Have you ever experienced the buzz of an awesome conference or event, only for it to fade away like a popped balloon in the deafening silence afterward? No follow up sales email, no recap, nada. Bummer, right?
Well, as a savvy event professional, you don't want to let that happen to your attendees. Post-event follow up is where the real magic happens!
Riding the post-event wave with a timely and well-crafted follow up email is your chance to solidify relationships, get feedback, and keep the conversations going. Even better, it's a stellar opportunity to showcase your event follow up best practices, techniques, and strategies.
What makes a good event follow up email?
Your virtual event follow up email should be a golden mix of gratitude, personalization, purpose, and timeliness. Lose any of these ingredients, and you'll be saying hello to a trash bin quicker than you can say, "But, but... my email follow up after the conference was supposed to be epic!"
How to write an effective event follow up email
Remember that old joke about how to carve a statue of an elephant? Slice away everything that doesn't look like an elephant? Turns out, it's not just a funny one-liner. It's your mantra for crafting an effective post-event follow up email.
Timing your follow up email
Event follow up email timing is everything. Too soon, and it's like cold pizza on a Sunday morning. Yeah it's food, but it could’ve been so much better. Too late, and it’s the proverbial tree falling in an empty forest.
So, when's the Goldilocks-right moment for sending your post-conference communication? Striking when the memories are fresh but not obnoxiously so—usually 24-48 hours post-event works a charm!
Crafting the perfect subject line
Figured out when to send your post-event email template? Great! Now let’s not let it devolve into a digital paper plane. Subject lines are the front door to your email. Bland and boring? Door stays shut. Inviting and intriguing? Welcome in, stranger!
Want to nail your event follow up email subject lines? Keep it real, keep it relevant, and for magical's sake, keep it under 50 characters.
Structuring your follow up email
3 parts to your event follow up email content: the thank you note, the main dish (your purpose for the email), and a clear call to action.
- The Thank You Note: Kicking things off is the humble 'Thank You.' It's your opener, your attention grabber, the wink that says 'Heey, remember me?’ A sincere thank you is all about gratitude expressed elegantly. Keep it specific, relatable, and away from the platitudes. Putting a thank you in the context of your event or something memorable about the recipient can elevate it from 'Oh, another thank you note,' to 'Oh, they really do remember me!' A dollop of personalization here won't hurt either - anything from mentioning their name to a nod towards a specific part of the event they engaged with. Remember our mantra: personalization equals love!
- The Purpose for the Email: Next comes the main dish, the pièce de résistance, your primary email purpose. This must resonate with the recipient's interest like that perfect burger on a lazy weekend. Want to offer a post-conference special discount? Go ahead, announce it like a badge of honor! Gather feedback? Serve it straight up. Outline actionable insights drawn from the event? Doo-doo-doo-dooo (drumroll)—time to shine with your own takeaways! Your purpose should be clear, concise, and honest. No beating around the bush. This is also a good part to weave your event follow up strategy, techniques, and best practices.
- A Clear Call to Action (CTA): The third and final part is your friendly neighborhood CTA. If your email was a space mission, then the CTA is the landing—the moment everyone's been waiting for. Whether you want the recipients to visit a link, read a blog post, download an eBook, answer a questionnaire, or simply reply back, your CTA must show them the path. Literally. Avoid generic phrases like 'Click Here' or 'Follow this Link.' Instead, infuse your CTAs with purpose: 'Unwrap Your Special Discount,' 'Share Your Magic Moments,' 'Dive into our Event Recap.'
Your follow-up email isn't just a thank you note, a purpose statement, and a CTA thrown together. It's a harmonious symphony of these three parts that creates a lasting impression. Keep it simple, keep it focused, and keep it real, just like a good cup of coffee on a Monday morning.
Event follow up email templates after a conference
Use Magical AI to create a custom follow up email template
Have a specific scenario in mind? Use this Magical template generator to create a custom template that follows up in exactly the right way. You can get specific with your prompt (for example, you can ask for 'an email template following up after a skydiving networking event’) and even choose the tone of voice you want to use. To generate an unlimited number of email templates, add the free Magical Chrome extension to your browser.
