3 Great Ways To Personalize Your Event Reminders

Every event planner or organizer knows that event reminders can cut down on no-shows and increase attendance. Whether the event requires an RSVP or not, event reminders can be a great way to keep attendees engaged and informed beforehand.

Event reminders work: however, not all event reminders are effective.

One way to increase the usefulness of your event reminders is to personalize them: makes recipients more likely to pay attention.

Event reminders can be personalized in many different ways, but here we focus on the three easiest ways: using names, using specifics, and matching the tone of the event.

Personalizing the experience

1. Use the attendee’s name

Have you ever received a piece of mail that had your name spelled incorrectly, and you immediately threw it in the trash? Has a telemarketer ever called and asked to speak with someone with a name surprisingly similar (but also different) than your own, so you hung up on them?

Using a recipient’s name to personalize an event reminder may be the most obvious tip in the book, but it’s also one of the most important. 

Using a potential attendee’s name and either spelling or pronouncing it correctly ensures that they understand that a message is relevant to them specifically.

This holds true across different types of event reminders: mass text messages, voice broadcasts, email blasts, and even print mail. 

Modern technology makes it easy to insert a recipient’s name into a message, usually by inserting a field into a template for a  text, email, or printed letter. The only requirement is that all potential recipients’ information is saved correctly into some sort of digital database. 

Names can be used to remind both attendees who have RSVPed and potential attendees who have been invited but not yet responded.

Examples: 

Hi, Maya! We’re excited for next week’s Benefit Gala – are you? Drinks will be served starting at 5:30. Find parking info here…

Kara & Rick, we’re so excited to have you with us on Adam & Shay’s big day! Oct. 29 is coming up fast. Don’t forget to stay up to date on weather forecasts and submit your favorite songs for the reception here….

2. Use Specifics

Consider receiving an email that addresses you by name, but then reminds you of a big sale at a store hundreds of miles away from you.

Or, think of a time when someone has confused you with someone else and started talking to you about something you know nothing about.

Unfortunately, even addressing someone by their name can come across as canned and unnatural, or at least irritating, if what comes next doesn’t specifically relate to the person you’re addressing.

The ability to use specifics to personalize event reminders is a strong case for a wellorganized contact database.

Whether you use this to track specific information only of those who have RSVPed to your event or of all potential attendees to any event, it can be useful in letting your audience know that you will only send them relevant information.

Ironically, the word “specifics” is actually pretty general. It can refer to any number of bits of information that you collect from your audience, either over time or in an RSVP. These can include geographic location, known languages, religion, seat number, or other details.

Using these details to determine who receives an event reminder keeps the sender from sending irrelevant information, allowing the recipient to build trust with the sender that what they receive from them is important.

Examples:

Tess, we know you’ve enjoyed events featuring Christine Caine before. Don’t forget to purchase tickets for the upcoming Women In Faith conference, 12/8 thru 12/10

Hi Miguel! We see you’re in seat 24C for the concert on Nov. 13. Your best parking options are in the South Lot, and we recommend bringing a hat. Remember, no umbrellas are allowed inside the stadium!

Li, you’ve indicated that you’re bringing 2 children to the Hennessy wedding on Dec. 3. Please keep in mind that the venue requires all children under the age of 14 to be accompanied by an adult at all times. 

3. Match The Tone Of The Event

Imagine being invited to a loved one’s funeral by a clown with a boombox. Or, imagine announcing a new baby with a completely blank face. Consider how strange it would be to receive a diploma from a sobbing man. 

Matching the tone of an event in an event reminder may not sound like a way to personalize a message to an individual attendee.

However, if a person has expressed interest in an event, it’s usually safe to assume that they’re comfortable with or excited about the event and its tone.

Matching this tone in communication can increase excitement and remind attendees what an event is all about.

Additionally, matching the tone of an event in the event reminder can make a message more personal by relating more to the event than an RSVP program or scheduling service.

In some cases, matching an event’s tone can be as simple as using a particular word or phrase. In others, it may mean changing structure or punctuation to suit the event.

Examples:

Cowabunga, dudes! The 9th Annual Big City Surf Expo starts TOMORROW at 8AM. Tonight’s storm looks like it’ll give us some gnarly waves, so come prepared.

We’re SUPER stoked to host Iron Man himself, RDJ, at this year’s HeroFest. Don’t forget to stop by to let RDJ know that we love him 3000.

Snap! Crackle! Pop! The great Rice Krispie bakeoff is next week. Don’t forget to pop on over to room 204 to submit your recipes by Thursday at 5.

Personalized Event Reminders: Why Does It Even Matter?

The success of an event is often measured by attendance. If you want a successful event, you need people to show up. The best way to do this is by reminding your audience of an event in advance, even if they’ve already RSVPed. But sending an event reminder is only half the battle.

Event reminders must catch your audience’s attention or they do you no good. Personalizing these reminders allows your audience to know that these reminders were meant for them and that content from you is relevant, whether it comes in the form of a mass text message, a voice broadcast, an email, or print material. 

This is a guest post by Brooklin Nash.