Event Marketing & Planning

11 Proven Thank You for Attending Email Templates & Examples

by
The Eventcube Team
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Feeling overwhelmed by the challenge of crafting the perfect "Thank You for Attending" email? You've come to the right place! In this blog, we'll provide you with 12 expertly designed email templates tailored for various types of events. Whether you're wrapping up a music festival, a conference, or expressing gratitude to an event host, we've got you covered. We'll guide you on how to maintain engagement, boost your brand visibility, and ensure your message stands out in an inbox filled with over 347 billion emails daily. These tips and templates will help you leave a lasting impression on your attendees!

Templates included in this post: 

  1. The "Keep It Simple Stupid"
  2. For conferences
  3. For music festivals
  4. Post-webinar
  5. "The Professional"
  6. Post volunteer event
  7. Atendee networking follow-up
  8. Post-event sponsor thank you
  9. "The Sales Kick Off"
  10. Thank you note to a guest speaker
  11. Thank you to the team

What should a post-event thank you email include?

Sending a post-event "thank you" email expresses gratitude to those who participated in your event. This simple, polite gesture ensures that attendees feel appreciated and acknowledged for their contributions.

Each thank you email should be tailored to the specific event you hosted, but here are some elements that successful emails often include:

  • A professional personalized greeting for each attendee
  • A few sentences that highlight the best moments of the event and express thanks to the individual for attending
  • Links to on-demand content and resources from the event
  • A link to a post-event satisfaction survey
  • Information about any upcoming events
  • A concise closing statement that reiterates your appreciation
  • Your name, to add a personal touch

The importance of following up post-event

Post-event follow-up has always been important, and sending a post-event "thank you" email is a core component. More than just tick a box, it significantly enhances how attendees perceive your organisation, boosts the success of future events, and can positively affect your bottom line. Let's explore the key benefits of maintaining contact through post-event emails.

Engages attendees

The end of your event doesn't signal an end to your engagement with attendees. On the contrary, post-event "thank you" emails are a fantastic way to keep the dialogue going. These emails not only show appreciation but also encourage attendees to revisit and reinforce what they learned. How? By providing them easy access to event content on demand. A great thank you email easily tip an attendee into becoming loyal to your brand.

Raises awareness

These emails help keep your event fresh in the minds of attendees. This ongoing reminder increases the likelihood that they will attend future events. By delivering personalised experiences and keeping attendees engaged, you enhance the chances they'll share their positive experiences within their networks, potentially increasing your next event's attendance.

Builds trust with your audience

"Thank you" emails continue the conversation with attendees, offering valuable resources like links to on-demand content at no extra cost. This ongoing engagement helps foster a trusting relationship with your audience. With this foundation, you can confidently collect feedback through surveys, which can be invaluable in refining your events.

Increases conversion rates

"Thank you" emails can boost your conversion rates. By including calls to action (CTAs) in your emails, such as prompts to download further content, book a demo, or register for another event, you can direct your attendees towards meaningful actions that benefit both them and your organisation.

6 Tips for "Thank You for Attending" emails

Understanding the significance of post-event "thank you" emails is one thing, but crafting them effectively is another. Here are some best practices to help you maximise the impact of these messages.

1. Follow up within 24 hours of the event

The optimal time to send a "thank you for attending" email is within 24, ideally in the mid to late morning, between 9 AM and 11 AM. This ensures that your event is still fresh in the minds of attendees and your email arrives during a peak time when most people begin checking their emails for the day. However, consider the time zones of your attendees (especially if your event was international) and adjust your sending times accordingly to match their local peak hours.

Tuesdays and Thursdays are generally the best days to send such emails as they tend to have higher open rates than Mondays (which can be overwhelming) and Fridays (when people may be less engaged with their inboxes). By strategically timing your email, you enhance the likelihood of it being opened and effectively maintain the momentum of your event.

