Make Events Successful with This Pre-Event Email template

Have you ever wondered what makes people open a pre-event email? Well, unless, of course, you are selling tickets for the Beatles reunion.

Of course, it all depends on the email you create–from the catchy subject line to a well-written email copy.

A sold-out seminar/event is every organizer's dream. So, if you want to see your events get fully packed, learn how to send a pre-event email. Let's get started!

Pre-Event Email: Introduction

An event requires lots of prep and planning, such as sending out pre-event emails to your prospective clients. Learn how to write a pre-event email that makes the event a hit.

Also, we have answered FAQs and added a few tips and best practices that you can follow.

Sample Pre-Event Email Template

Subject: {event name}

Hi {recipient name},

Hope you're doing well!

We're getting ready for {event name}. If you're planning to attend, we encourage you to RSVP for our webinar on {date} at {time}. 

This webinar will give you a walk-through of what to expect from the event and give you the online tools to get the most out of {event name}.

We want it to be a memorable experience for you and your clients.

Kindly spare a few minutes to let us know what you think of this email and share your feedback to make the event even better!

Thank you,

{sender name}

Why Does This Template Work?

  • This email is a great way to follow up on the registered attendees. It is short and to the point.
  • It starts with a warm greeting and asks the recipient about their feedback or suggestion, which is a great way of showing professional courtesy.
  • The single CTA around the end of the email template serves as a perfect ending.

Rate Your Template

Template rating on a few factors:

·    Number of words (104)

·    Social proof (7/10)

·    Introduction (9/10)

·    Fluff (1/10)

·    Large paragraphs (1/10)

·    Single CTA (8.5/10)

·    Potential to convert (7.5/10)

Deliverability Score Scale

·    Spam word use (0/10)

·    Complex sentence use (0)

Best Practices for Pre-Event Email

  • Always provide your audience with all the information they'll need. From the time, date, venue, and notable speakers, to what to expect from the event, mention it all.
  • Do not just send any auto-generated email or a pre-written template. Always customize your pre-saved template and make it sound personal.
  • Don't forget to add CTA. It will help you follow up right before the event. Also, sequence a follow-up 24 hours after sending the pre-event email.

Take Away Tips for Pre-Event Email Template

  • Write creative subject lines, however, avoid using misleading ones. Address your audience personally.
  • Always start with a warm greeting and customize the email with your brand logo, tagline, templates, signature, etc.
  • Send the necessary details in one email, such as the time and date of the event, how to register and RSVP, what to expect, the code of conduct, duration, and whatever follows.
  • Always send a follow-up email containing a summary of the pre-event email within 24 hours of sending the first one.


1. What are the things I should mention in a pre-event email?

A pre-event template should contain all the information about the event. After starting with a courteous greeting, mention the date, time, duration, notable speakers (if any), and registration details. Also, ask your recipients to RSVP before the event.

2. When to follow up for an event?

Once you send the pre-event registration email to all the clients, follow up on the same after 24 hours to consider the event. Also, you should follow up and send a reminder 24 hours before the event starts to all the clients who RSVPed.

3. How to professionally customize an email?

Do not copy and paste email templates. Take time to edit the email body and tune it to your brand voice. Customize the email with your brand logo, templates, tagline, images, and newsletters.


Frequently asked questions

General Questions

Can I import a CSV file into an already running campaign?

Yes, you can import a CSV file into an already running campaign. To do so, follow these steps:

1. Go to the campaign that you want to import the CSV file into.
2. Click on "Edit campaign" to access the campaign settings.
3. Look for the option to upload a CSV file and click on it.
4. Choose the CSV file from your computer that you want to import.
5. Map the fields and Choose/associate a client. The system will process the CSV file and import the data into the campaign.

By importing a CSV file, you can update the campaign with new leads without interrupting the campaign's flow.

Is it possible to connect Outlook via OAuth?

Yes, it is recommended to connect Outlook via OAuth. OAuth (Open Authorization) is an industry-standard protocol that allows applications to access user data on various platforms, including Outlook, without requiring the user to share their login credentials. By connecting Outlook via OAuth, you enhance security and ensure a seamless and secure integration between your application and Outlook.

How can I connect Outlook using OAuth?

To connect Outlook using OAuth, follow these steps:

1. Open your email accounts module in Smartlead
2. Look for the option to add accounts and select it.
3. Choose Outlook as the email provider you want to connect.
4. Clicking on the Outlook logo will redirect you to the Outlook login page.
5. Enter your credentials and log in to your Outlook account.
6. Follow the prompts to authorize the application to access your Outlook account using OAuth.
7. Once the authorization is complete, your application will be connected to Outlook via OAuth, enabling secure access to your Outlook emails and data.

By following these steps, you can establish a secure and authenticated connection between your application and Outlook, ensuring seamless integration and access to your email account.

Why am I experiencing delays in fetching emails from my ESP to MI?

If you are experiencing delays in fetching emails from your Email Service Provider (ESP) to the Master Inbox (MI), there could be a few reasons for this. It is important to note that fetching emails from the ESP to the MI can take some time due to various factors such as network latency, ESP server load, and the size of the email inbox. Here are some points to consider:

1. Time interval: The Master Inbox usually fetches emails at regular intervals, which can range from 5 to 55 minutes. This interval allows the system to retrieve and process new emails periodically.

2. Fetch replies button: If you need to fetch replies immediately, you can use the "Fetch replies" button available in the Master Inbox. Clicking on this button triggers an immediate fetch of replies from your ESP's email inbox folder.

If the delays persist or you encounter any issues with fetching emails, it is recommended to reach out to the Smartlead support team for further assistance.Please note: 

Filtering or rules: Review any filtering or rules set up in your ESP that could potentially affect the delivery of emails to the MI. Ensure that emails are not being automatically sorted, archived, or blocked based on certain criteria.

Why doesn't categorizing leads, such as "Not interested," stop campaigns for them?

Categorizing leads, such as marking them as "Not interested," does not automatically stop campaigns for those leads. The purpose of lead categorization is to classify and organize leads based on their specific attributes or actions. However, categorizing a lead as "Not interested" does not halt the campaign because the system relies on replies from leads to determine if a campaign should be stopped.

In most cases, when a lead categorizes themselves as "Not interested," they may choose not to reply to the email or take any further action. As a result, the campaign continues until it reaches its completion or encounters other stopping conditions.

It's important to note that when a lead does reply to an email, the system recognizes the response and stops the campaign for that particular lead. Therefore, replies from leads serve as the primary trigger to stop campaigns rather than lead categorization alone.

In some cases,A lead might have to be categorized for various reasons even if they do not intend to reply, such as organizing their inbox or indicating their preference. Such categorization does not automatically stop the lead from receiving further emails in the campaign. In such cases the emails have to stopped manually

What type of business can use Smartlead?

No, you get access to unlimited email accounts and warmup accounts without having to pay per account. This will let you scale your email outbound and without paying a penny more.

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