10 Best Event Reminder Email Examples 2025 (How to Send Timely Email Sequences Using FluentCRM)

If you’ve ever hosted a webinar, workshop, product demo, or even a virtual masterclass, you already know one frustrating truth—registrations don’t guarantee attendance. In fact, industry data shows that the average webinar attendance rate is only 35%–45% of registrants (source: ON24 Webinar Benchmarks Report 2024). That’s where a smartly-timed event reminder email sequence becomes a game-changer.

In this guide, you’ll get:

• 10 high-performing event reminder email examples you can copy and customize for 2025
• Step-by-step tips to automate reminders using FluentCRM
• Email timing strategies backed by data to reduce no-shows
• Pro tips to write subject lines that actually get opened

Let’s start with why these emails are so critical in today’s over-scheduled world.

Why Event Reminder Emails Matter More Than Ever in 2025

Inboxes are noisy. People sign up for dozens of events, forget half of them, and skip others unless they’re reminded at the right moment.

Here’s the impact of reminder emails, backed by research:

• 30% increase in attendance when a reminder is sent 24 hours before (Campaign Monitor, 2023)
• 50% of registrants forget about the event without a reminder, especially if they signed up more than 7 days in advance (GoToWebinar Data)
• 2X higher click-through rates when a reminder email includes “Add to Calendar” links (Litmus, 2024)

Reminder emails aren’t just reminders anymore—they are your conversion optimization tools.

They help:

• Build anticipation and keep the event top of mind
• Reduce drop-offs caused by schedule conflicts
• Deliver key information (access links, what to bring, time zones)
• Reinforce value, urgency, and FOMO

So, instead of sending a single reminder a few hours before the event, you should set up a multi-step sequence that nurtures your registrant from signup to show-up.

And the best part? You don’t need expensive tools. With a free or paid version of FluentCRM, you can automate all of it directly inside your WordPress dashboard.

How to Set Up Automated Event Reminder Emails in FluentCRM

If you’re using WordPress and want to avoid the complexity of external ESPs like Mailchimp or ActiveCampaign, FluentCRM gives you everything you need inside your dashboard—including automation, tagging, smart emails, and analytics.

Here’s how you can build a reminder sequence for any event:

✅ Step 1: Create a Tag for Registrants

As soon as someone signs up for your event (using a form plugin like Fluent Forms or WPForms), assign them a tag like event_webinar_may2025. This helps you segment attendees and trigger emails automatically.

✅ Step 2: Build an Automation Funnel

In FluentCRM, go to Automations → Create New → Start from Scratch
Trigger: “Tag Applied” → Select your registration tag
This ensures your email sequence starts as soon as someone registers.

✅ Step 3: Add Timely Reminder Emails

Here’s a proven reminder sequence:

Email Timing	Purpose
7 Days Before	Confirm their spot + add to calendar
2 Days Before	Tease event content or speaker intro
1 Day Before	Share access link, checklist
2 Hours Before	Quick reminder, confirm time zones
15 Minutes Before	Final nudge + access link

You can use FluentCRM’s “Wait x days” or “Wait until date/time” delays between each step.

✅ Step 4: Personalize With Smart Tags

Use merge tags like {{first_name}}, {{event_title}}, and {{event_link}} inside your email content. This helps your emails feel more human and increases click-throughs.

✅ Step 5: Track Email Opens and Clicks

FluentCRM provides detailed analytics on who opened your email, clicked your link, and who didn’t engage—so you can resend or follow up accordingly.

🔗 Learn more on how to set up automation in FluentCRM

Anatomy of a Perfect Reminder Email (What Actually Gets Clicks in 2025)

A high-performing event reminder email isn’t just a friendly nudge—it’s a strategically crafted message designed to drive action.

Let’s break down the essential components you should include in every reminder email in 2025:

Component	Purpose & Best Practice
Subject Line	Keep it short, clear, and urgency-driven. E.g., “Your Live Event Starts in 1 Hour”
Preheader Text	Complement the subject line. Reinforce why it’s worth opening
Personalization	Use {{first_name}}, event name, or user-specific data with FluentCRM merge tags
Date & Time	Mention clearly with time zone: “Thursday, May 25 at 7:00 PM IST”
Calendar Link	Include clickable links for Google Calendar, iCal, Outlook
Access Info	Embed the event link or button prominently above the fold
CTA Button	Use a clear action like “Join Now” or “Confirm Attendance”
Visuals (Optional)	A branded banner or speaker photo can increase trust and recognition
Mobile Optimization	71% of emails are opened on mobile (Litmus 2024) — keep buttons large and layouts clean

📌 Pro Tip: Emails that include calendar links get up to 30% higher attendance because users are more likely to receive native device reminders before the event.

Using FluentCRM, you can dynamically insert any of these elements with SmartCodes and set delays to send them at the perfect time without manual effort.

10 Best Event Reminder Email Examples in 2025

Let’s dive into real-world event reminder email examples you can copy and tweak for webinars, virtual conferences, or online workshops.