2. Always express sincere gratitude

Your post-event emails should convey heartfelt thanks. Acknowledge the time attendees dedicated to your event, recognising that, amidst their busy schedules, choosing to participate in your event was significant. By expressing genuine appreciation, you strengthen the bond with your event attendees, enhancing their likelihood of future engagement.

3. Reinforce the content

A key reason attendees participate in events is to gain new knowledge or insights. Include links to on-demand content in your "thank you" emails to make it easier for attendees to revisit the information presented. This practice helps solidify their learning and adds value to the experience they had at your event.

4. Don't forget to segment your audience

Personalization is crucial in making each attendee feel valued. Segment your email recipients by role (like sales, C-suite, IT) and by their type of participation (attendee, vendor, speaker, sponsor). This approach ensures that each message is tailored to its audience, making the communication more relevant and engaging.

An example of a great "Thank You For Attending" email from We Out Here Festival

5. Never underestimate asking for feedback

Continuous improvement is key to the success of any event. Consider including a survey in your "thank you" emails to gather feedback from participants. This data allows you to refine and improve future events, whether they are hybrid, virtual, or in-person. By demonstrating that you value their input, you can enhance attendee satisfaction and pave the way for even more successful future events.

6. Utilize social media

Incorporating social media links into your post-event "thank you" emails is a great way to keep the conversation alive. Promoting on-demand content through platforms like Facebook, Twitter, LinkedIn, and Instagram, you encourage attendees to engage and share their experiences. This helps to maintain enthusiasm and expand your event’s reach; attendees are more likely to interact with your brand online and share with their networks.

Tone of voice—Aligning with your event and brand

Illustration of woman speaking through megaphone

The tone of voice (TOV) can be tricky to get right. However, while it is subjective, being clear, concise, and as human as possible is a good general rule to follow. Remember, post-event communications play a crucial role in reinforcing your brand identity and enhancing the attendee experience. More than just what you say, it's about how you say it—ensuring your message resonates deeply and leaves a lasting impression.

How to reflect your brand personality

Your brand's voice should permeate every sentence in your emails. Whether your brand is professional, formal, laid-back, or friendly, your tone should be consistent across all communications. This alignment helps strengthen your brand's identity and can make your messages more impactful.

Match the event's spirit

The tone of your email should mirror the atmosphere of your event. For a business conference that focuses on professional growth and industry best practices, a more formal tone conveys the significance and gravity of the discussions that took place. Conversely, if your event was a lively and interactive workshop, a lighter, more conversational tone might be more appropriate, reflecting the dynamic and engaging nature of the event.

Consider the event type

Different types of events necessitate different tones. A gala or award ceremony might call for a tone of elegance and celebration, expressing sincere appreciation and congratulatory messages. On the other hand, a seminar or educational event calls for a tone that emphasizes valuable insights and ongoing support, encouraging attendees to apply what they've learned.

Use appropriate language

Selecting the right words is vital. Use language that speaks directly to your audience’s interests and experiences. Phrases like "sincere thanks," "heartfelt gratitude," and "enthusiastic participation" not only express appreciation but also enhance the emotional connection with your attendees. Incorporating terms like "meaningful experience," "lasting impression," and "remarkable success" amplify the positive impact of your event. Also, don't underestimate the value of a well-placed exclamation mark!

Be mindful of specific details

Personalization can significantly enhance the tone of your email. Addressing attendees by their first name, mentioning specific sessions they attended, or referencing particular aspects of the event that were memorable are all ways to make your message feel tailored and thoughtful. This approach not only demonstrates your attention to detail but also strengthens the relationship between your brand and your audience.

12 Thank you for attending email templates

Now you're familiar with the key aspects of effective post-event emails. But what do these messages actually look like in practice? Here are ten email templates to guide and inspire your follow-up communications.

A photo of a woman holding her phone and typing an email

1. The "Keep It Simple Stupid" template

Subject: Thank You for Joining Us at [Event Name]!

Hi [First Name],

I just wanted to send a quick note to say thanks for attending [Event Name]! I'm eager to hear your thoughts about the event. Were there any sessions or moments that stood out to you?