{{ai-generator="/ai-template-generator"}}
Thank you for attending email templates
Template 1
Hello [First_Name],
Hope this email finds you well! We're still buzzing with the energy from [Event_Name], and a good part of that jive comes from interactive attendees like you. Your participation brought an exciting dimension to our event, and we can't thank you enough for that.
From insightful discussions to the infectious laughter you brought along, the event wouldn't have been the same without you. So, a big thanks from the bottom of our hearts. We hope you've bagged some great memories and forged some meaningful connections at [Event_Name].
Looking forward to seeing you at our future events!
Best Wishes,
[Your_Name]
Template 2
Hi [First_Name],
In the excitement of a successful event, it's critical to pause and show gratitude to the people who made it worthwhile. You, dear [First_Name], have truly made [Event_Name] a more engaging and enlightening event.
Your presence added to the overall experience and made a big impact on the success of the event. On behalf of everyone at [Your_Company], thank you for attending and participating in [Event_Name].
Your perspectives, interaction, and good vibes contributed significantly to a rich and rewarding event. Thank you once again, and remember you're always welcome to join us in our future events.
Take care and stay magical,
[Your_Name]
Template 3
Hey [First_Name],
Just a quick note to say we missed your presence already! [Event_Name] wouldn’t have been the same without you. Thanks for adding your own dash of magic to the event.
Talk soon!
[Your_Name]
Template 4
Hello, [First_Name],
You know an event is worthwhile when it has attendees like you. Your participation at [Event_Name] means the world to us. Thanks for making it magical.
Best,
[Your_Name]
Feedback request email templates
Template 1
Hello [First_Name],
What a thrilling ride [Event_Name] was, huh? And it was all the more special because of attendees like you! As we wind down, it's now time to reflect on the journey and work towards making our future events equally, if not more, engaging and beneficial.
If you could take a few moments of your time to provide feedback on your experience, it would be immensely valuable. Your candid insights can guide us to create more enriching and enjoyable events for our community.
Share your thoughts, suggestions, or any magical moments you had during [Event_Name] via this link: [Link]
Again, thank you for being a crucial part of [Event_Name]. Your feedback is a biggie in our cause to continuously improve our events.
Best Regards,
[Your_Name]
Template 2
Hey [First_Name],
Our screens might be turned off, and the decoration might be packed, but the echoes of [Event_Name] are still loud and clear. And as we bask in the after-event glow, it's time for a crucial event juncture: Your feedback.
Constructive feedback, like yours, equip us with the insights we need to refine, reform, and recreate more magical and memorable events. We’d love to hear your thoughts about the event, what you loved, and even areas where we can make the experience even better.
Could you spare a few minutes to fill out this quick feedback form? Here’s the link: [Link]
Thanks in advance. Your input really makes a difference!
Cheers,
[Your_Name]
Template 3
What’s up, [First_Name],
Got 2 ticks to spill the beans on your [Event_Name] experience? Your insights can help us create more magical events.
Share your thoughts [Link].
Thanks,
[Your_Name]
Template 4
Hey [First_Name],
We're on a mission to make [Event_Name] even better! Ready to join us? Your opinion counts – Let us know what you think [Link].
Thanks in advance,
[Your_Name]
Networking follow up email templates
Template 1
Hello, [First_Name],
How about our conversation during [Event_Name]? As memory serves me, it was insightful and enjoyable. I found your input on [specific discussion topic] was rather enlightening and gave me quite a bit to consider.
So let’s keep it going, shall we? How about we plan a follow-up chat to delve deeper into some of the ideas we touched upon? We could do a virtual coffee meet, over lunch if you prefer, or simply continue over emails – whatever works best for you.
Let me know if you're keen and when would be a good time for you.
Looking forward to growing this professional connection that started at [Event_Name].
