30+ Downloadable Event Text Templates To Improve Engagement

Introduction

One common thread amongst all successful events: whether they are business conferences or an intimate wedding reception, is that they all have effective communication programs. To ensure seamless organization and attendee satisfaction, engaging communication plays a crucial role.

In this comprehensive guide, we will delve into event reminder text message sample templates that you can use to enhance the attendee experience at all the steps of their journey. This guide will equip you with best practices as well as templates needed to reduce no-shows at your events, manage last-minute changes and collect feedback to drive attendee satisfaction. 

Bonus: We have also included different party invitation text message samples as well as party reminder text message samples to make your upcoming celebrations even more successful.

Why Should You Use Texting For Events?

List Of Templates

You can find the following even text templates: 

1. Pre-event communication Building Anticipation
2. On the day engagement: Ensuring attendee presence 
3. Last Minute Updates: Keeping attendees information
4. Event cancellation and date change 
5. Event engagement
6. Post Event follow up: Collecting Feedback and Gratitude
7. Event types

Pre-Event Communication: Building Anticipation

1. Event Announcement

🎉 [Event Name] Announcement 🎉 Hey [Recipient’s Name]! Exciting news! We’re thrilled to invite you to [Event Name] on [Date] at [Time]. It’s going to be an unforgettable experience filled with [Brief Description/Agenda/Lineup of speakers]. Don’t miss out! 📅 Date: [Date] 🕒 Time: [Time] 📍 Venue: [Venue] RSVP by [RSVP Deadline] to secure your spot. For more details, visit [Event Website] or contact us at [Contact Information]. See you there! [Your Name/Organization Name]

2. Save The Date Reminder

Hello [Recipient’s Name], We’re excited to have you at our upcoming business event! Please mark your calendar for: 🗓️ Date: [Event Date] 🕒 Time: [Event Time] 🏢 Venue: [Event Venue] Get ready for an insightful and productive time with industry leaders and like-minded professionals. More details coming soon! [Your Name] [Your Company]

3. Registration Confirmation

Exciting news, [Name]! You’re in for an amazing time at [Event Name] 📅 Date: [Event Date]  🕒 Time: [Event Time] 📍 Location: [Event Venue] Remember to bring your ID and QR code for a hassle-free check-in. Dress comfortably and be ready for an unforgettable day! Questions? Contact [Contact Info]. See you on [Event Date]! 🤩 Best, [Your Event Team]

4. Agenda Preview

Hey [Name], Just 11 days to go for [Event Name]. Here’s a sneak peek of our upcoming event agenda: 🕒 [Event Start Time]: Registration and Welcome 📢 [Time]: Opening Keynote by [Speaker] 🌟 [Time]: Panel Discussion: [Topic] ☕ [Time]: Networking Break 🎥 [Time]: Workshop: [Title] 🍽️ [Time]: Lunch Break 💡 [Time]: Fireside Chat: [Topic] 🤝 [Time]: Networking Mixer 🏆 [Time]: Awards Ceremony 🎉 [Time]: Closing Remarks and Networking! Stay tuned for the full agenda release soon! Get ready for an incredible event. 😄 Best, [Your Name]

On-the-Day Engagement: Ensuring Attendee Presence

1. Morning Of The Event Reminder

Hey there! 🌞 Friendly Morning Reminder 🌞 See you soon at [Event Name]. We start at sharp 10 am.  Here’s a map to make your journey a breeze 🗺️: [Insert Map Link] Looking forward to seeing you there! 😊 [Your Name]

2. Check-In Details

Hi [Event Attendee’s Name], Just a friendly reminder about our upcoming event! To ensure a smooth entry, please remember to bring the following, Event Ticket/Confirmation Email, Photo ID (for verification), Check-in Process, Arrive at least 30 minutes before the event starts. Present your event ticket/confirmation email and photo ID at the registration desk. You’ll receive your event badge/access pass upon check-in. If you have any questions or need assistance, don’t hesitate to text us. See you soon! [Your Name]

3. Session Start Notifications

Hello [Event Attendee’s Name]! Get ready for an exciting session at [Event Name]! The [Session Title] is about to start in 15 minutes. Head to [Location/Online Platform] and don’t miss out! 🕒 Session Start Time: [Session Start Time] 📍 Location/Platform: [Location/Platform], See you there, and enjoy the event! [Your Event Team]

Last-Minute Updates: Keeping Attendees Informed

1. Venue Changes or Updates

Hello [Event Attendee’s Name]! Due to unforeseen circumstances, we’ve moved the event to a new location. Apologies for any inconvenience. 📍 New Venue: [New Venue Address] 🚗 Directions: [Directions from old venue/landmarks] 📞 Need Help? Contact: Name: [Coordinator’s Name] Phone: [Coordinator’s Phone] Email: [Coordinator’s Email] Thanks for your understanding. See you at the new venue! 🎉 [Event Team]

