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Sending Event Reminders

Set up automated reminders and send updates to your event attendees

Written by Hayden Zammit Meaney
Updated over 2 months ago

Sending Event Reminders

Reminders help reduce no-shows and keep attendees informed. Launchpad can send automated reminders before your event, and you can send custom updates any time.

Why send reminders

  • Reduce no-shows — people forget; reminders help them remember

  • Build excitement — create anticipation for the event

  • Share logistics — provide parking, timing, and preparation details

  • Answer questions early — address common queries before they arrive

  • Confirm attendance — give people a chance to update if plans change

Automated reminders

How automatic reminders work

When enabled, Launchpad sends reminder emails:

  • 7 days before — early reminder with event details

  • 1 day before — final reminder with logistics

  • 2 hours before — last-minute reminder (optional)

Enabling automated reminders

  • Go to Events Management

  • Open your event

  • Click Edit Event or go to Settings

  • Find Reminder Settings

  • Enable Automated Reminders

  • Choose which reminders to send

  • Save changes

Customising reminder timing

Adjust when reminders go out:

  • First reminder — 7 days, 5 days, or 3 days before

  • Final reminder — 1 day or 2 days before

  • Same-day reminder — morning of the event

Choose timing that suits your event type.

What's included in reminders

Automatic content

Reminder emails include:

  • Event name and date

  • Start time and timezone

  • Location or online meeting link

  • Their ticket/QR code

  • Add to calendar link

  • Contact information

Custom additions

You can add:

  • What to bring

  • Parking instructions

  • Dress code

  • Pre-event preparation

  • Links to resources

  • Schedule for the day

Sending custom messages

One-off updates

Send a custom message to attendees:

  • Open your event in Events Management

  • Click Email Attendees or Send Update

  • Choose your recipients:

- All registrants - Only confirmed attendees - Only those not yet checked in - Specific ticket types

  • Write your message

  • Preview the email

  • Click Send

Common reasons for updates

  • Venue change or parking updates

  • Schedule adjustments

  • Weather-related information

  • Speaker announcements

  • Last-minute tips

  • Emergency notifications

Targeting your messages

By registration status

  • Confirmed only — people definitely coming

  • All registrants — everyone who's registered

  • Pending approval — those waiting for approval

  • Waitlisted — people hoping for spots

By ticket type

Send different messages to different ticket holders:

  • VIP attendees get exclusive information

  • Workshop participants get prep materials

  • General admission gets standard updates

By custom criteria

Export your list, segment as needed, and use your own email tool for complex targeting.

Writing effective reminders

Subject lines that work

  • "Your [Event Name] reminder — this Saturday!"

  • "3 things to know before [Event Name]"

  • "See you tomorrow at [Event Name]!"

  • "[Event Name] is in 2 hours — here's what you need"

Email content tips

Keep it brief:

  • Lead with the most important information

  • Use bullet points for logistics

  • Include clear call to action

Be helpful:

  • Answer questions before they're asked

  • Provide maps or directions

  • Share parking tips

Build excitement:

  • Highlight what they'll experience

  • Mention speakers or special features

  • Create anticipation

Sample reminder structure

Hi [Name],[Event Name] is coming up on [Date] — we can't wait to see you!Here's what you need to know:📍 Where: [Venue Name and Address]⏰ When: [Date and Time]🚗 Parking: [Parking information]What to bring:Your ticket (attached)[Other items]
See you there![Your Name][Contact Information]

Calendar reminders

Attendees can add your event to their calendar:

How it works

  • Confirmation emails include "Add to Calendar" button

  • Supports Google Calendar, Apple Calendar, Outlook

  • Calendar event includes all details

  • Calendar sends its own reminders

Encouraging calendar use

  • Mention calendar sync in confirmation email

  • Remind people it helps them not miss the event

  • Include clear instructions for adding

Managing unsubscribes

Some people may opt out of reminders:

  • They can unsubscribe from event emails

  • Important event updates still go through

  • Respect their preferences

  • Consider why they opted out

Timing your reminders

For weekday events

  • 1 week before — gives time to arrange schedules

  • 2 days before — close enough to plan logistics

  • Morning of — final reminder

For weekend events

  • Week before — early heads up

  • Thursday/Friday — before the weekend starts

  • Morning of — day-of reminder

For online events

  • Day before — ensure they have the link

  • 1 hour before — time to get set up

  • 15 minutes before — final "we're starting soon"

Tracking reminder effectiveness

What to monitor

  • Open rates — are people reading reminders?

  • Click rates — are they engaging with links?

  • Check-in rates — did reminders reduce no-shows?

Improving over time

  • Test different subject lines

  • Experiment with timing

  • Ask attendees for feedback

  • Compare no-show rates event to event

What's next?

After setting up reminders:

A well-timed reminder can make the difference between an empty seat and a happy attendee — don't skip this step.

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