Before, during, and after your event, every email is an opportunity to engage participants and increase ROI. Writing these emails from scratch takes time and often misses the mark. This free event email template library gives you proven attendee and exhibitor email examples you can copy, paste, and use immediately.
These templates will help you
- Drive event registrations and attendance
- Increase exhibitor and sponsor engagement
- Maximize networking and meeting bookings
- Boost ROI across all participant types
Event email templates that work
Our library is informed by thousands of real event campaigns. Each template includes plain-language copy, clear calls to action, and timing guidance so you know exactly when and why to send each message. Use these event email templates to accelerate app adoption, improve profile completeness, and increase pre-scheduled meetings.
Tip: personalize where possible, segment by status, and add UTM parameters to track performance in your analytics.
Attendee email templates: Activate participants pre-event
These attendee email templates help participants log in, complete profiles, download the app, and start booking meetings before they arrive onsite.
Attendee welcome and activation email template
This is the first and most important nudge to turn registrants into active participants. It prompts attendees to activate their account with the correct email, download the event app, and start networking early. Early activation increases app adoption, drives profile completeness, and leads to more advance meetings. That momentum improves attendance, exhibitor value, and overall event ROI.
⚡️ Pro tip: send this exactly 7 days out to build urgency without overwhelming inboxes. Include app store links and login instructions in the body so attendees do not have to search for them.
Attendee one-week reminder email template
This reminder lands one week before the event to make sure attendees are fully prepared. It prompts them to log in, complete their profile, and download the app. By nudging them at this stage, you boost profile completeness, drive agenda planning, and kick‑start networking activity, which helps maximize engagement and ensures participants arrive ready to connect.
⚡️ Pro tip: Send this exactly 7 days out to build urgency without overwhelming inboxes. Include app store links and login credentials in the body so attendees don’t have to search for them.
Attendee last-chance prompt email template
This is the final reminder to attendees who still have not activated their account. It reinforces the urgency to log in, complete personal and company profiles, and download the app before arriving onsite. A final nudge reduces no‑shows, improves networking participation, and helps attendees get maximum value from the event.
⚡️ Pro tip: send this 2 to 3 days before the event to late adopters. Keep the message short and urgent, and include quick links to app stores, login, and a help guide for easy access.
Exhibitor email templates: Activate companies pre-event
These exhibitor email templates guide companies to activate accounts, complete profiles, and make the most of matchmaking, meeting scheduling, and lead capture before buyers log in.
Exhibitor welcome and activation email template
Send this as soon as the event app goes live. It guides exhibitors to activate their account, update the company profile, and explore key features like lead capture, matchmaking, and meeting scheduling. Early setup ensures a complete profile before buyers log in, maximizing visibility and increasing the chance of securing meetings in advance.
⚡️ Pro tip: send this when the app is live, ideally 3 to 4 weeks before the event. Encourage exhibitors to assign an admin early and upload product details so buyers see a strong profile from day one.
Exhibitor reminder and activation email template
Target exhibitors who have not yet logged in. Highlight the risk of missing opportunities to connect with buyers and show them how to activate. Reinforce the benefits of matchmaking, meeting scheduling, and lead capture, and encourage them to update the company profile before buyers join.
⚡️ Pro tip: send this 10 to 14 days before the event to exhibitors who are inactive. Segment your list so only non‑logins receive it, and consider a short video or webinar replay link to boost engagement.
Next steps: pair emails with in‑app notifications
You now have a starter set of emails that turn interest into action. Copy the templates, tailor the specifics to your audience, send, and measure. Small adjustments to subject lines, timing, and personalization can lift results, so keep testing.
If you use Grip, pair these emails with targeted event app notifications to increase engagement and ensure participants get the most value from your event. In‑app nudges can:
- Encourage profile completion and app adoption
- Drive more meeting bookings before and during the event
- Increase exhibitor visibility and lead generation
Together, email templates and in‑app notifications create a complete strategy to boost engagement, satisfaction, and event ROI.