sentences to a single line. You can even go so far as to include snippets from honest conversations in the text of your email to make it more genuine. Just be sure to edit for grammar/spelling before sending!

Don’t Forget The Discounts

Nothing encourages sign-ups more than special offers, especially when they come from an influential source unrelated to the event itself. If you have other products or services that attendees may be interested in, include a call to action that offers a discount for signing up to learn more.

Stay On Top Of Promotions

While an automatic CRM can do a lot of the heavy lifting for you, it’s still important to keep an eye on your event and create promotions as needed. In addition, you never know when someone at Google might change their algorithm, so be sure to stay on top of any upcoming changes in traffic, ad campaigns, or social media promotion.

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