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How to Write Engaging "Thank You for Attendance" and Follow Up Emails

The guests and vendors have left, and the event signs have been taken down. Now it's time to send out your thank you for attendance email. Follow-up emails are a valuable tool for improving attendee...

The guests and vendors have left, and the event signs have been taken down. Now it's time to send out your thank you for attendance email. Follow-up emails are a valuable tool for improving attendee engagement, gathering feedback, and promoting future events. In this guide, we will provide you with top tips for crafting your email, from the perfect subject line to the sign-off. We will cover everything from structure to personalization to make your email stand out. You can use our post-event email templates to get started, or create your own to match your brand and attendee profile.

Why Send Follow Up Emails after Events?

Sending a post-event message to attendees offers a range of benefits, including:

  1. Building Relationships: Saying thank you is a simple yet effective way to show attendees and stakeholders that you value their time and involvement. It helps build and strengthen relationships, increasing engagement, loyalty, and creating future opportunities.

  2. Gathering Feedback: Follow-up emails are a great way to gather feedback and improve future events. Use them to ensure attendees' needs are met and make necessary improvements.

  3. Encourage Repeat Attendance: A thoughtful follow-up message can encourage participants to return to your next event, building a long-term audience and generating repeat business.

  4. Maintaining a Positive Image: A well-crafted email can help maintain a positive image for your organization and promote your brand. It leaves a lasting impression on attendees, leading to positive word-of-mouth and increased visibility.

  5. Keeping the Conversation Going: Your email provides an opportunity to continue building relationships with attendees and stakeholders. It can also be used to share additional information, resources, or encourage further engagement with your organization.

  6. Measuring Success: Your follow-up message helps measure the success of the event and gather feedback. The data collected can help evaluate the event's success, identify areas for improvement, and make informed decisions in the future.

Best Practices to Write a Follow Up Email

Writing an email may sound simple, but a well-thought-out and optimized email can leave people with a positive impression of your event and potentially lead to new opportunities. Here are some best practices to consider:

1. Plan your email in advance

To save time, draft the follow-up email before the event ends. Consider when to send it out, preferably as soon as possible while the event is still fresh in attendees' minds. Time it to arrive when they're likely to be available, such as early the next morning for evening events.

Think about your call to action. What do you want your attendees to do after the event? Encourage them to fill out a feedback survey, share their experience on social media using the event hashtag, or invite them to book future events.

2. Structure your email

Organize your email to ensure a clear and concise message:

  • Start with a personalized greeting, addressing each recipient by name and mentioning their specific actions or engagement during the event.
  • Summarize the event, recalling key moments and highlighting takeaways. Express appreciation for attendees' overall presence and support.
  • Add follow-up information, inviting attendees to upcoming events or future engagement opportunities such as webinars or networking functions.
  • Share photos or videos from the event to allow attendees to relive the experience and share it with others.
  • Include contact information for attendees to get in touch with questions or feedback and provide links to your website or social media for further engagement.
  • Close with a sincere thank you for their support and a well-designed email signature.

3. Include a clear and compelling subject line

Craft a subject line that grabs the recipient's attention and convinces them to open the email. Keep it short, hint at what's inside, and consider personalization by including the attendee's name or event name.

Here are some examples:

  • Thank you for being a part of [Event Name]!
  • [Event Name] was a success thanks to you!
  • Your presence was appreciated at [Event Name]
  • Thank you for making [Event Name] a memorable experience

4. What to include in your thank you email

When writing your email content, address the following areas:

  • Express gratitude for attendees' presence and emphasize how their participation made the event possible.
  • Highlight key takeaways and experiences from the event, such as new connections, business opportunities, or contributions to a charitable cause.
  • Encourage attendees to continue the conversation by sharing their thoughts through a feedback survey or on social media.
  • Provide relevant resources or links related to the event to keep attendees engaged.

5. Ace formatting and design

Ensure your email is well-designed, aligned with your brand, and easy to read. Consider the following:

  • Use a clear, readable font and maintain consistent font size throughout the email.
  • Break up longer paragraphs to avoid overwhelming blocks of text.
  • Use images and graphics sparingly to showcase the event.
  • Keep the email concise and easy to read on both desktop and mobile devices.

Test your email on different devices to ensure it appears as intended. If using merge tags or dynamic content, conduct practice runs to ensure proper functionality.

6. Ask for feedback

To improve future events, ask attendees for their honest feedback. You can send a separate survey email or include the feedback request in the thank you email. Organize the feedback received to inform future events.

7. Keep it personal

Personalize your emails to let attendees know they are valued. Consider the following approaches:

  • Use merge tags to insert personal information, such as the attendee's name, in the email.
  • Segment your email list based on attendee features or actions taken during the event to send targeted messages.
  • Use dynamic content to show different content to different recipients.
  • Adopt a friendly, conversational tone to make attendees feel cared for.

8. Remember GDPR

Ensure compliance with GDPR regulations when emailing attendees and handling their information:

  • Only email attendees who have opted-in to receive communications from you; do not add them to your mailing list without their consent.
  • Use BCC instead of CC to protect attendees' email addresses.
  • If using data for future email campaigns, inform recipients and provide the option to unsubscribe.

9. Continue the conversation

Keep the momentum going after the event by engaging attendees in various ways:

  • Use social media to share event-related content and encourage attendees to share their own experiences.
  • Host webinars or online events to provide additional value.
  • Create a community or platform for attendees to connect with each other.
  • Invite attendees to exclusive events, networking opportunities, or roundtable discussions.
  • Send regular updates and relevant content via email or other communication channels.

10. Conclude with a clear call-to-action (CTA)

End your email by inviting attendees to provide feedback, stay in touch, or book future events. If there are upcoming events, include the event invitation. Let attendees know when they can expect to see future event dates.

Event Follow-Up Email Templates

Now that you're equipped with the knowledge of how to create a compelling thank you for attendance email, here are several follow-up email templates for different scenarios. Use them as a starting point and customize them to fit your specific event:

  • Thanks for attending an event
  • Follow up email after a meeting or corporate event
  • Thanks for attending a virtual event
  • Thank you to a guest speaker
  • Thank you for being an event sponsor
  • Thank you to your event team
  • Post-event attendee survey

By following these best practices and utilizing the provided templates, you can create impactful and genuine follow-up emails that leave a lasting impression on your event attendees. Remember, Eventbrite offers a range of tools and features to help you create outstanding events, from ticketing to marketing and reporting. Get started with Eventbrite's organizer tools today and make your next event a success.