If you want people to pay attention to your upcoming event, you want to make an event announcement that will catch their eye. With a strong event announcement, you can get people excited about the coming event from the beginning, bringing in registrations and building your network. One survey found that 76% of marketers reported that emails are the best way to secure registrations for events, making this an important strategy in your toolbox.
Let’s explore how you can make your event announcement one to remember.
Event announcements are communications or messages shared to inform and generate interest in an upcoming event. These announcements typically provide key details about the event, such as the date, time, location, and description. Event announcements can be sent through various channels, including email, social media, websites, press releases, and direct mail.
Generally, the announcement will double as an invitation, letting people know about the event and inviting them to join you. Event announcements play a crucial role in creating awareness, generating excitement, and driving attendance for successful events. These announcements are a great opportunity to include personalization and let the recipient know that you care about them personally coming to the event.
We will explore some of the important elements of these event announcements and several different types of announcements you might make and templates you can follow as you begin to write your own.
Sending event invitations and reminders is essential for engaging your existing audience. However, what about attracting potential attendees who are not yet in your contact base? This is where an event announcement comes into play. Think of it as a specialized form of promotion that focuses on promoting your event rather than products. Event announcements are important because they are powerful tools to generate interest, attract attendees, and create awareness about your event. Creating messages announcing events shines a spotlight on the event and attracts immediate attention. It helps to give more visibility to any sponsors or partners who work with you on the event.
The announcement will also serve as your first interaction with potential attendees, and you want to create a good first impression. Attracting as many people as possible from the beginning can build your attendee list and encourage conversation and interest in your event.
Event announcements also provide valuable insights into the interests and preferences of your target market. By monitoring the response to your announcements, such as engagement metrics or inquiries received, you can better understand the specific segments of your target audience that are most interested in your event. This knowledge can inform future marketing efforts and help tailor your messaging to resonate with your audience effectively.
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You can use a few different strategies to invite people to events, such as calendar invites and emails. You will likely vary your strategy depending on the event in question. For example, you might use a calendar invite for an internal company meeting with a few colleagues, an email invitation for a trade show, and a formal physical invitation for a shareholder meeting-followed by email to confirm receipt.
The key to any announcement, however, is to be persuasive and concise. You want it to be easy for people to scan and absorb the important information while encouraging them to attend your event.
In addition to your invitations that go directly to people, you might also create announcements and event invitations designed to bring in others interested in your event. Here are three main ways you might achieve this goal.
Begin by creating a subscription form with a lead magnet. You can invite people to subscribe to an email list or something similar, and in return, they can receive tickets or discounts for your event. This can help you build subscribers and your attendees list, setting yourself up for more opportunities to nurture leads.
You can also place a banner on your site. However, you need to be careful and make sure that the placement does not obstruct the user experience on your page. If you place it well, however, it can be an excellent, eye-catching strategy that encourages people to learn more about the upcoming event and register to attend.
Social media can also provide you with an excellent means of getting your event name out in front of people. You can use your social pages to create and then promote events. Your followers can then earn discounts, free tickets, or giveaways through actions such as promoting your event or posting about it and tagging you on their own timelines.
One of the most common strategies for making an event announcement is email. There are a variety of different formats you can use to draft these types of emails, but each one should contain certain points of central information.
You want your event announcement to include a few key features:
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As you write, make sure you proofread what you wrote. You want the email to reflect well on you and the rest of your company.
To write an official event announcement email, you will want to start with an attention-grabbing headline. Give your audience a reason to open the message.
As you write your content, make sure to capture the tone of the event in your message. Let the person receiving your email know why they have also received your personal invitation.
Let's look at a few different event announcement templates you might use to create your emails. You can then see a sample announcement of an upcoming event to understand the template in action.
Subject line: Please accept our invitation to our [industry] seminar
Personalized intro: Dear [Name]
Body to encourage attendance: On [date], we are bringing together some of the most inspiring leaders in [industry], and we wanted to extend an invitation to you personally. Over the course of the day, we will hear from experts in [areas] as forward-thinking leaders discuss the direction and future of [industry].
Here are just a few of the features we think you will appreciate:
There is limited space available, and we are hoping you can join us. Please click on the link below to register. We can hold your spot until [date].
We look forward to seeing you!
Subject line: Please accept our invitation to our environmental research seminar
Dear Johanne,
On September 30, we are bringing together some of the most inspiring leaders in environmental research, and we wanted to extend an invitation to you personally. Over the course of the day, we will hear from experts in conservation and native species cultivation as forward-thinking leaders discuss the direction and future of environmental research.
Here are a few features we think you will appreciate:
Limited space is available, and we hope you can join us. Please click on the link below to register. We can hold your spot until June 10.
We look forward to seeing you!
Engaging subject line: Mark your Calendar! It’s time for [Conference name]
Personalized intro: Dear [Name]
Announcement: Announcing the [# of years] [conference name]
Personalized body: [Name], we are excited to kick off the [conference name] for the [# of years] on [date] in [place].
Our past conferences have been packed full of valuable information and outstanding networking opportunities, and we know this year will continue the tradition.
