Sending reminders to invitees who have not responded

An event reminder helps invitees take the next step and respond. Start with an up-to-date invitation list: who has registered, who has declined and who has not replied? This lets you follow up with the right people and keep registered attendees out of this mailing.

The invitation has gone out and the first registrations are coming in. Meanwhile, the caterer wants an estimate and colleagues are asking how many of their contacts will attend. A single overview helps you see who still needs a follow-up, without comparing separate lists before every reminder.

Choose the right recipients

A registration reminder is intended for invitees who have not responded. That is a different group from everyone who has not registered: some of those people have already said they cannot attend. Distinguish between these statuses:

Handle other situations separately. Someone on a waiting list needs information about availability. An incomplete registration may call for help finishing the process. Match the message to what has already been recorded.

Also distinguish between declining this event and asking not to receive future invitations. Apply both preferences correctly when selecting recipients.

Check the current list before sending

Base the mailing on the status at the time of sending. A list exported last week may include people who have since registered. Check the current recipient selection even when the reminder has been scheduled in advance.

Include responses received outside the form. An invitee may decline by phone through an account manager or ask a colleague to arrange their registration. Agree who records these responses centrally and when. This keeps the overview useful for everyone working on the event.

Before sending, test the registration link and the option to decline. Does the invitee reach the right event, and is the selected response recorded correctly?

Match the timing to your event

There is no fixed number of reminders that works for every event. Consider when the invitation was sent, how much time invitees need to decide and when registration closes.

For an event announced well in advance, give people time to check their diaries. As the deadline approaches, a short reminder can make it clear when you need their response. Check that registration is still open and places are available.

Use the responses so far to decide whether another round would be useful. Coordinate it with personal contact by colleagues. This helps ensure that the next message reflects what was agreed during a recent conversation.

Keep the reminder short and easy to answer

Use a recognisable sender and the same visual style as the original invitation. Include the event name, date, location and registration deadline. A clear registration button gives invitees a direct next step.

You do not need to repeat the full programme. If useful, include one specific reason to attend that is relevant to this audience. Avoid assuming why someone has not replied.

For example:

Subject: Will you be joining us at [event name]?

Hello [first name],

We would be pleased to welcome you to [event name] on [date] at [location].

Will you be joining us? Please let us know by [registration deadline], so we can plan for your attendance.

Register

If you cannot attend, please let us know here:

I cannot attend

Thank you!

The event team

Make declining easy too. That response helps you complete the arrangements and keep the next recipient selection up to date.

Use the responses to plan the next step

After each round, review new registrations and declines, and the number of invitees who have not responded. Compare the same statuses over an agreed period. This gives you a clear view of how the attendee list is developing.

New registrations after a reminder can inform your follow-up. They do not, by themselves, show that every registration resulted from that email: personal contact may also have played a part. Keep registrations separate from actual attendance on the event day too.

Choose specific contacts for a personal follow-up where a response is still needed. Agree who will handle this and record the outcome centrally. Once someone registers, move them into attendee communications, such as the programme, directions and e-ticket.

Build an invitation process that works for your team

Activo provides invitations and reminders in your event’s visual style. Together, we agree on the recipient groups, mailing schedule and how responses will be processed. A project manager is available for support throughout the invitation process, giving your team a clear point of contact.

Frequently asked questions about registration reminders