Effective communication is key to a successful virtual event. This includes your speakers, your audience and your attendees once they've registered and/or purchased a paid ticket.
Emails serve as touchpoints throughout the attendee journey, from generating initial interest to fostering engagement and gathering feedback after the event.
Here's a breakdown of what emails you need for a virtual event.
Your Audience
Well before you have your very first attendee, you'll need to be thinking about how you'll get your audience ready for the moment registration opens. As with any good launch campaign you need to prime your audience and get them excited for what's coming without being overly aggressive or salesy in your approach.
This means being intentional, being thoughtful about what type of content you'll be sharing, as well as the frequency. Here are some examples of the types of emails you'll want to send:
- Save the Date
- Event Announcement - Waitlist Now Open
- Meet Our Amazing Speakers & Sponsors
- What You'll Learn - Schedule & Swag
- Early Bird Ending
- Last Chance To Register
Your Attendees
Once people have registered your job is to keep the excitement going and make sure they know how to attend, how the event will work, where to go, and all the details that will make their time at your event worth showing up for. Here are some examples of the types of emails you'll want to send:
Pre-Event
- Registration Confirmation + Swag
- Summit Welcome Call Info
- Connect In The Community - Group Invite
- Pre-Event Checklist + Need To Knows
- Starting In 24 hours + Upsell
- Starting Tomorrow Last Minute Reminders & Links
Live Event
- Daily Live Event Morning Email + Links
- Mid-Day Email + Live Links & Reminders
Post-Event
- Thank You Email + Survey
- Last Chance For Tickets
- Post-Event Launch Sequence
Your Speakers
Now, when it comes to your speakers, it's a whole different can of worms, because while most will want to attend the event, you can't just send them the attended emails and call it a day. They have different role to play, and starting with the initial invitation to come onboard your speaker team, you'll need speaker-specific emails that make sure your team of experts knows exactly how they need to show up, show out, and make this event IMPACTFUL for your attendees. Here are some examples of the types of emails you'll want to send:
Pre-Event
- Pitch & Follow Up
- Confirmation + Speaker Info
- Intake Form Reminders & Video Due Dates
- Affiliate Program Info + Sign Up Link
- Swipe Files Are Ready
- Promotion Reminders
- How To Attend + Links
Live Event
- Daily Live Event Email + Links
- Live Panel Reminders + Links
- Door Prize Winner Information
Post Event
- Thank You + Speaker Survey
- Reminder To Keep Freebies & Bonuses Active
- Survey Reminder
- Affiliate Payout Reminder
- Affiliate Payout Day
What Emails Do You Need For A Virtual Event?
As you can see there are quite a few emails that go into putting on a well-organized virtual summit. From getting people on your current list excited and registered to guide your attendees through what to expect, how to attend, and their next steps there is a lot of information to convey, just to your audience alone!
For speakers, you'll have a different set of emails and reminders to make sure they have what they need from start to finish, and of course, you'll want to also provide them with templates to use in their own email promotions!
