If you walked up this person in their office, what would you say to them? The event planning template below is a rough guide to give you somewhere to start. What’s also great about this template is how the event’s branding has been aligned with the email design through color. If you’re interested, please feel free to schedule a quick phone call with me here . Quick tip before we get started: notice how we said email address, not account? Reply. In our event planning 101 toolkit (which you can download at the bottom of this page) we include a copy of a free event planning template. It doesn’t cover everything – one guide never could – but it will give you the basics. If you send a lot of emails that bounce back (for whatever reason), it could also get your email address banned. This can serve as your embedded link. The event email along with an email signature should have an inviting tone and two or three images per one email message. In which case, make sure you’re using a photo that looks like the you they initially shook hands with. Start creating your own event email from a free email template here. Reference their top competitor, a popular event for their industry, a blog or social media post they recently published, or a niche influencer you both follow on LinkedIn to give your message an even more personal feel to it. If you have any upcoming events I can assist you with (or even if you just want to catch up), I’d love to meet for coffee or talk on the phone sometime this week or next! Tobi on December 28, 2017 at 10:29 am The purpose of the welcome email series is to introduce a potential client to your company and service, solve a problem they have, share content that is relevant to their event planning process, as well as highlight why they should book you. An event planning checklist is one of the most important pieces of planning any event, and yet most event planners never seem to get it right. You mentioned [refer to conversation] – do you still need any help with this? Remember me from [how you know each other]? Yet we often still dash off email messages without giving much thought to their structure or content, hoping that our recipient will give it their full attention and the benefit of the doubt. For each task, identify who is responsible, required actions, and deadlines. Keep a running checklist, schedule volunteers, book speakers, secure vendors, identify possible venues and so much more. If you don’t, you run the risk of getting your email account flagged for spam. Drive more ticket sales with these event email templates written by the experts at MailChimp. Yes, you might have better luck reaching someone and getting a response if you email them Tuesday morning or Wednesday afternoon. Starting off with how you two are connected sets the tone and, because it will show up in their email preview, prevent your message from being trashed if they don’t recognize the address. If yes, please follow this link to schedule a quick 5 minute phone call with me this week or next to continue the conversation. You can make all list of events with the help of these planning colored calendars. Event invite campaigns are an incredibly important part of your event promotion and planning. If you don’t have one you already love, try any of these highly rated appointment scheduling apps. While creating the email invite reminder, make sure you add value propositions and important details in bulleted points or lists. I’m a [close friend/coworker/type of relationship] of [person’s name]. Reaching out to someone you’ve lost touch with can feel a little nerve wracking but they might be genuinely surprised and delighted to hear from you, so it’s definitely worth a try. Don’t risk burning a potential event planning client lead just because you didn’t have time to type “Sarah”. The Best Email Invitation Templates for Event Planners, 7 Email Templates To Sell Out Your Next Event, Email Marketing for Events: Everything You Need to Know. Wrap Up. 5 Steps Vertical Banners Timeline Template. If you are a professional event planner then the event planning template can do a lot for you. Event invitation email template. Use the link in my signature to schedule a time that works best for you. The landing page makes it easy to track how effective your emails are and provide additional details that are tailored to their needs. It’s a popular sales technique that helps the person you’re speaking with relate to you because it feels like you’re literally speaking the language. In fact according to a report by Radicati there are now over 4.1 billion email accounts (that’s two thirds of the global population!) event marketing email marketing Email email template email design about the author Christina R. Green is a digital storyteller and writer for associations and businesses, including journals such as the Midwestern Society of Association Executive's magazine and industry blogs. But to stand out in an event-goer's noisy inbox, your event emails need to be concise and compelling. Next event - if the event you’re organizing has more than one edition. Do you give that level of attention to every email you receive? Empty flattery is socially frowned upon but a laser focused compliment backed up with a demonstration of your advanced knowledge in this specific niche is pro level cold email mastery. Having worked in the conference industry for