2. Weather-Related Alerts

Hi there! We want you to have a great time at our outdoor event! Here’s the latest weather update- 🌥️ Weather Forecast: [Brief weather summary], Temperature: [Current Temperature], Precipitation: [Rain or no rain], Attire Suggestions, Dress in layers for changing weather. Bring an umbrella just in case. Comfortable shoes for any terrain. Stay comfy and  enjoy! 🌞🌧️Best regards, [Your Name]

Event Cancellation And Date Change

1. Event Cancellation

Hi there, We regret to inform you that [Event Name] is canceled due to [Reason for Cancellation]. We understand your disappointment and apologize for any inconvenience. Refund Information, If you purchased tickets, refunds will be processed within [Timeframe]. You’ll receive an email confirmation once the refund is complete. We appreciate your understanding and hope to see you at future events. Best regards, [Organizer’s Name]

2. Date Change

Hello, Exciting news! We’ve rescheduled [Event Name] to a new date- 📆 New Date: [New Event Date], We hope this date works better for you. Mark your calendars! Your existing tickets are automatically valid for the new date. If you’ve registered, your registration carries over. Can’t Make It? If you can’t attend the new date, please reply to this message to request a refund. Refunds will be processed within [Timeframe]. Thanks for your flexibility, and we look forward to a fantastic event! Best regards, [Your Name/Organizer’s Name]

Event Engagement

1. Polls Before The Event

Hey [Conference Name Attendees], We’re excited about the upcoming conference and want to hear your thoughts! 🎉  Which session are you most looking forward to? Keynote Speaker, Breakout Sessions,, Networking Opportunities. Reply with the number corresponding to your choice. Can’t wait to see you there! [Your Name]

2. Contests And Giveaways For The Event

🎉 Don’t Miss Our Giveaway! 🎁Hi [Conference Name] attendees! Get ready to win big! 🌟 How to Enter- Attend sessions., Share your favorite moment with #ConferenceBuzz & tag us [@ConferenceName]., You’re in! 🎉 🏆 Prizes- 1st: [Awesome Prize], 2nd: [Great Prize], 3rd: [Fantastic Prize], Follow for updates, Insta: @ConferenceName Twitter: @ConferenceName FB: /ConferenceName See you at #ConferenceName! 

3. Inviting Folks To Your Stall/Booth At Events

Hi [Attendee Name]! Exciting news! We’re thrilled to invite you to visit our booth at [Event Name] on [Date] at [Booth Number]. We have some amazing products/services to showcase, exclusive offers, and friendly faces waiting to chat with you. Don’t miss out on this opportunity to connect and explore what we have in store for you. See you there! – [Your Name]

Post-Event Follow-Up: Collecting Feedback And Gratitude

1. Feedback Request

Hi [Attendee’s Name], We hope you had a fantastic time at our recent event! 🎉 Your feedback is important to us and will help us make our future events even better. Please take a moment to share your thoughts and suggestions by clicking the link below: [Feedback Survey Link] Your input is greatly appreciated, and we can’t wait to hear from you! Thank you for being a part of our event. 🙌 Best regards, [Your Name]

2. Thank You Message

Hi [Attendee Name]! Exciting news! We’re thrilled to invite you to visit our booth at [Event Name] on [Date] at [Booth Number]. We have some amazing products/services to showcase, exclusive offers, and friendly faces waiting to chat with you. Don’t miss out on this opportunity to connect and explore what we have in store for you. See you there!

3. Post-Event Resources:

Hi [Name], Thanks for attending our recent event! 🙌 We hope you found it informative and engaging. As promised, here are the post-event resources: 📊 Presentation Slides: [Link] 📹 Event Recording: [Link] 📚 Additional Reading Materials: [Link] Feel free to explore these resources at your convenience. If you have any questions or need further information, don’t hesitate to reach out. Thanks again for being part of our event, and we look forward to staying connected. Best regards, [Your Name]

Type Of Events

Online Events And Webinars

Hello! Just a quick reminder about our upcoming online event/webinar on the topic [topic name] with [speaker name] 📅 Date & Time: [Event Date and Time]  🖥️ Joining Link: [Link to Access Event] We can’t wait to have you with us! Get ready for an engaging session. Have any questions? Feel free to ask. See you online! Best regards, [Your Name]

Birthdays

[Birthday Party Invite] 🎉🎂 Hey there! You’re invited to [Name]’s Birthday Bash 🥳🎈! Date: [Date],Time: [Time]  Location: [Address] Join us for a night of fun, food, and celebration. Your presence will make it even more special. Don’t forget to bring your party spirit! RSVP by [RSVP Deadline] to ensure we have enough cake for everyone. 🍰 Looking forward to celebrating with you! Cheers, [Your Name]

