Event Reminder Email Templates: 12 Free Samples + Subject Lines

A good event reminder email is the cheapest way to cut no-shows. Free events typically lose 40–50% of registrants on the day, and paid events still lose 10–20%. A short, well-timed sequence of reminders brings a large part of that back.

Below are 12 event reminder email templates you can copy and paste. Each sample includes a subject line, when to send it and a body with [BRACKETED] fields to replace. If you need emails for other stages of your event, see our full library of 50 free event email templates and examples.

When to Send Event Reminder Emails

Most in-person and virtual events do well with this reminder schedule:

1 week before: logistics, agenda highlights and a calendar link.
3 days before: what to prepare, travel or parking, and app download.
24 hours before: the most important reminder; keep it short with the key facts.
Day of (morning): doors-open time, check-in instructions and QR code.
1 hour before (virtual events): the join link and nothing else.

For paid events, add deadline reminders (early-bird ending, registration closing) during the sales period. For last-minute reminders, a WhatsApp message often gets read faster than email; see our event WhatsApp message templates.

12 Event Reminder Email Templates and Samples

1. One-Week Event Reminder Email

When to send: 7 days before the event

Subject line: One week to go: your guide to [EVENT_NAME]

Hi [FIRST_NAME],

[EVENT_NAME] is one week away and we can't wait to see you on [DATE] at [VENUE].

Here's what you need to know:
• Doors open: [TIME]
• Location: [VENUE_ADDRESS]
• Agenda: [AGENDA_LINK]

Add it to your calendar so you don't miss it: [CALENDAR_LINK]

See you soon,
The [EVENT_NAME] Team

2. Three-Day Reminder Email

When to send: 3 days before the event

Subject line: 3 days until [EVENT_NAME]: here's how to prepare

Hi [FIRST_NAME],

Just 3 days until [EVENT_NAME]! A few things to get ready:

1. Download the event app to build your agenda and connect with attendees: [APP_LINK]
2. Plan your travel. Parking and transport details: [TRAVEL_LINK]
3. Bring your ticket. Your QR code is attached and also in the app.

Questions? Reply to this email and our team will help.

The [EVENT_NAME] Team

3. 24-Hour Event Reminder Email

When to send: 24 hours before the event

Subject line: Tomorrow: [EVENT_NAME] starts at [TIME]

Hi [FIRST_NAME],

This is a friendly reminder that [EVENT_NAME] is tomorrow.

📅 [DATE], [TIME]
📍 [VENUE], [VENUE_ADDRESS]
🎟 Your ticket: [TICKET_LINK]

Check-in opens at [CHECKIN_TIME]. Arrive a little early to grab a coffee before the opening keynote.

See you tomorrow!
The [EVENT_NAME] Team

4. Day-of Event Reminder Email

When to send: Morning of the event

Subject line: Today's the day! Your check-in details for [EVENT_NAME]

Good morning [FIRST_NAME],

[EVENT_NAME] starts today at [TIME]. Here's everything in one place:

• Check-in: show this QR code at the registration desk: [QR_CODE]
• Wi-Fi: [WIFI_NAME] / [WIFI_PASSWORD]
• Today's agenda: [AGENDA_LINK]

Have a great event!
The [EVENT_NAME] Team

5. One-Hour Reminder for a Virtual Event

When to send: 1 hour before a virtual event

Subject line: Starting in 1 hour: your link to join [EVENT_NAME]

Hi [FIRST_NAME],

[EVENT_NAME] goes live in one hour at [TIME] [TIMEZONE].

Join here: [JOIN_LINK]

Tip: open the link 5 minutes early to test your audio and video.

See you online,
The [EVENT_NAME] Team

6. Webinar Reminder Email

When to send: 24 hours before a webinar

Subject line: Reminder: [WEBINAR_TITLE] with [SPEAKER_NAME] is tomorrow

Hi [FIRST_NAME],

Thanks for registering for [WEBINAR_TITLE]. We'll go live tomorrow at [TIME] [TIMEZONE].

In 45 minutes, [SPEAKER_NAME] will cover:
• [TAKEAWAY_1]
• [TAKEAWAY_2]
• [TAKEAWAY_3]

Save your join link: [JOIN_LINK]
Can't make it live? Stay registered and we'll send you the recording.

[YOUR_NAME], [COMPANY]

7. Early-Bird Deadline Reminder

When to send: 48 hours before early-bird pricing ends

Subject line: ⏰ 48 hours left to save [DISCOUNT] on [EVENT_NAME]

Hi [FIRST_NAME],

Early-bird pricing for [EVENT_NAME] ends on [DEADLINE_DATE]. After that, tickets go up to [FULL_PRICE].