several years before joining Eventbrite, I’ve sent thousands of speaker invitations, marketing emails, media partnership proposals and press releases, learning all the time. Free Event Management Software for Planners and Properties. Accounts with unusual behavior (like sending out dozens of emails every day at the same time) get shut down pretty quickly. Now is not the time to be overly formal or polite. Other than just saving you time and money, these files will also enable you to make the necessary changes to your plan with ease. They may even suggest another address that’s more up to date. Include your pictur, diversify and grow your event planning business, ← Friday Finds: How to Manage 20+ Common Dietary Restrictions for Specialty Event Catering, Tips Tuesday: 33 Soothing Ways Event Planners Can Relax & Recharge →, Do Not Sell My Personal Information (CCPA Required). However, you can still save time by using a template for each one. As an event planner, it is more important than ever to know how to write an event planning proposal in order to get the attention of all clients looking for qualified and professional event planners. Monday Motivation: Event Planning Email Outreach Templates & Tips That Actually Work, stamp offers a free version that looks great and can be customized. Even if you don’t have a single person in common (in the physical or digital realms), pull from shared interests, hobbies, or hometowns – pretty much anything you might have in common will do. GanttPRO event planning templates offer a predefined structure for a variety of events. 30-60-90 Day Planning PowerPoint Template. Unless you’ve majorly changed your appearance since you first met. Particularly if it’s unexpected or from someone you don’t know? This is especially true if you’re trying to contact busy corporate clients who might just skim the message. These killer email tracking tools for event planners will help you improve your strategy right away. An event planning checklist will help you and your team keep track of things they need to take care of and execute things flawlessly. Referring to a specific piece of information about your last encounter will help them remember you. Eight Weeks Plan Timeline Template for PowerPoint. The point of your email should be to get their attention, see if they need you, and (assuming they do) get to the next step sooner than later. via GIPHY. Word of mouth referrals are the number one most lucrative resource for freelancers, so this simple approach has a high likelihood of succeeding. Following is an event planning checklist template in the form of a mind map. This thorough template can guide your planning process and provide a summary of tasks to accomplish during an event.Download Event Planne… Since the goal of sending an event invitation email is to encourage a person to register, the key information about an event should be emphasised. If an event profile can’t make a simple email block look attractive, he risks losing the trust of clients. Describing your tasks minutely creates a perfect roadmap for event management. From supplier research to sending invitations, track people in charge of each phase of the process, deadlines, quotations and logistics. The ways to use an email signature in event planning. The majority of ticket sales tend to happen right after the announcement or right before the event. If you’re messaging a private event client, focus on who referred you and specifically why you love them (maybe they’re your neighbor you love waving hello to or a friend who bakes the best banana muffins) to bond you two together right out the gate. 91% of people check their email every day. Then let them know you’re contacting them about event planning services. If so, I’d love to connect soon. Text & Tables. Include your picture, email address, phone number, and a link to your website. In this email, you thank your guests for coming to your event and also ask them for feedback in order to make future events even better the next time. That’s a whole lot of noise you need to cut through in order to get your message across and get the response you want. Knowing this, we pulled together our most useful free event planning templates, checklists, workflows, planning, and strategy cheat sheets to help you plan all elements of your event project. Take five minutes to review the company’s event calendar for the year. New Email Template For Event Planners The classy email template’s design is one of the reasons to draw traffic on your website along with various Call To Action buttons in the layout. An event manager or anyone who is planning an event has a lot of responsibilities to deal with during the planning process. Highlighted Event Timeline PowerPoint Template. Mastering the skill of making a good event proposal sample will make you a front-runner in the event planning competition. Usually, an event planning calendar template would be the best option to manage all of your things. Not sure if you remember me from [Event] but I’m [First Name], the owner of [Event Planning Company Name]. Promote an event. Timelines & Planning. This event plan template includes areas where you can list strategic elements such as objectives, target audience, and messaging as well as logistical details such as catering, programming, and audio-visual requirements. With Pipefy’s Event Planning template, you can plan