How to Send Re-Invite Emails After an Event was Canceled
How To Send Re Invite Emails After An Event Was Canceled


Whereas COVID-19 has affected our society in a wide range of methods, its influence on the occasions trade has been monumental.

Between stay-at-home orders, journey restrictions, and social distancing, hundreds of scheduled conferences and gatherings have been canceled or postponed. Fortunately, by the ability of the web, many of those conferences will be reimagined as digital gatherings.

For those who’re struggling to pivot your occasion plans as a consequence of COVID-19, you may alter your efforts utilizing re-invite emails. Learn on to learn how.

Re-invite emails

In an try to sluggish the unfold of COVID-19, international locations and states have begun banning gatherings of all sizes, and federal tips have mandated that People keep away from non-essential journey.

This has led to the cancelation of quite a few conferences, from the SXSW competition in Austin, Texas, to Oktoberfest in Munich, Germany. As a substitute of abandoning occasions completely, many assembly planners have opted to shift their focus to an internet format.

With the intention to host a profitable digital occasion, it’s essential to get the phrase out to the attendees you misplaced whenever you have been pressured to cancel your dwell occasion. This may be completed by re-invite emails.

These are emails you’ll ship out to your authentic record of invitees, alerting them to the change in assembly format. The message may very well be an edited model of the preliminary invite with amended data.

Example of amended re-invite

Supply: Innovation Research Interchange

Or it may very well be a wholly new communication, presenting the occasion as a recent, reinvented idea.

Example of re-invite refresh

Supply: NCSM

Both method, you’ll wish to make certain it’s clear that this isn’t a replica invitation for the canceled occasion. Recipients ought to see that that is, in reality, a separate invite welcoming them to a brand new assembly. You’ll additionally wish to be clear that it’s a digital assembly and received’t happen at a bodily location.

Re-invite emails aren’t a lot completely different from the unique invite e-mail you despatched out for the dwell occasion. You’ll announce fundamental particulars like date, time, and title/subject. You’ll nonetheless obtain an RSVP, though it’ll possible now be within the type of registration. With everybody discovering artistic methods to do enterprise throughout this international pandemic, attendees will perceive your want for canceling the dwell assembly and can possible don’t have any challenge together with your switching to a digital assembly.

Shifting to digital conferences

Digital conferences aren’t a brand new idea, however the results of COVID-19 have brought about the usage of on-line conferencing instruments to skyrocket. Video conferencing software program firm Zoom has already seen more business this year than it acquired in all of 2019. Fortunately, professionals are usually accustomed to conducting enterprise on-line, so adapting to a digital convention ought to be a reasonably painless transition.

A digital occasion is a good different to in-person conferences, particularly in at the moment’s social local weather. By their very nature, digital conventions keep away from a number of considerations at present centered across the gathering of individuals. Teams can come collectively with out the problem of journey restrictions or considerations about spreading germs. Attendees will be socially accountable whereas nonetheless benefiting from the training and networking that comes with skilled conferences.

In some ways, digital conferences supply extra advantages than dwell occasions. A profitable digital assembly can appeal to lots of of registrants at a low value. With no limits to venue capability and fewer attendance restrictions, data is offered to a wider viewers than conventional dwell occasions. Additionally, as a result of individuals should register to attend, you may generate a excessive variety of gross sales leads.

Virtual conferences allow for wider attendance

Supply: Twitter

There are a number of on-line convention codecs that might work in your occasion whereas driving attendee engagement. Whether or not you select a digital convention or a webinar, digital conferences are a welcome different when bodily occasions are inconceivable. The necessary factor is the way you re-invite attendees to those rescheduled occasions.

E-mail greatest practices for re-inviting attendees to digital conferences

Just like in-person occasions, digital conferences are formatted round a dwell, intricate itinerary that features keynote audio system and breakout periods. Digital conferences supply multi-session content material and might present instruments to advertise group engagement. Whereas not as efficient for capturing leads and networking as a dwell assembly, digital conferences are real-time gatherings that permit attendees to look at, study, and work together with others whereas the occasion is happening.

Firms choosing an internet convention ought to contact their visitor record with a re-invite e-mail that highlights the advantages and sights of the convention. Listed here are e-mail greatest practices for crafting a re-invite for digital conferences.

1. Timing is vital.

When rescheduling an occasion, you wish to ship a re-invite e-mail early sufficient for visitors to plan accordingly, however not so early that you simply threat shedding guests’ consideration whereas ready for the occasion date to reach. Advertising and marketing efforts for digital occasions ought to start two to 3 weeks previous to the assembly.