You will hear from speakers like [names] and discuss industry leadership in areas like [topics].
This is a conference to put on your calendar right now.
[insert photos from past conferences].
If you put your name on our waitlist, you will get the early bird notification so you can register as soon as it opens. Secure your discounts and your spot.
We look forward to seeing you!
Engaging subject line: Mark your Calendar! It’s time for Digital Marketers Extravaganza
Dear Rob,
Announcing the 7th Year of Digital Marketers Extravaganza
Rob, we are excited to kick off the Digital Marketers Extravaganza for the 7th year on October 12, 2023, in San Francisco.
Our past conferences have been packed full of valuable information and outstanding networking opportunities, and we know this year will continue the tradition.
You will hear from speakers like [names] and discuss industry leadership in areas like PPC and SEO in the age of ChatGPT.
This is a conference to put on your calendar right now.
[insert photos from past conferences].
If you put your name on our waitlist, you will get the early bird notification so you can register as soon as it opens. Secure your discounts and your spot.
We look forward to seeing you!
Subject line: Will I see you at [conference name]?
Personalized intro: Hi [Name],
Body: We are excited to announce that [our company] will be speaking at [conference name] this coming March.
We know this conference will offer so much value surrounding sales strategy, and we look forward to adding to the conversation. Our talk will focus on [topic], and we promise to bring some of our best tips and insights to the conversation.
We will speak on [day] at [time].
We hope to see you in the audience!
Let me know if you’ll be there so we can connect during the event.
Subject line: Will I see you at the Sales Conference?
Personalized intro: Hi Silas,
Body: We are excited to announce that the Sales Company will be speaking at the Sales Conference this coming March.
We know this conference will offer so much value surrounding sales strategy, and we look forward to adding to the conversation. Our talk will focus on optimizing your leads before starting the sales conversation and how to turn lukewarm leads into sweltering hot ones, and we promise to bring some of our best tips and insights to the conversation.
We will speak on March 3 at 11 a.m.
We hope to see you in the audience!
Let me know if you'll be there so we can connect during the event.
Subject line: Be our Guest!
Personalized intro: Dear [name]
Body: We would be honored if you could come to join us at our [trade] show. As one of the most skilled professionals in the [industry name], we would love to have the chance to show you some of our latest developments. We will discuss some of the latest trends in [industry] and connect with other experts.
We will gather on [date] at [place] and hope you can join us.
Please let us know if you can make it at your earliest convenience by RSVPing through the link below.
Subject line: Be our Guest!
Personalized intro: Dear Kathy,
We would be honored if you could come to join us at our logistics trade show. As one of the most skilled professionals in the logistics industry, we would love to have the chance to show you some of our latest developments. We will discuss some of the latest transportation and business supply line trends and connect with other experts.
We will gather on April 5 at the Hyatt Hotel in Cleveland, Ohio, and hope you can join us.
Please let us know if you can make it at your earliest convenience by RSVPing through the link below.
Subject line: We hope to see you at [trade show name] in [city]
Personalized intro: Dear [Name],
Body: We have officially partnered with [host name] for their [industry] trade show on [date] in [place]. We believe this trade show will provide an excellent industry experience this coming [month], with activities like [featured activity].
We wanted to invite you personally to join us. We believe this trade show will be perfect for you, with an opportunity to discuss some of the latest developments in [industry]. If you plan to attend, please let us know so we can make sure we meet up and introduce you to other industry leaders.
We always appreciate your support.
Subject line: We hope to see you at IT Trade Show in Chicago
Personalized intro: Dear Matthew,
Body: We have officially partnered with IT Leader for their cybersecurity trade show on June 4 in Chicago. We believe this trade show will provide an excellent industry experience this coming June, with activities like in-person cybersecurity tests.
We wanted to invite you personally to join us. We believe this trade show will be perfect for you, with an opportunity to discuss some of the latest developments in IT. If you plan to attend, please let us know so we can meet up and introduce you to other industry leaders.
We always appreciate your support.
Subject line: It’s time to gather again!
Personalized intro: Dear [name],
It is that time of year again. That opportunity to unplug, relax, and recharge.
We are hosting this year’s corporate retreat at [place] on [date] starting at [time].
We want this to be an enjoyable experience for everyone, building a positive and supportive work atmosphere that helps everyone perform their best. You can count on activities like:
Delicious meals will also be served for [meals] to keep us energized and ready to jump into the next activity.
Ready to dive in? Click below to submit your registration, and I’ll send you the full itinerary and everything you need to have an outstanding retreat.
Looking forward to seeing you!
Subject line: It's time to gather again!
Personalized intro: Dear Tyrone,
It is that time of year again. That opportunity to unplug, relax, and recharge.
We are hosting this year’s corporate retreat at Corporate Retreat Center on July 20 starting at 10 a.m.
We want this to be an enjoyable experience, building a positive and supportive work atmosphere that helps everyone perform their best. You can count on activities like:
Delicious meals will also be served for lunch and dinner to keep us energized and ready to jump into the next activity.
Ready to dive in? Click below to submit your registration, and I’ll send you the full itinerary and everything you need to have an outstanding retreat.