Party Invites

Hey there! You’re invited to a [Event Type such as graduation/farewell/birthday] party! 🥳 📅 Date: [Date]  🕖 Time: [Time] 📍 Location: [Location] Join us for a night of fun, food, and laughter! Don’t forget to bring your dancing shoes🕺💃 RSVP by [RSVP Deadline] to ensure we have enough food and drinks. Can’t wait to see you there! Cheers, [Your Name]

Baby Shower

👶 Baby Shower Invite! 👶 Hey there, We’re thrilled to invite you to celebrate the upcoming arrival of our little one at a Baby Shower! 🗓️ Date: [Date] 🕑 Time: [Time]  🏡 Venue: [Address] Join us for games, treats, and lots of fun as we prepare for this new adventure. Your presence would mean the world to us! Please RSVP by [RSVP Deadline] so we can plan accordingly. Can’t wait to see you there! Warmly, [Your Name] & [Partner’s Name]

Gender Reveal

Hey there! We’re thrilled to share this special moment with you. Join us for our Gender Reveal Party! Date: [Date] Time: [Time] Location: [Address] Let’s uncover the secret together and celebrate the newest addition to our family. Wear pink or blue to cast your vote! Please RSVP by [RSVP Deadline] so we can plan accordingly. Can’t wait to see you there! [Your Name] & [Partner’s Name]

Marriage

Hi there! We are thrilled to invite you to the wedding of [Bride’s Name] and [Groom’s Name]! Join us as we celebrate their love and union: 📅 Date: [Date]  🕒 Time: [Time]  🏛️ Venue: [Venue Name] , 👗 Dress Code: [Dress Code, if any] Please RSVP by [RSVP Deadline] to ensure we save a seat for you! Your presence would mean the world to us on this special day. We can’t wait to share our joy with you! With love, [Bride’s Name] & [Groom’s Name]

Engagement Party

Hi there, We’re thrilled to announce our engagement, and we want you to celebrate with us! Join us for an Engagement Party: 📅 Date: [Date]  🕔 Time: [Time]📍 Venue: [Venue] Please RSVP by [RSVP Deadline]. Your presence would mean the world to us as we embark on this journey together.Looking forward to sharing this special moment with you! With love, [Your Names]

Retirement Party

Hello, You’re cordially invited to celebrate [Name]’s well-deserved retirement! Join us for a fun-filled evening of laughter, reminiscing, and good company.📅 Date: [Date]  ⏰ Time: [Time]  📍 Venue: [Venue Address] Please RSVP by [RSVP Deadline] so we can plan accordingly. Let’s make this retirement party one to remember! See you there! Warm regards, [Your Name]

New Store Opening

Hi there! We’re thrilled to invite you to the grand opening of our brand-new store – 🏢 Store Name: [Store Name] ! 📅 Date: [Opening Date]  🕒 Time: [Opening Time]  📍 Address: [Store Address] Join us for a day of fun, exclusive offers, and surprises! We can’t wait to see you there. RSVP appreciated but not required. Bring your friends and family! See you soon! Warm regards, [Your Name]

Product Launch

Hi there, We’re thrilled to invite you to our exclusive Product Launch Event! 📅 Date: [Event Date] 🕒 Time: [Event Time]🏢 Venue: [Event Venue] Join us for an exciting unveiling, product demos, and more surprises! It’s a celebration you won’t want to miss. Please RSVP by [RSVP Deadline] to secure your spot. We look forward to sharing this special moment with you. See you there! Best regards, [Your Name]

Exclusive Sales Event

🎉 Join us for an Exclusive Sales Event! 🎉 Hey [Name], Exciting news! We’re hosting an Exclusive Sales Event just for you. Get ready for incredible deals and discounts on your favorite products. Don’t miss out! 📅 Date: [Date] 🕒 Time: [Time] 📍 Location: [Location] RSVP now to secure your spot and enjoy savings like never before. We can’t wait to see you there! Reply with “YES” to confirm your attendance or “NO” if you can’t make it. See you soon! [Your Brand Name]

Charity/Fundraiser Event

🌟 Join Us for a Night of Giving! 🌟 Hi [Name], We’re excited to invite you to our Charity Fundraiser Event benefiting [Charity Name]. Your presence can make a real difference in the lives of those in need. 📅 Date: [Date] 🕕 Time: [Time] 📍 Venue: [Venue 🌮 Enjoy delicious food🎶 Live entertainment 🎁 Silent auction 💃 Great company Let’s come together for a meaningful cause. RSVP by [RSVP Date] to secure your spot! Your support means the world to us.  Warm regards, [Your Name] [RSVP Contact Info]