Lock in your spot now: [REGISTRATION_LINK]

The [EVENT_NAME] Team

8. Registration Closing Reminder

When to send: 2–3 days before registration closes

Subject line: Last chance: registration for [EVENT_NAME] closes [DAY]

Hi [FIRST_NAME],

Registration for [EVENT_NAME] closes on [DEADLINE_DATE]. [X] seats are left.

If you've been meaning to sign up, now is the time: [REGISTRATION_LINK]

The [EVENT_NAME] Team

9. Reminder to Complete Registration

When to send: 24 hours after an abandoned registration

Subject line: You're almost registered for [EVENT_NAME]

Hi [FIRST_NAME],

You started registering for [EVENT_NAME] but didn't finish. Your spot isn't confirmed yet.

Complete your registration in under a minute: [REGISTRATION_LINK]

The [EVENT_NAME] Team

10. Session Reminder Email

When to send: 15 minutes before a session the attendee bookmarked

Subject line: Your next session starts in 15 minutes: [SESSION_TITLE]

Hi [FIRST_NAME],

You added [SESSION_TITLE] with [SPEAKER_NAME] to your agenda. It starts at [TIME] in [ROOM].

View the session in the app: [SESSION_LINK]

The [EVENT_NAME] Team

11. Meeting Reminder for Attendees

When to send: 30 minutes before a scheduled meeting

Subject line: Reminder: your meeting with [MEETING_PARTNER] at [TIME]

Hi [FIRST_NAME],

Your 1:1 meeting with [MEETING_PARTNER] from [COMPANY] is at [TIME] at [MEETING_LOCATION].

Need to reschedule? Do it in the app so they're notified: [MEETING_LINK]

The [EVENT_NAME] Team

12. Reminder for Exhibitors and Sponsors

When to send: 2 weeks before the event

Subject line: Action needed: exhibitor checklist for [EVENT_NAME]

Hi [FIRST_NAME],

[EVENT_NAME] is [X] days away. Please complete the following by [DEADLINE_DATE]:

• Upload your logo and booth description: [PORTAL_LINK]
• Register your booth staff
• Confirm your move-in time: [MOVE_IN_DETAILS]

Thank you for partnering with us,
The [EVENT_NAME] Team

Event Reminder Email Subject Lines

Subject lines decide whether a reminder gets opened. Keep them under 50 characters, lead with the time (“Tomorrow”, “In 1 hour”) and name the event. Some that work well:

Tomorrow: [EVENT_NAME] starts at [TIME]
See you in 3 days, [FIRST_NAME]
Your ticket + check-in details inside
We're live in 1 hour, here's your link
Don't forget: [EVENT_NAME] is this [WEEKDAY]
Last call: registration closes tonight

For 100+ more, see our list of event email subject lines.

Best Practices for Event Reminder Emails

Put the essentials first. Date, time, place and a ticket or join link should be visible without scrolling.
Add a calendar link. Attendees who add the event to their calendar are far more likely to show up.
Use the attendee's time zone for virtual events, or state the time zone explicitly.
Segment your reminders. Speakers, exhibitors, VIPs and first-time attendees need different information.
Don't over-send. Three to four reminders per event is usually enough. Stop sending once the attendee has checked in.
Automate them. Schedule reminders when you set up registration so they send on time even when the team is busy.

Automate Event Reminders with Eventify

Eventify lets you schedule reminder emails and push notifications from the same place you manage registration, tickets and check-in. Reminders go out automatically by attendee group, ticket type or session, and include each attendee's personal QR code. See Eventify's email and notification tools or book a demo.

Frequently Asked Questions

How many reminder emails should I send before an event?

Three to four: one week before, 24 hours before, the morning of the event and, for virtual events, one hour before. Add deadline reminders during ticket sales.

What is the best time to send an event reminder email?

Send the 24-hour reminder at about the same time of day as the event starts. For morning events, the day before at 9–10 am in the attendee's time zone works well.

What should an event reminder email include?

The event name, date, time and time zone, location or join link, the attendee's ticket or QR code, a calendar link and one clear call to action. Need a check-in or Wi-Fi code for that email? Make one with our free event QR code generator.

How do I write a polite reminder email for an event?

Thank the attendee for registering, restate the key details in a few lines and offer help if they have questions. Avoid pressure. A reminder should feel like a service, not a sales email.