Warm Regards,
[Your_Name]
Template 2
Howdy [First_Name],
I hope this email finds you well. I wanted to follow up on our meaningful chat during [Event_Name]. Your insights about [specific topic] were indeed thought-provoking and got me considering things from new perspectives.
With the event concluded, I thought it would be a great idea to continue our discussion further. I believe we can mutually benefit and learn from each other's insights and experiences.
Are you up for a coffee chat next week? Alternatively, we can carry on with emails at a pace comfortable for you. Let me know what suits you best.
Enthusiastically waiting to continue our conversation.
Best,
[Your_Name]
Template 3
Hello, [First_Name],
Thoroughly enjoyed our chat at [Event_Name]! Fancy continuing the conversation over a virtual coffee?
Best,
[Your_Name]
Template 4
Hey [First_Name],
Our conversation at [Event_Name] was illuminating. How about we continue it over [Zoom / Lunch / Emails]?
Look forward,
[Your_Name]
Event recap email templates
Template 1
Hello [First_Name],
I hope you've recovered from the fantastic journey we all experienced at [Event_Name]. It was an event of unforgettable moments filled with learning, networking, and some fun on the side.
From keynote speeches to interactive sessions, from workshop participation to networking breaks – each moment was a part of the grand tapestry we wove together. And the magic in every thread of that tapestry was because of attendees like you!
Now, you can relive the magic of [Event_Name] with the highlights we've compiled for you. They're a mix of key takeaways, memorable moments, and snapshots of shared laughter and insights. Check it out here: [Link]
Let the team at [Your_Company] say a big THANK YOU, once again, for your role in making [Event_Name] a standout event.
Looking forward to more magic in our future events.
Best Regards,
[Your_Name]
Template 2
Hey [First_Name],
The rumblings of [Event_Name] might have quieted, but the essence still lingers. This event was an incredible mix of learning, sharing, and memorable moments, thanks to the participation of attendees like you!
Whether it was those thought-provoking sessions, the riveting round tables, or engaging networking breaks, each moment, each connection added to the magic of [Event_Name].
Now, as we wrap up [Event_Name] and start gearing up for the next rendezvous, we've prepared a post-event recap. It’s a compelling mix of key insights, event highlights, and some fun moments – a little token from us to help you relive the magic!
Check out the event recap here: [Link]
Hope you enjoy the recap and find it as enthralling as we found putting it together! Thank you for being a fantastic part of [Event_Name], and can't wait to see you at our future events.
Stay Magical,
[Your_Name]
Template 3
Hello [First_Name],
Still buzzing from [Event_Name]? Us too! We've pulled together all the highlights for your viewing—relive the magic here: [Link]
Till next time,
[Your_Name]
Template 4
Hey [First_Name],
Post-event blues? We've got just the fix—a recap of all the memorable moments from [Event_Name]. Check it out: [Link]
Cheers,
[Your_Name]
Post-event upsell email templates
Template 1
Hey there [First_Name],
Hope you're doing well and still carrying the good vibes from [Event_Name]! Seeing you enjoy the discussions, the insights, and the whole atmosphere was an absolute joy for us. After all, creating enriching experiences for wonderful attendees like you is what drives us!
Now, how about we spin some more magic? Being a cherished part of [Event_Name], we wanted to give you first dibs on a very special offer. How about securing a VIP pass for our next event at a special rate? This not only ensures your spot but also gives you access to exclusive experiences that come with our VIP passes.
Don't miss out on your chance to continue the magic. Grab your VIP pass now: [Link]
We look forward to conjuring up more fantastic experiences for you at our next event!
Warm Regards,
[Your_Name]
Template 2
Hello, [First_Name],
Thank you for participating in [Event_Name] and helping us create a memorable event. The enthusiasm and involvement of attendees like you inspire us to create better and more engaging events each time.
As a small token of appreciation, we're extending a special offer—an opportunity to be an early bird for our next event! With this special rate, not only do you save on your booking, but you also get to enjoy the anticipation of another great event!