Your feedback is incredibly valuable to us. If you have a moment, you can access all the post-event materials right now for more insights and recaps.

CTA: Access On-demand Content

Also, we’d really appreciate it if you could share your overall experience at the event. The survey is quick and will greatly help us in crafting even better events in the future.

CTA: Share Your Feedback

Thanks again for being such an integral part of [Event Name], [First Name]. Looking forward to catching up soon!

Best regards,

[Your Name]
[Your Position]
[Company Name]
[Email Signature]

Why this works

This concise email template expresses gratitude for attendance, encourages feedback, and nurtures ongoing communication, ensuring a personalized and effective follow-up.

2. For Conferences

Subject: Thank You for Making [Conference Name] a Success!

Hi [First Name],

I hope this email finds you well!

Thank you so much for attending [Conference Name]. It was wonderful to have you join us for such an engaging and impactful gathering. I'm keen to know—what were your favourite parts? Any sessions or speakers that particularly resonated with you?

We’ve put together a selection of on-demand content from the conference, so you can revisit your favourite moments and explore sessions you might have missed.

CTA: Explore On-Demand Content

We’re always looking to improve, and your feedback plays a crucial role in this process. Could you spare a few minutes to fill out our brief survey? Your insights are invaluable for planning future conferences.

CTA: Complete the Survey

Thank you once again for your participation and for contributing to the success of [Conference Name]. I hope the experience was as fantastic for you as it was for us hosting it.

See you next year at [Next Conference Name]!

Warm regards,

[Your Name]
[Your Position]
[Company Name]
[Email Signature]

Why this works

By acknowledging the recipient's participation and highlighting the value of their insights, this email strengthens the relationship between the organizer and attendee, fostering continued collaboration and interest in upcoming events.

A photo of music festival with fireworks launching into the night sky

3. For Music Festivals

Subject: Thanks for Rocking Out with Us at [Festival Name]!

Hi [First Name],

Wow, what a weekend at [Festival Name]! I hope you had as much fun attending as we did organizing it. From the electrifying performances to the vibrant crowd, it was truly a festival to remember. I'd love to know—what were your standout moments?

To keep the vibes going, we've made some of the festival highlights and exclusive content available on-demand. Relive your favourite sets and catch any moments you might have missed.

CTA: Access Festival Highlights

Your thoughts and impressions mean the world to us, and they help make [Festival Name] even better each year. Could you take a moment to fill out our quick survey? Your feedback will guide us in creating an even more fantastic experience next time.

CTA: Give Us Your Feedback

Thanks again for being part of this incredible journey at [Festival Name], [First Name]. We can't wait to see you again next year for more amazing music and unforgettable memories!

Best regards,

[Your Name]
[Your Position]
[Company Name]
[Email Signature]

Why this works

By capturing the excitement and energy of the music festival experience and inviting attendees to share their standout moments, this email creates a sense of camaraderie and community. The inclusion of on-demand content and a feedback survey demonstrates a commitment to enhancing future events based on attendee input, fostering continued engagement and loyalty among festival-goers.

4. Post-webinar

Subject: Thanks for Joining Us at [Webinar Name]!

Hi [First Name],

Thank you for attending our recent webinar, [Webinar Name]! We hope you found the session enlightening and engaging. It was great to have such an enthusiastic audience, and we’re eager to hear what you thought.

Did any particular insights or discussions stand out to you? We’d love to know!

To ensure you can keep benefiting from the valuable information shared, we’ve made the webinar content available on-demand.

CTA: Access Webinar Replay

We’re committed to improving our webinars and your input is crucial. If you could spare a few minutes to complete our survey, we’d greatly appreciate it. Your feedback will help us enhance future sessions.

CTA: Take the Survey

Thanks once again for your participation, [First Name]. We hope to see you at our upcoming webinars!

Warm regards,

[Your Name]
[Your Position]
[Company Name]
[Email Signature]

Why this works

This email shows appreciation for attendance and prompts engagement through clear calls-to-action (CTAs) to access webinar content and complete a feedback survey. This helps to maximize the value of the webinar experience for attendees.

