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Email Communication Bonus Tips for Online Events

Email communication has been one of the prominent ways for organizations and businesses to connect with their audiences for years. Though the event industry has gone through major changes in the past few years due to technological advancements, email communication still plays a pivotal role in building a connection between organizers and their target audiences. Whether it’s virtual conferences, workshops, webinars, or product launches, effective email communication plays a pivotal role in managing and promoting such events. In this blog, you will explore essential email tips of communication to ensure your online events are well-attended, engaging, and successful.

Email Communication Bonus Tips for Online Events

The Power of Email Communication

Email has been a reliable and widely-used medium for communication, making it an indispensable tool for promoting online events. With the help of emails, event organizers are able to reach the audience directly in bulk. For example, emails can be used to send reminders, and updates to the potential audiences’ inbox. Refer to the given below statistics to understand the usage of emails.

Email Communication Statistics 2023 (Highlights)

Here are some data from the recent studies depicting the popularity of email communication:

  1. There are approximately 4 billion email users everyday.
  2. In the last 12 months, around 77% of marketers have noticed an increase in email interaction.
  3. It is estimated that 99% of the email users check their inbox regularly.
  4. The average open rate of welcome emails is 68.6%.
  5. The average open rate for all businesses emails is 19.7%.

Effective Email Communication Tips For Your Online Events

Online Events

  1. Sending newsletters: Emails can be used to send newsletters to website visitors and keep them posted with valuable updates. It plays a crucial role in the marketing world as business owners can send details regarding product launch, discount offers, and testimonials. Such emails can significantly impact the sales and cultivate customers’ loyalty.
  2. Registration: With the help of a registration page on your website, users can easily register for your event. Once they complete the registration process for an event through your website, send them an immediate confirmation email. Express gratitude for showing their interest and provide essential event details, such as date, time, and access information. You can use the Registrations plugin to enjoy seamless execution of registrations for a single/multiple events. The WP Event Manager’s Registrations plugin automatically sends a confirmation email of successfully completing the registration process.
  3. Send event reminders: It is helpful for registered attendees to receive event reminders a day or two before the event. Also, you can include any last-minute instructions, links to relevant resources, and an exciting sneak peek of what they can expect. With respect to this, the Emails plugin if WP Event Manager helps the users to send automated and custom emails. Through these emails, you can mention the details you want to share about events.
  4. Ticket confirmation emails: This plays an essential role in effective email communication. It is always suggested to send a ticket confirmation email alongwith the attached hardcopy of attendees’ tickets which can be shown whenever required. 
  5. Thank you note: Showing gratitude with a thankyou note will make your attendees feel special. This will help event organizers to build a healthy relationship with their audience.
  6. Post-event follows: After the event, send a follow-up email to all attendees. Express appreciation for their participation, provide links to event recordings or resources, and ask for feedback to improve future events.

Best practices for effective email communication

To make your email communication stand out and encourage recipients to take action, follow the below-mentioned practices:

Email Communication

1. Building a Targeted Email List

Before sending out online event invitations, ensure you have a well-segmented and targeted email list. Understanding your audience’s preferences and interests can significantly increase the likelihood of engagement and attendance.

2. Crafting Compelling Subject Lines

The subject line is the first thing recipients see. Make it attention-grabbing and concise, providing a clear indication of the event’s value and relevance. Avoid spam or misleading subject lines, as they can harm your credibility.

3. Personalization

Address recipients by their names and use personalized content wherever possible. This small touch of personalization can create a more intimate connection with your audience and increase the chances of them engaging with your emails. It makes them realize that you value them as customers.

4. Clear and Concise Messaging

Keep your email content clear, concise, and to the point. Avoid lengthy paragraphs and use bullet points to highlight essential details and benefits.

5. Visual Appeal

Incorporate eye-catching graphics and visuals to make your emails visually appealing. You can also add images of the event representatives, hosts or chief-guests. However, ensure that the images do not overpower the text and that they are relevant to the event.

6. Call-to-Action (CTA)

Include a prominent and compelling CTA button that directs recipients to the event registration page. Use action-oriented language to encourage immediate action.

7. Mobile Responsiveness

With the increasing use of mobile devices, it is essential to ensure that your emails are mobile-responsive. Test your emails on various devices to check if the display is fine.

8. Testing and Optimization

Before sending emails to your entire list, conduct A/B testing to analyze different subject lines, email formats, to check if your CTA links are working fine. Use the insights to optimize your emails for maximum engagement.

Sample Email to Register for an Event

Here is a sample email you can send to your attendees for the registration process:

Subject Line: Join Us for an Exclusive Online Event Management Workshop.

Dear [Recipient’s Name],

We hope this email finds you well. We are excited to invite you to our upcoming online event management workshop, “WordPress Calendar Plugin: Manage Your Online Events without any Hassle,” which will be held on [Event Date] at [Event Time].

About the Workshop: In this interactive and insightful workshop, industry expert [Speaker’s Name] will introduce you to the Calendar plugin by WP Event Manager and how it can significantly impact your professional success. You’ll learn about valuable WordPress events plugins which can enhance your online presence and stand out in a competitive market.

Workshop Details:

Date: [Event Date]

Time: [Event Time]

Duration: [Event Duration]

Location: Virtual (Online link will be provided upon registration)

Who Should Attend? This workshop is tailored for entrepreneurs, professionals, and anyone eager to take their online event management business to the next level. Whether you are a seasoned business owner or just starting your career journey, this workshop will empower you with actionable strategies to create an authentic and impactful personal brand.

Why Attend?

  • Gain insights from an industry expert with over [Years of Experience] years of experience in online event management business.
  • Network with like-minded individuals and expand your professional circle.
  • Q&A session at the end of the workshop for personalized guidance.

Registration: Secure your spot now by clicking the button below:


Hurry! Seats are limited, and registration will close on [Registration Deadline]. Don’t miss out on this fantastic opportunity to upgrade your online event management website.

We look forward to having you in this enriching workshop. If you have any questions or require further information, please feel free to reach out to us at [Contact Email/Phone].

Best regards,

[Your Name]

[Your Title/Position]

[Your Organization]


Effective email communication is the backbone of successful online events. By following best practices, you can create compelling emails that drive engagement and maximize event attendance. Remember, thoughtful and engaging email communication can leave a lasting impression on your audience and encourage them to return for future events.

Email Communication Bonus Tips For Online Events
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