Gatsby's Guide To: Event Reminders

Sending timely and effective reminders for your upcoming event in Gatsby can significantly enhance guest participation and overall event success. Gatsby does not send reminders on behalf of customers, as we respect each customer's unique preferences for communicating with their guests. However, Gatsby provides a range of features and best practices that make sending reminders and pre-event follow-ups quick and easy.

Determine A Cadence

The ideal cadence for reminder emails depends on your event's nature and the lead time of your original invites. Consider the following:

• As the event date approaches, consider setting a final RSVP deadline for a head count.

• For those who haven't RSVP'd, weekly reminders may be effective as your cutoff date draws near.

Create Reminder Templates & Campaigns

Save time and ensure consistency by creating global reminder templates. Prepare a set of templates that can be reused for various events. When it's time to send reminders, your team can effortlessly tailor these templates for specific occasions, streamlining the process.

For Confirmed Guests (Accepted RSVPs): Maximize excitement and ensure a seamless experience for your confirmed guests by sharing vital logistics and enhancing their anticipation. Consider including:

• Event logistics, including venue, date, and time (leverage Gatsby’s mail merge fields within campaigns to avoid manual updates).

• Any special instructions or requirements.

• Highlights of what to expect at the event.

• Exclusive perks or surprises they can look forward to.

For Pending RSVPs: For guests you're still awaiting responses from, reignite their interest and encourage them to RSVP. Share the RSVP link and incorporate key event information that piques their curiosity and enthusiasm:

• Reiterate the event's purpose and significance.

• Highlight unique features or attractions.

• Emphasize the benefits of attending.

• Include a clear call-to-action to RSVP.

By tailoring your reminders and templates to the specific needs of both confirmed and pending guests, you can enhance engagement, increase attendance rates, and create a memorable event experience for all participants.

Take advantage of the pre-filtered tabs: “Accepted” and “Not RSVP’d”

Simplify your event management by taking advantage of the "Accepted" and "Not RSVP'd" tabs. These tabs automatically update as guests respond, ensuring you have the latest RSVP data at your fingertips.

Leverage “Not Sent To”

If you've already sent one round of reminder emails, use the "Not Sent To" feature to:

• Send accepted reminder emails to new acceptances.

• Follow up with any guests who haven't received prior correspondences.

‘Send From’ a New Address

If your initial invites went out from a general alias or someone not all guests may be familiar with, consider leveraging the "send from" feature to increase engagement and bypass spam filters. This allows you to send campaigns/emails as a partner or another individual with whom they may have a relationship, making them more likely to engage and respond.

In Conclusion

In the world of event management, successful reminders can make all the difference between a well-attended, memorable event and a lackluster one. By following these best practices and utilizing the features Gatsby offers, you can ensure that your guests stay engaged, well-informed, and excited about your upcoming event. Remember that personalization and timely communication are key, whether you're reaching out to confirmed attendees or gently nudging pending RSVPs. With these strategies in place, you're well on your way to creating unforgettable experiences for your event participants and achieving your event's goals.