2. Eye-catching topic strains

Topic strains are the important thing to convincing recipients to open your e-mail. The topic ought to be engaging and supply clear expectations for attendees. Take into account language that urges viewers to take motion. A personalised topic line sounds extra inviting. Reveal the worth your occasion is offering. All of the following pointers can assist result in the next e-mail open fee.

3. Paint a transparent image.

Attendees wish to know what advantages they’ll obtain from attending your occasion. Re-invite e-mail content material ought to embrace tempting preview textual content. Occasion particulars and foremost sights ought to be highlighted in short paragraphs. Keep away from overwhelming quantities of textual content with easy-to-digest content material.

A well-written invite email

Supply: Really Good Emails

4. Can’t-miss signup

A robust CTA button will urge attendees to register instantly. Be sure it’s outstanding within the e-mail, so it doesn’t get missed among the many remainder of the content material. If individuals don’t click on on that button, then it doesn’t matter how nice your digital convention shall be—no person shall be in attendance.

Example of a prominent call to action button

Supply: Really Good Emails

The mix of those parts will get the eye of your target market, direct them to register in your occasion and make for a profitable re-invite e-mail.

E-mail greatest practices for re-inviting attendees to webinars

Not like digital conferences, webinars usually final anyplace from 45 to 80 minutes. These digital conferences permit attendees worldwide to hitch in and pay attention as a number of audio system current the fabric. Attendees will be charged a payment to register, or login will be free. Sometimes, video conferencing instruments are used to current dwell audio system or a pre-recorded video, and the session will be supplied on demand after the assembly has concluded.

Webinars are engaging to potential attendees once they supply a deep perception into or an answer to a selected drawback. Invitees wish to hear from professionals of their subject, they usually wish to know what data they’ll anticipate to study on-screen. Maintaining this in thoughts, re-invite emails selling webinar occasions ought to embrace 5 key options.

1. Clear, significant topic line

The topic line is the primary impression individuals could have of your occasion. Right here, it’s best to specify the subject of your webinar, in addition to a preheader that offers a quick description of the content material of the assembly. Well-written subject lines are eye-catching, but in addition clear and to the purpose.

2. Featured particulars in banner

The attention is drawn to a banner throughout an invitation, in order that’s the place you’ll wish to characteristic the important thing particulars concerning the occasion. Embrace date, time, and panelist names if relevant.

Featured details appear in banner

Supply: Really Good Emails

3. Embrace an agenda

Attendees wish to know what they’ll anticipate out of your occasion. Whether or not it’s the subject material, keynote audio system, or promised take-aways, persons are extra more likely to register for an internet occasion in the event that they see a worth in it for them. Embrace an in depth define of the assembly’s agenda and specify what subtopics you’ll cowl, what attendees can anticipate to study, date/time/period of the assembly, and hyperlinks to visitor speaker bios.

4. Clear CTA

Analysis reveals that emails with a single CTA increased clicks 371%. You’ll wish to make a CTA button attention-grabbing in order that it’s apparent to attendees. Recipients’ incapacity to see a registration button shouldn’t be an excuse for poor attendance.

5. Share data

Generally somebody isn’t in a position to attend the occasion, or they wish to digest the data after the assembly. As an additional benefit, present slides or recordings of the convention after the conclusion of the assembly.

Features of an effective webinar invite

Supply: Pinterest

By together with these parts in your e-mail communications, you’re extra more likely to have greater attendance and a extra constructive webinar expertise.

Wrap up

In-person occasions are being canceled worldwide as a consequence of precautions surrounding COVID-19. Fortunately, there are a number of methods to reschedule your occasion and keep it up through digital media. You possibly can attain your attendees and alert them to the revised plan in your assembly through re-invite emails. These messages:

  • Announce your new on-line format
  • Attain potential visitors two to 3 weeks earlier than the occasion date
  • Use a collection of greatest practices to seize recipients’ consideration and urge them to register in your digital convention or webinar

That is an unprecedented time for teams making an attempt to attach with one another. Video conferencing and webinar codecs are a good way to avoid the constraints introduced on after COVID-19. Efficient re-invite emails can result in file attendance numbers, invaluable leads for what you are promoting, and a profitable digital assembly.

For extra details about sending re-invite emails in your digital occasions, contact our sales team at the moment.


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