5. "The Professional" template

Hi [First Name],

I hope this message finds you well.

On behalf of [Company Name], I want to extend our sincere gratitude for your participation in [Event Name]. Your presence and contribution were instrumental in the event's success, and it was an honor to host a leader of your calibre.

We understand the commitments that come with your role, and truly appreciate the time you dedicated to joining us. Your session on [Specific Topic] provided profound insights and sparked meaningful discussions that resonated deeply with our attendees.

We've made the content from the event available on-demand, should you wish to revisit any segments or share them within your network.

CTA: Review Event Highlights

Additionally, we value your feedback to help us continue improving our events. If possible, please share your thoughts through our brief survey linked below.

CTA: Provide Your Feedback

Thank you once again for your invaluable participation and for supporting our endeavours. We look forward to the opportunity of welcoming you at our future events.

Best regards,

[Your Name]
[Your Position]
[Company Name]
[Email Signature]

Why this works

This email demonstrates a high level of professionalism and appreciation tailored to the busy schedules and strategic importance of C-suite executives. By acknowledging their leadership caliber and the significance of their contributions, it establishes a strong rapport and reinforces their value to the company.

A photo of five volunteer picking up trash at a park

6. Post volunteer event

Subject: A Huge Thank You to Our Amazing Volunteers at [Event Name]!

Hi [First Name],

We just wanted to take a moment to express our deepest thanks for your hard work and dedication at [Event Name]. Your enthusiasm and commitment were truly the backbone of our success. Volunteers like you bring our event to life, and we couldn’t have done it without your invaluable support.

We hope you had a great time and felt as rewarded by the experience as we were blessed by your presence.

CTA: View Our Volunteer Highlights Album

We’d love to hear about your experience and any suggestions you have that could make volunteering even more rewarding next year.

CTA: Share Your Feedback

Thank you once again for everything, [First Name]. We hope to see you again at next year’s event!

Warm regards,

[Your Name]
[Your Position]
[Company Name]
[Email Signature]


Why this works

This email effectively acknowledges the invaluable contributions of volunteers, expressing sincere gratitude for their hard work and dedication. By highlighting the impact of their efforts and inviting feedback for future improvement, it fosters a sense of appreciation and belonging among volunteers

7. Attendee networking follow-up

Subject: Let’s Keep the Connections Going from [Event Name]!

Hi [First Name],

Thank you for attending [Event Name]! It was fantastic to see so many connections being made. We hope you left with new ideas, insights, and a list of peers and professionals to keep in touch with.

To help keep the momentum going, we’ve set up a dedicated LinkedIn group for event attendees to continue the conversations and share ongoing updates.

CTA: Join Our LinkedIn Group

We also encourage you to reach out directly to those you met—building a strong network is one of the most powerful outcomes of events like ours.

CTA: CTA: Connect with Fellow Attendees

Thanks again for your enthusiastic participation, and we can’t wait to see how your new connections evolve!

Best regards,

[Your Name]
[Your Position]
[Company Name]
[Email Signature]

Why this works

This email highlights a dedicated LinkedIn group and encourages direct outreach to fellow attendees, fostering continued engagement and networking. The clear calls-to-action (CTAs) to connect with fellow attendees increases the likelihood of active participation. This enhances the value of the event experience for attendees.

8. Post-event sponsor thank you

Subject: Thank You for Your Support at [Event Name]!

Hi [Sponsor Name],

On behalf of everyone at [Company Name], I would like to extend our heartfelt gratitude for your sponsorship at [Event Name]. Your support not only enhanced the event’s experience but also demonstrated your unwavering commitment to our community and industry.

We are thrilled about the positive impact your involvement has had and look forward to sharing the detailed event report with you, highlighting the reach and engagement levels.

CTA: View the Event Impact Report

We are excited about future opportunities to partner together again and will reach out soon to discuss potential collaborations.

CTA: Schedule a Follow-Up Meeting

Thank you once more for being such a crucial part of our event. Your contribution made a significant difference!