Here’s the first one:

Example #1: 1-Day Before Webinar Reminder (High-Intent Registrants)

Use Case: A live webinar with expert Q&A where attendees are already invested but may forget due to busy schedules.

Subject Line: “Just a Reminder: [Webinar Title] is Tomorrow at 7 PM!”

Body:

Hi {{first_name}},

You’re all set for tomorrow’s **[Webinar Title]** with [Speaker Name].

🗓 Date: Thursday, May 22  
⏰ Time: 7:00 PM IST  
📍 Join Link: [Click here to join live]

What to expect:
✅ [Short bullet on topic #1]  
✅ [Short bullet on topic #2]  
✅ Live Q&A with [Speaker Name]

🎁 Bonus: All attendees get a free resource pack after the session.

🔗 Add it to your calendar:
→ [Google Calendar] [iCal/Outlook]

See you there!

– [Your Name / Event Team]

Setup Tip in FluentCRM: Schedule this email exactly 1 day before your event using a “Wait until date/time” delay in your automation workflow. Use a conditional email step for timezone-based segmentation if needed.

Example #2: Same-Day Reminder (Boost Show-Up Rates on the Day)

Use Case: A general reminder sent the morning of the event to keep the session top-of-mind.

Subject Line: “Today’s the Day! [Event Name] Starts at 7 PM IST”

Body:

Hi {{first_name}},

Just a friendly reminder that **[Event Name]** is happening today!

🕒 Start Time: 7:00 PM IST  
📍 Location: [Zoom/Google Meet/Webinar Link]

Here’s your personal link to join:  
🔗 [Join Event Now]

✅ Don’t forget to bring:  
- A notebook (you’ll want to take notes)  
- Your questions for the live Q&A  
- Your energy—it’s going to be good!

🔔 Add to your calendar if you haven’t yet → [Google Calendar] [Outlook]

See you soon,  
[Your Team Name]

FluentCRM Setup Tip: Use the “Wait until X hours before event time” feature to automate this for same-day delivery. You can personalize this further using conditional logic for time zones or content blocks.

Example #3: Final 2-Hour Reminder (Urgency-Driven)

Use Case: A short, high-urgency email that reminds users the event is just around the corner.

Subject Line: “Your Event Starts in 2 Hours ⏰”

Body:

Hey {{first_name}},

This is it — just 2 hours to go until **[Event Name]** begins!

🗓 Date: {{event_date}}  
🕑 Time: {{event_time}}  
📍 Join Link: [Access Here]

It’s going to be packed with value, so get ready.  
Tip: Log in 5 minutes early to secure your spot.

Need a quick checklist?
✅ Device charged  
✅ Headphones ready  
✅ Questions noted

We can’t wait to host you!

— [Team/Event Organizer]

FluentCRM Setup Tip: Add this as the third email in your sequence. Use a “Wait for 1 hour and 45 mins” delay after your last message or calculate exact scheduling using the FluentCRM automation timeline.

Example #4: Final 15-Minute Reminder (Last-Minute Push)

Use Case: Designed for late joiners or those who may have forgotten until the very last moment.

Subject Line: “We’re Live in 15 Minutes – Join Us Now!”

Body:

Hi {{first_name}},

Your event **[Event Name]** is starting in just **15 minutes**!

🎥 We’re going live at {{event_time}} – don’t miss it.

Click here to join now → [Live Event Link]

Bring your coffee, your curiosity, and your questions!

Let’s do this.

— [Your Team Name]

FluentCRM Setup Tip: Place this email as the final touch in your workflow. Use a “Wait until 15 minutes before event time” delay for precise delivery. You can even add a fallback SMS if you use an integration plugin.

Example #5: Registration Confirmation + First Reminder (Immediately After Signup)

Use Case: Sent instantly when someone signs up for the event. Reinforces the value of the event and what to expect next.

Subject Line: “You’re Registered! Here’s What Happens Next…”

Body:

Hi {{first_name}},

Thanks for signing up for **[Event Name]** — we’re thrilled to have you on board!

Here are the details:
🗓 Date: {{event_date}}  
⏰ Time: {{event_time}} (Your local time)  
📍 Event Link: [Will be shared closer to the date]

🎁 Bonus: All attendees will receive exclusive post-event resources.

What’s Next?
✅ We’ll send a reminder 24 hours before the event.  
✅ You'll get early access to bonus material.  
✅ You can add the event to your calendar now.

→ [Add to Google Calendar] [Outlook/iCal]

Looking forward to seeing you there!

— [Your Event Team]

FluentCRM Setup Tip: Use a tag-based automation trigger immediately after form submission. Add a “Send Email” step followed by a 7-day wait for the next reminder.

Example #6: Coaching Call / 1-on-1 Appointment Reminder

Use Case: For coaches, consultants, or SaaS demos who schedule personal calls with clients.

Subject Line: “Your 1-on-1 Session with [Name] is Coming Up!”

Body:

Hi {{first_name}},

Just a quick reminder that your 1-on-1 session with **[Coach Name]** is scheduled soon.