Looking forward to seeing you!
Subject line: [Name], We want to thank you for all your hard work!
Personalized intro: Dear [name],
Your dedication and leadership over [time period] have not gone unnoticed. We appreciate everything you have done. Thanks to your hard work, we have [achievement].
We wanted to celebrate you and your team at [appreciation event] next [time period].
Please let us know what time works best for you. Once we receive all the votes, we will firm up the details and let you know the final plans.
We look forward to the celebration and can't thank you enough for your hard work.
Subject line: Anya, thank you for all your hard work!
Personalized intro: Dear Anya,
Your dedication and leadership over the past quarter have not gone unnoticed. We appreciate everything you have done. Thanks to your hard work, we have exceeded our sales goal for the quarter.
We wanted to celebrate you and your team at a team dinner at a restaurant of your choice next weekend.
Please let us know what time works best for you. Once we receive all the votes, we will firm up the details and let you know the final plans.
We look forward to the celebration and can't thank you enough for your hard work.
Subject line: Next [company] shareholders' meeting scheduled for [date]
Personalized intro: Dear [name]
Body: We will be holding the [time period] Meeting of Shareholders for [company] on [date] at [place].
During this shareholder's meeting, we will be discussing the following topics:
Please note that only common Shareholders [and other groups if applicable] will be entitled to vote on any matters that go to a vote, as outlined in the company bylines.
The Board of Directors
Subject line: Next Fortune Company shareholders' meeting scheduled for August 5, 2023
Dear Ms. Sophia Hernandez,
We will be holding the quarterly Meeting of Shareholders for Fortune Company on August 5, 2023, at Marriott Hotel on Street in New York, New York.
During this shareholder's meeting, we will be discussing the following topics:
Please note that only common Shareholders will be entitled to vote on any matters that go to a vote, as outlined in the company bylines.
The Board of Directors
Subject line: Please let me know if you can attend [meeting]
Body: Good morning, [name]
We request your presence on [date] at [place] at [time] to discuss [topic].
Please let us know if you can attend ASAP.
You can respond to the calendar invite or reply to this email.
Thank you for your attention to this matter.
Subject line: Please let me know if you can attend the annual marketing planning meeting
Body: Good morning, Su-lin
We request your presence on February 15 in conference room B at 2 pm to discuss the marketing plan for the coming year.
Please let us know if you can attend ASAP.
You can respond to the calendar invite or reply to this email.
Thank you for your attention to this matter.
To build a first-class event or conference announcement strategy, you will want to keep a few key guidelines in mind.
Make sure you think carefully about the audience you want to target. This will help you customize your messages according to the issues that matter the most to them. Not every audience member will want to attend a given event. You want to know who will gain the most value and how you can communicate this value to the target audience.
When someone opens your email, you want to make it clear to them immediately why they should care about the message. If you save the most important information for the end, you will likely lose your reader before they read that point. Let them know immediately why they care.
Use a variety of different channels to engage your audience. Know the platforms where you are most likely to reach interested participants and use a combined strategy to get your information in front of them.
When you bring in new users because of your event, you have the chance to onboard them as you nurture their relationship with you as a brand. Make that experience worthwhile by offering high-value communications. You might offer them a helpful, informative newsletter or a free product trial. Keep them connected to your brand and ensure they associate it with value and quality.
Your subject lines for your communications should be straightforward and clear. Try to make them enticing to encourage people to open the message, but do not be vague. Keep it simple and make your value immediately apparent upfront.
The first and last lines of your message should also take priority. Use the first line to draw the reader in and communicate key information. Wrap up the message with a clear call to action, which will typically be to register for your upcoming event. Let the reader know precisely how to respond to your message.
Event announcements serve as the gateway to attracting attendees, building anticipation, and driving registrations. During the event management process, event teams communicate by sending messages from the initial event announcement to a follow-up email or, in certain circumstances, an event cancellation notification.
Want to start crafting incredible emails for your next event? Need to enable your entire company to drive registrations and prove ROI? Hubilo is a powerful event platform that can greatly assist you. With its integrated communication tools, customizable event websites, and mobile apps, Hubilo empowers you to create and deliver compelling event announcements. Hubilo’s email marketing platform enables targeted messaging, personalized content, and seamless communication across multiple channels.
By leveraging Hubilo's features, you can enhance the effectiveness of your event announcements, reach your target audience more efficiently, and maximize attendee engagement. Request a demo today to see how Hubilo can revolutionize your event announcements and overall event success. Our team will guide you through the platform's capabilities, showcasing how it can optimize your event communication and help you bring in attendees with impactful event announcements. Take advantage of the opportunity to elevate your event announcements and drive the success of your events.
Hubilo is the webinar platform built for marketers that helps you 2X your pipeline. Founded in 2015, Hubilo's powerful engagement features, dedicated client experience team, and custom branding tools have helped create over 12K virtual events & webinars, creating hundreds of millions of minutes of high-engagement experiences and counting. Headquartered in Bengaluru and San Francisco, Hubilo's 200+ employees are dedicated to enabling webinars & virtual events that convert.
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