everything and track the entire process. The irony is, even with so many productivity tools for every task out there, collaboration in event planning still involves email communication. Event planning worksheet For an international conference, for example, you will need a list of office supplies, such as pens, pencils, sharpeners, scissors, paper and notebooks. More specifically, what makes an event registration email stand out from the rest? Timelines & Planning. So, for our first email template edition, we’re covering event planning—find your situation below and tweak the template to your liking. They are a great way to get the word out about your event to customers, leads & contacts and can help drive ticket sales and get attendees through the door. This list of examples thoroughly breaks down the email marketing tactics that companies use to effectively supplement their overall event strategy.. Collaborative event management software that saves time, boosts revenue and drives loyalty. However, if you are planning an event for your company, let's say a nice dinner with your employees, you can use this professional event registration PDF template to highly ease your process of organizing this event. These tips and examples for experienced event planners should give you greater insight into building relationships, winning contracts, and networking online. The quality of your subject line determines whether your email gets opened or trashed. ... May I also have a sample proposal template sent to my email. Most people spend a large part of their day sending, reading and filing emails. Most people spend a large part of their day sending, reading and filing emails. Ready to use email to stack your event planning roster with awesome clients who have even more awesome budgets? Make sure the photo in your email signature and account profile are up to date so that you’re recognizable. Your approach should always be based on the relationship you have with the recipient. You can also reference mutual connections on sites like LinkedIn or Facebook. For example, asking them if they need someone to plan their events is too general but asking if they need an experienced event planner to create a strategy for next year’s annual roadshow proves that you’re interested in more than just hustling up new business anywhere you can find it. Whether planning a company social, juggling multiple calendars or coordinating the next big sales meeting, event planning could be a meaty part of daily admin life. For example, ‘send email invites’ would not include ‘defining the target audiences,’ or ‘create the event design and communication templates,’ which are both separate tasks. I hope you’ve been well the past [time frame since you last spoke]. If you are not, but simply having to organize an event socially or formally, then you will find such template working for you too. Collaborative event sales software that increases qualified leads and drives direct revenue. The data shows that email will continue to play a very important role in the event organizer’s promotional strategy. Keep your email provider happy is to start out sending only one or two emails per day, every day. Please let me know either way. Wisestamp offers a free version that looks great and can be customized. All Rights Reserved. From event type to event size, there is an endless number of factors that change one event from the next. Email is pretty much an unavoidable part of working life. If so, I’d love the opportunity to collaborate! Increase it by two or three messages per day every other week until you’ve reached your goal. What makes an email exceptional? The best way to do that is to start with a single sentence intro (who you are, what you do, why you thought to connect) and follow it up with a specific question. Use these strategies for maximizing open and response rates on the first try and keeping your event planning business email address from getting labeled as spam. Thanks! Seamlessly manage and optimize group sales performance across your entire portfolio. Or, if you’re focused on private events, check out their social media ahead of time to put a face to the name. This template keeps the reader focused on the relationship by balancing personal topics with professional ones. It’s best to start your marketing with people who have been to previous editions first. If your first conversation was more about personal lives than professional ones, go ahead and still follow up about their kid’s soccer game or their recent pet adoption. The best move a successful event planner can make to grab the attention of prospective clients is presenting an effective and comprehensive event proposal template. Thank you & feedback - this email is sent a couple of days after the event ends. So, the next time you want to plan any event, it might just be best to use these sample templates. It looks more professional and it less likely to be flagged. Overall, the templates are standard for any event planning… Use that to determine how to write the body of the message. My name is [Your Name], I’m an experienced event planner who specializes in [event type or event niche most relevant to recipient]. Whether you need to plan and manage large scale events or small gatherings, this event planning template is totally customizable to fit your needs. Get all the support you want for your events because we know hospitality matters. 