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Sending Event Reminders

Set up automated reminders and send updates to your event attendees

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated today

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

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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