Event Follow Up Email
What should an event follow up email say, and when should it go out?
The follow up email is where an event turns into a relationship. Attendees are most receptive in the day or two after the event, and a prompt, specific message keeps that goodwill. A late, generic one is deleted.
This guide gives you a send schedule and copy-ready emails for the four groups you need to write to: attendees, people who registered but did not come, speakers and sponsors. Each is short, says one thing and asks for one action. Fill in the brackets, and keep any claim in them to things you can back up.
Updated by the Eventdex team
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When to send each follow up
Plan the sequence before the event and write the drafts while the details are still in your head.
| Timing | Audience | Purpose |
|---|---|---|
| Same day or next morning | Speakers | Thank them while it is fresh, and share any early feedback |
| Within 1 day | Attendees | Thank them, share slides or recordings, and link the survey |
| Within 1 to 2 days | No-shows | Offer the recording and an invitation to the next event |
| Within 1 week | Sponsors and exhibitors | Thank them, share what you can about the event and ask for their feedback |
| 3 to 4 days after the first email | Attendees who did not answer the survey | One reminder, then stop |
| 2 to 4 weeks | Attendees | Share a highlights summary and what you will change, with the next date |
Thank you email to attendees
This is the email that matters most. Thank people, give them something useful straight away, and ask for one thing: the survey.
Thank you email to attendees
Subject: Thank you for joining [Event name] Hi [First name], Thank you for being with us at [Event name] on [date]. We were glad to have you there. Here is what you can use now: - Slides and recordings: [link] - Photos: [link] - Resources mentioned in sessions: [link] We would value three minutes of your time to tell us what worked and what did not: [survey link]. Your answers shape next year. We will hold [next event or webinar] on [date]. If [specific topic] interests you, you can register here: [link]. Thank you again, [Name] [Organization]
Email to people who registered but did not attend
Do not scold. People miss events for ordinary reasons. Say you missed them, give them the recording and ask whether they want to be told about the next one.
Email to no-shows
Subject: Sorry we missed you at [Event name] Hi [First name], We missed you at [Event name] on [date]. We know plans change. If it helps, you can watch the recording and download the slides here: [link]. The highlights were [one line], and [one line]. Our next event is [name] on [date]. Would you like us to save you a place? [Register link] If there was something that stopped you from coming, we would like to hear it. Just reply to this email. Best, [Name]
Thank you email to speakers
Speakers do the content work for free or for a small fee. A quick, personal message keeps them willing to return.
Email to speakers
Subject: Thank you for speaking at [Event name] Hi [First name], Thank you for speaking on [session title]. [One specific thing the audience reacted to, such as a question or a point that came up afterwards.] Here is what we can share so far: - Your session recording: [link] - Questions asked during your session: [link or attached] - Attendee feedback on your session: [we will send it by date / attached] We would also like your view: what would have made the event better for you as a speaker? We hope to work with you again at [next event]. If you have a topic in mind, tell us. With thanks, [Name] [Organization]
Follow up email to sponsors and exhibitors
Sponsors renew when they can see what they got. Send what you can share with facts, not adjectives, and ask what they need from you for next time.
Email to sponsors and exhibitors
Subject: Thank you for supporting [Event name] Hi [First name], Thank you for sponsoring [Event name]. Your support made [specific thing it enabled] possible. Here is what we can share about your involvement: - [Number] attendees at the event, [number] at your session or booth [only include figures you have counted] - Lead list or scan data: [attached / sent separately by date] - Photos of your booth and branding: [link] We would like your honest feedback in a short survey: [link]. It takes about five minutes. We are planning [next event] for [date]. I would like to set up a call in the next two weeks to talk about what you would want next time. Would [day] work? Thank you again, [Name] [Organization]
What makes a follow up email work
The same few points separate emails that get a response from those that are ignored:
Send it fast
The first email goes within a day. A week late reads as an afterthought.
Use the name and the event
A subject line with the event name and a personal opening are the minimum.
Give before you ask
Lead with the slides, recording or photos, then make one request.
One call to action
Survey, next event or reply. If you offer three, you get none.
Keep it short
A few short paragraphs and one or two links. Anything longer goes on a web page.
Mention something specific
A session, a question or a moment from the day shows the message was not mass-produced.
Follow up emails on Eventdex
Eventdex includes email campaigns, and its attendee data is held in the same place as registration and check-in. What the site states, and does not:
Email campaigns
Email campaigns with your own templates, scheduled ahead or sent at once, to your attendees or a Mailchimp list.
Event planning softwareFor event communications, not promotion
Eventdex email campaigns are for event communications to registered attendees, not for marketing. Keep promotional email, including an invitation to your next event, in your own marketing email tool.
Reports and exports
Attendee, order and check-in reports let you build the attended and did-not-attend lists for the emails above.
Onsite event managementIntegrations
Eventdex connects with Mailchimp, Salesforce and Zapier, among others.
Eventdex integrations
The Eventdex platform
Keep event communications in one place
- Event planning softwareEmail campaigns with your own templates.Learn more about Event planning software
- Check-in and attendee reportsWho attended, for follow-up lists.Learn more about Check-in and attendee reports
- Event survey softwareThe survey your follow up email links to.Learn more about Event survey software
- IntegrationsMailchimp, Salesforce, Zapier and more.Learn more about Integrations
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FAQ
Event Follow Up Email: common questions
When should you send a follow up email after an event?
Within a day for attendees, and the same or next day for speakers. No-shows can follow within a day or two, and sponsors within a week. Speed matters more than polish.
What should a thank you email after an event include?
A thank you, something useful such as slides or a recording, one specific detail from the event, and one clear request, usually the survey. Keep it short.
Should I email people who registered but did not come?
Yes. They showed interest. Send them the recording and an invitation to the next event, without blame.
How many follow up emails should I send?
Usually one main email, one reminder to people who have not answered the survey, and a later summary of highlights and changes. After that, move people to your normal communications.
Can I use Eventdex email campaigns for marketing?
No. According to its pages, Eventdex email campaigns are for event communications to registered attendees, not for marketing. Use your own marketing email tool for promotion, and Eventdex for confirmations, reminders and event updates.
Run your event communications on Eventdex
Start with a free interactive floor plan, or talk to an event specialist on +1 (866) 434-5088.