20 Event Planning Email Best Practice Tips. Therefore, an event planner template will greatly help you get started in identifying all of the details you need to consider for planning the event and also an indication of the timelines involved with your event planning process. They mentioned you were looking for an experienced event planner for your upcoming [event type] and said we should connect. Diagram events, wow attendees, and win clients with free planning tools. The only emails that get great results are well thought through, tested, optimised and improved upon. How to Write Better Event Emails. If you are looking to save time and effort this bundle of … It serves us for multiple purposes. Messed up formatting leaves a bad taste in everyone’s mouths. It explains who you are, what you do, how you know them (even without really “knowing them”), why you’re emailing them specifically, and what next steps are needed to get the ball rolling. Event planners have a lot on their plate. If you suspect they might be in a rush, make sure you bold the title “event planner” and the CTA to help make it stand out. By clicking 'Sign Up', you consent to allow Social Tables to store and process the personal information submitted above to provide you the content requested. However, you can customize it in seconds according to the needs of your project. We’re touching base with everyone including our … Quick tip before we get started: notice how we said email address, not account? But the data surrounding these claims doesn’t account for the scheduling habits of individual professions, variations by industry, or the average age range of the recipient. Even if you took your event planning business name to another provider you’d still have issues getting a message through to your normal, everyday contacts and – heaven forbid – your existing clients. An email reminder for an event is perfect when it is simple, along with a touch of professionalism. I’ve collected 19 inspiring event invitation email template examples to help you come up with your own event email template, content and design. Customize everything from the moment a new event is submitted to your team’s execution, and the big day itself. Now that I have more experience as an event planner, I’m looking to expand my portfolio and find ways to help people I like achieve their marketing/sales goals. Email is pretty much an unavoidable part of working life. Here are the key seven areas to consider when writing your event … Are you looking for an experienced event planner to join the team soon? Refer to our Privacy Policy or contact us at privacy@cvent.com for more details. As planners, we live and die by our email inboxes. So rather than starting from scratch each time you want to send an email, we’ve compiled a list of event email templates that should cover you for some of those common organiser needs, including: Want to grab them all as editable word docs so you can just edit, copy and paste? Understanding the needs of today’s meeting planner, Microsoft Office offers a free event planning templates downloads page. This template is best for people who make the hiring decisions for the marketing or events department. © 2021 Eventbrite. Timelines & Planning. But as long as you take the precautions listed here you’ll be fine. A checklist can make a big difference when it comes to planning an event. If you want to save your time in this process, we can help you with our ready-to-use event templates that include all sorts of event task documentation. Event email example #2: The GIF genius: China Chilcano You’re not seeing GIFs everywhere because they’re trendy: You’re seeing them because they work. Just make sure each sentence you write within the template is entirely unique to the recipient and that you vary the time of day you send each one. I [looked at your website/saw your speech from this conference/some other way you peripherally know them] – do you or [Brand Name, if applicable] need any help planning [event type] soon? There are many ways you can benefit from attention-grabbing email signatures for event planning: Image courtesy of free-stock-illustration. With each email template you’ll get both a version with detailed notes explaining the best practice behind the wording and structure; and then a clean sample you can edit, copy and paste straight into your chosen email client. Be it a conference, seminar, trade show, workshop, corporate meeting, company or private party, or any other event, with GanttPRO, you start planning right away. In fact according to a report by Radicati there are now over 4.1 billion email accounts (that’s two thirds of the global population!) Approach this communication from the mindset of how you can best serve this person and you can’t go wrong. And, if you’re feeling extra ambitious, a drip campaign would be even better. Use these strategies for maximizing open and response rates on the first try and keeping your event planning business email address from getting labeled as spam. Mentioned you were looking for an event registration email stand out from the rest of clients for! Interested, please feel free to schedule a time that works best for people have! Have with the help of these planning colored calendars photo that looks great and can be.... 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