Embrace this chance to keep the magic rolling! Avail the offer here: [Link]
Looking forward to seeing you there,
[Your_Name]
Template 3
Hey [First_Name],
Had a blast at [Event_Name]? We're offering a VIP pass for our next event at a special rate. Don’t miss the magic, grab your VIP pass now: [Link]
See you there,
[Your_Name]
Template 4
Hello [First_Name],
Something magical awaits you! As an attendee of [Event_Name], you qualify for a special rate for [Product]. Claim your offer now: [Link]
Can’t wait to see what you do with it,
[Your_Name]
5 Tips for using Event Follow Up Email Templates Effectively
Personalize your follow up emails
No one likes feeling like they're just another name on a list. So don't make your attendees feel that way. Personalization is the key to winning hearts and opening emails.
Use clear and direct calls to action
End your email with a clear call-to-action that guides your attendees to the next step. Be it filling a feedback form or signing up for your product demo, make sure it's clear, direct, and oh-so-clickable!
Inject your brand personality
Your emails are not just a way to communicate with your attendees post-event; they're an extension of your brand. So, inject your brand personality into your follow-up emails. An inside joke, a friendly tone, a dash of quirkiness - anything that showcases your unique brand voice can make your emails stand out. Remember, people connect with people, not just emails.
Provide meaty, meaningful content
Your email needs to be worth your attendee's time. A thank-you note is great, but why stop there? From sharing exclusive insights from the event to providing relevant resources or giving your attendees a sneak peek into what's coming next, meaningful content increases the value of your emails. It's not just about following up; it's about continuing to provide value.
Fine-tune based on metrics
The open rate, click rate, and response rate to your follow-up emails are an ocean of meaningful insights—dive into them! These metrics can guide you in fine-tuning your emails for your audience better. Too many unopened emails? Maybe it's time to revisit your subject lines. Low click rates? A quick check on your call-to-actions and email layout might be due. Analyzing these metrics can help you design and execute more effective event follow up emails.
3 common mistakes to avoid in event follow up emails
Sending too late or too soon
We already touched upon this, but it's such a common mistake that it's worth mentioning again. If you're not sure of the timing, put yourself in your recipient's shoes and think, "Would I appreciate receiving this email right now?"
Being too generic
"Thank you for being a part of our event. We hope to see you again" is polite, but it's also booooooring. Remember to inject some personality and brand voice into your emails.
Neglecting to follow up
Follow up emails aren't a one-and-done thing. It's a process to build and sustain relationships. Be consistent in your follow ups, but also be respectful of your attendee's inboxes.
Frequently Asked Questions
How many follow-up emails should I send?
Typically, one well-timed, well-crafted follow-up is sufficient. However, follow-ups depend on the context and purpose of the email. If you're seeking feedback, a second email might be necessary to remind those who didn't respond to the first.
What should I do if I don't get a response?
If there's no response after your second follow-up, don't take it personally, and definitely do not bombard them with more emails. No response can signify many things. It’s better to stay in the game by providing continuous value to these contacts, whether through informational email newsletters or invitation to future events.
How long should my event follow-up email be?
Short and sweet beats long and meandering. The majority of emails are read on mobile devices, so keep your emails crisp, to the point, and easily digestible on smaller screens.
Following up after an event can be Magical
The key to post-event magic? Thoughtful, timely follow up emails. Don't leave your attendees hanging post-event. After all, your event's grand finale shouldn't be your last act. Your post-event emails provide continuity, keep the momentum, and set the tone for future interactions.
And if you’re looking to make this process a whole lot easier? Magical lets you create new email templates using AI, then lets you save them so you can call them up anywhere online in an instant. Even better? It’ll personalize the details of your message with personal details of your recipient like their first name—instantly. Download the free Chrome extension to see how Magical can help save you an average of seven hours per week on repetitive tasks like messaging, data entry, and filling sheets.