🗓 Date: {{appointment_date}}  
🕐 Time: {{appointment_time}}  
📍 Zoom/Google Meet Link: [Join Call]

What to Prepare:
- Your top 1–2 questions  
- Any documents or work samples  
- A quiet space for focused discussion

This session is designed to help you get clarity and results fast.

See you there!

— [Coach Name / Support Team]

FluentCRM Setup Tip: Use FluentCRM’s integration with booking tools like FluentBooking or Calendly via webhook or tag. Trigger an email when the session is scheduled, followed by a timed reminder 1 day and 1 hour before the call.

Example #7: Multi-Day Event / Summit Reminder (Day 2 or 3)

Use Case: For 2–5 day virtual summits or conferences where reminders are needed each morning.

Subject Line: “Day 2 of [Summit Name] Starts Today – Don’t Miss This”

Body:

Hey {{first_name}},

Welcome to **Day 2** of **[Summit Name]** – and we’ve got a powerful lineup waiting for you!

🗓 Today’s Agenda Highlights:
- [Speaker 1] at 10:00 AM  
- [Panel Discussion] at 12:30 PM  
- [Workshop] at 3:00 PM

🎥 Access Link: [Join Today’s Sessions]

✅ Reminder: Replays will be available for 24 hours only.

Let’s keep the momentum going!

— [Summit Host / Support Team]

FluentCRM Setup Tip: Use a time-based workflow to trigger different emails each day of your summit. Add conditional blocks for registrants who haven’t attended Day 1 (based on click or tag behavior) and push reminders accordingly.

Example #8: Agenda Preview Reminder (2 Days Before the Event)

Use Case: Ideal for multi-session events, webinars with multiple speakers, or any event where a preview helps boost anticipation.

Subject Line: “Here’s What’s Waiting for You at [Event Name]”

Body:

Hi {{first_name}},

We’re just 2 days away from **[Event Name]**, and here’s a sneak peek at what you’ll experience.

🗓 Event Date: {{event_date}}  
⏰ Start Time: {{event_time}}

🎤 Speakers:
- [Speaker 1]: “How to [Topic]”  
- [Speaker 2]: “The Future of [Topic]”  
- [Panel]: Live Q&A with experts

📍 Link to Join: [Your Access Link]

Want to ask a question in advance? Reply to this email and we’ll pass it along to our speakers!

🎁 Don’t forget, all attendees get access to [freebie, recording, PDF, etc.]

See you soon,  
[Your Team]

FluentCRM Setup Tip: Send this email using a “Wait until 2 days before event” delay. You can insert dynamic agenda content using Smart Tags or reusable email blocks.

Example #9: Re-Engagement Reminder for Non-Openers

Use Case: For people who haven’t opened your previous reminders. Target them with a short, curiosity-driven nudge.

Subject Line: “Still Planning to Join Us?”

Body:

Hi {{first_name}},

We noticed you haven’t confirmed your attendance for **[Event Name]**.

If you’re still in, here’s your access link:  
🔗 [Join Event Now]

And just in case you missed it:
🗓 Date: {{event_date}}  
⏰ Time: {{event_time}}  
🎁 Bonus: Exclusive Q&A + freebies

If you can’t attend live, don’t worry—we’ll send a replay to registered attendees.

Let us know if you have questions!

— [Event Support]

FluentCRM Setup Tip: Use conditional logic: “If contact has not opened X email” → Trigger this re-engagement reminder 24 hours before the event.

Example #10: Last-Chance Reminder (Same Day, Sent Only to Unengaged)

Use Case: Final push to reach people who haven’t opened any email or haven’t clicked the join link.

Subject Line: “Last Chance to Join [Event Name] – We’re Starting Soon!”

Body:

Hey {{first_name}},

This is your **last chance** to catch **[Event Name]**, and we’d hate for you to miss it.

⏰ We go live in less than an hour.  
🎥 Access it here → [Join Now]

Why you should attend:
✅ Actionable insights from [Speaker Name]  
✅ Live answers to your questions  
✅ Free resources for attendees

No sign-ups. Just click and join now → [Join Event]

See you soon!

— [Event Team]

FluentCRM Setup Tip: Create a segment of “Unengaged” users (not opened or clicked in past X emails) and send this manually or via a final automation path 1 hour before the event.

Final Thoughts: Use FluentCRM to Automate and Scale Your Event Reminders

In 2025, it’s not enough to send one generic reminder. You need to guide your registrants through a sequence of emails that builds anticipation, answers questions, and gets them to show up.

With FluentCRM, you don’t need any third-party platforms or complex integrations. Everything runs from inside your WordPress dashboard—from signup to segmentation to sending perfectly timed reminder emails.

Here’s a quick checklist to build your automation in FluentCRM:

• ✅ Tag event registrants upon signup
• ✅ Set up an automation funnel triggered by the tag
• ✅ Add email steps for each critical moment (1-day, 2-hour, 15-min, etc.)
• ✅ Use Smart Tags to personalize your content
• ✅ Track open and click data to re-target unengaged users

Whether you’re running online workshops, live coaching, product launches, or summits, FluentCRM gives you email marketing automation that feels personal at scale—without leaving WordPress.

Want to start for free? 👉 Get FluentCRM here

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