Event reminder

Definition

The event reminder is the communication sequence preceding the event date, aimed at reducing no-show rate by recalling the appointment and keeping attendee attention alive. A good reminder strategy reduces no-show by 30–40%.

Details and formula

Typical reminder sequence for B2B events:

• T-7 days: email "one week to go" with agenda and logistics
• T-3 days: email focusing on specific content (e.g., "this is the session you'd miss")
• T-1 day: email + SMS (for those who gave number) with practical details (time, address, transport)
• T-3 hours: app push notification + SMS with countdown and map
• T-30 minutes: push "starting in 30 minutes, we're here!"

For virtual events the flow is similar but T-3h becomes critical (streaming link).

Context and typical ranges

Best practices for reminder copy:

• Specific subject line, not vague: "Tomorrow: Sales Kick-Off OAK 2026 — MiCo Congress Centre, 9 AM" beats "Event reminder"
• Personalization: attendee name and the sessions they CHOSE in their personal agenda
• Mobile-first: 70% of reminders are read from smartphone — short copy, large clickable links
• Include practical information: badge PDF, Google Maps address, public transport
• Brand-consistent tone: formal for medical congresses, energetic for kick-offs, premium for luxury events

How it applies in OAK EVENTS

OAK EVENTS configures multi-step personalized reminders per event, multi-channel (email + SMS + push), with adaptable template copy and dynamic variables (name, personal agenda, session of interest). Open/click analytics per reminder to optimize copy in future events.