Warm regards,

[Your Name]
[Your Position]
[Company Name]
[Email Signature]

Why this works

This email is effective because it genuinely appreciates the sponsor's support and highlights their crucial role in enhancing the event. By offering to share a detailed event report and discussing future partnership opportunities, it shows a proactive approach to maintaining the sponsor's engagement and fostering continued collaboration.

9. For a sales kickoff

Subject: We Want Your Feedback on the 2024 Sales Kickoff 🌟

Hi [First Name],

Thank you for joining our 2024 Sales Kickoff! Together, we're poised to make 2024 a year of phenomenal growth, excitement, and achievement.

Your input is invaluable to us. We strive to make our kickoff as impactful as possible, and your feedback plays a crucial role in this process. Please spare a few minutes to complete our survey and let us know how it went for you. Your thoughts help us keep improving!

CTA: Share Your Thoughts Now

Thanks a ton,

The Events Team
P.S. A little bird told us you might like this: complete the survey and snag a $25 gift card for a lunch on us! 🍽️

Why this works

By asking for input through a survey and offering a tangible incentive, this email enhances engagement and ensures continuous improvement for future events. Moreover, the playful tone in the postscript adds a touch of warmth and excitement, enticing recipients to complete the survey with the promise of a reward.

A photo of a woman on her laptop crafting an email

10. Thank you note to a guest speaker

Subject: Your Inspiring Talk at [Event Title]!

Hi [Speaker Name],

I hope this message finds you well.

Thank you so much for your enriching presentation at [Event Title]. Your insights into [topic] were not only informative but also incredibly engaging and thought-provoking. It’s clear you dedicated a great deal of effort to your session, and it resonated deeply with our audience.

We've received numerous positive remarks from attendees who were especially impressed by your approach to [topic]. Your expertise has undoubtedly left a lasting impression on everyone.

We are grateful for the knowledge you shared and are hopeful that we can welcome you again as a speaker in the future.

Warm regards,

[Your Name]

Why this works

This email is effective not only for its warm and appreciative tone but also for its specificity in highlighting the speaker's contributions and the positive feedback received. By emphasizing the lasting impression made on the audience and expressing hope for future collaborations, it reinforces the speaker's value and strengthens the relationship between the organizer and the speaker.

11. “Thank You” to the event team for a successful event

Subject: Kudos to Everyone for a Successful [Event Title]!

Dear Event Team,

I hope all is well!

A massive thank you to each one of you for your hard work and dedication that made [Event Title] such a success. Your meticulous planning and execution paid off, making the event memorable for all who attended.

I was particularly impressed with [list specific things you appreciated about the event, such as the organization, the selection of speakers, and the quality of the food]. It was evident that a lot of thought went into these elements, making the event enjoyable and incredibly beneficial for networking and learning.

Looking forward to our continued success in upcoming events!

Sincerely,

[Your Name]

Why this works

This email effectively acknowledges the event team's efforts with its appreciative tone and specific commendations. By highlighting the team's meticulous planning and execution, as well as the positive impact of their work on the event's success, it fosters morale and encourages continued dedication for future events

Leverage email automation software for event follow-up

Before we wrap up, a quick note on email automation software. This can be a game-changer in managing post-event communications effectively - especially if your business runs a lot of events with a large number of attendees.These tools save much time and ensure consistency in delivering your messages promptly. Popular options like Mailchimp, HubSpot, and Constant Contact offer robust features that help you schedule emails, segment your audience, and personalise messages with dynamic content like attendee names, event names, and specific aspects of the event.

We hope you've enjoyed our article on post-event follow-up emails. Eventcube integrates with many useful email software via Zapier (from Google products to automation platforms) to help you streamline your post-event thank-you emails. Whatever type of event you're planning, our all-in-one platform can help you sell tickets, streamline your event management, and run unforgettable events. We also offer enterprise plans for large organizations seeking bespoke features. Reach out to our friendly team today to find out more or request a free demo.

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