Conference

Hi [Recipient’s Name], Exciting news! 🎉 You’re invited to join us at [Conference Name], a groundbreaking event that will inspire and connect leaders in [Industry/Topic]. 📅 Date: [Conference Date] 🕒 Time: [Conference Time] 📍 Location: [Conference Venue] Get ready for insightful talks, networking opportunities, and a chance to be part of something big. RSVP now to secure your spot! Just click the link below: [RSVP Link] We can’t wait to see you there! Feel free to reach out if you have any questions. Best regards, [Your Name]

Trade Show

🌟 Hi [Name]! 🌟 You’re invited to the [Trade Show Name]! Date: [Date] Time: [Time] Venue: [Venue] Discover the latest trends, network with industry leaders, and explore exciting opportunities. RSVP: [RSVP Link] See you there! [Your Name]

Job Fairs

Hello [Name]! We’re hosting a Job Fair on [Date] at [Location]. 🎉 Explore job opportunities, network with top companies, and take the next step in your career. Don’t miss out! RSVP by responding to this message. See you there! [Your Name]

Hiring Event

Hi, thank you for registering for the Drive-By hiring event happening tomorrow, 04/02 from 9 am – 2 pm! If you have any questions, please call us at xxx-xxxx-xxx. We look forward to seeing you there! – {Your name}

Sporting Event

Hey [Attendee Name], Game Day Alert!  Get ready for some adrenaline-pumping action! We’re inviting you to join us for a thrilling game of [sport name]. 📅 Date: [Date] 🕒 Time: [Time] 📍Venue: [Venue] It’s going to be an unforgettable day filled with cheers, excitement, and great company. Don’t miss out on the fun! Please RSVP by [RSVP Deadline] so we can secure your spot. Can’t wait to see you there! Cheers, [Your Name]

Concert

Hey there, Get ready for a musical night you won’t forget! Join us for an incredible concert: 🎵 Concert: [Concert Name]  📅 Date: [Date] 🕖 Time: [Time] 📍 Venue: [Venue] Bring your friends, and let’s groove to the music together! 🎤🎸 RSVP by [RSVP Deadline] to secure your spot. See you there! [Your Name/Organizer’s Name]

Food Festival

Hey Foodie !Get ready for a gastronomic adventure at the [Food Festival Name]! 🎉 🗓️ Date: [Event Date] ⏰ Time: [Event Time]  📍 Location: [Event Venue] Join us for a mouthwatering experience with a variety of delicious cuisines, live music, and more. Don’t miss out on this foodie paradise! See you there! 🍽️😋

Best Practices While Sending Reminders On Text

Sending text reminders can boost engagement and reduce no-shows, but it’s crucial to follow these best practices:

1. Collect Consent

Always obtain consent from your text message recipients before sending out any event text messages. This is crucial to adhere to the TCPA guidelines.

2. Keep Messages Short and Direct

Avoid long text messages and strictly stick to the core messages. A brief message is not only fully read and understood but also shows respect for the other person’s time.

3. Avoid External Links and Content

Avoid diverting recipients away from the reminder text (unless absolutely necessary). Your message should be focussed on conveying the main content in the SMS itself.

4. Use Your Business Number for Two-Way Communication

Using a business number allows the recipient to directly reach out to you in case of queries, fostering two-way communication. This helps in driving engagement and allows users to confirm via text message, drastically reducing no-shows.

5. Include a Signature

Signing your text reminders with your name or your organization’s name adds a personal touch and enhances credibility. It helps recipients recognize the source of the message and builds trust.

6. Timing Matters

The timing of the reminders is crucial too. If you send a message too early in the morning or too late at night, the chances of annoying the recipient become high. Always send your reminders or invites during business hours or within a reasonable timeframe before the scheduled event.

7. Automate the Process

Consider using a text automation platform like Emittr, which integrates with platforms like Zapier to streamline the reminder process. Automation ensures that reminders are sent consistently and reduces the risk of human error.

8. Ensure 10DLC Registration

For businesses sending large volumes of text messages, it’s essential to register your business number under the 10DLC (10-Digit Long Code) program. This helps improve message deliverability and ensures compliance with industry standards.

Incorporating these best practices into your text reminder strategy can significantly improve the effectiveness of your communications while maintaining compliance with relevant regulations. Offering valuable, concise information can enhance engagement, reduce no-shows, and build stronger relationships with your audience.

Frequently Asked Questions

Ready To Send Your First Event Reminder Text Message?

A well-written text message can ensure high attendee engagement at all steps of the event experience journey. Whether it is an invitation text message that entices recipients to join in or an event reminder a few days prior to the event, event text message templates can help your event to be top of mind for the attendees, reducing the risk of no-shows.

You can further drive engagement during and after the event to make your event successful and remembered even when the attendees have left. Make use of these well-crafted text message templates to make your next personal or business event a resounding success.