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Webinar Reminder Emails: Using FOMO to Skyrocket Attendance

by Maxim Poulsen, updated on Apr 26, 2024

Leveraging FOMO in webinar reminder emails is the magic that will explode the ROI of your webinars.

Feel that heart pounding excitement when the countdown begins for the season finale of your favorite show? Tension tingling the tips of your toes as your brain huddles in secret debates - "View now or later?" That irresistible pull of being part of something at its peak is just the sorcery you need to conjure an avalanche of attendees for your webinar.

While webinars knock on the doors of global interaction, nudge open your attendees' curiosity with the key of FOMO. You're not just crafting an email reminder, you're weaving an irresistible invite to a knowledge feast. After all, who said email reminders can’t be as thrilling as a blockbuster premiere night?

How to Craft Effective Webinar Reminder Emails: A Step-by-Step Guide

  • Learn how to integrate reminders into your webinar email sequence
  • Learn to understand your audience and their preferences
  • Identify tactics for creating eye-catching subject lines
  • Understand the role of FOMO in boosting webinar attendance

Step 1: Understand Your Audience

Hosting a webinar always starts with a lot of audience research.

Knowing the preferences and habits of your target audience can shape the way you frame your reminder emails. This understanding simultaneously ensures relevance, engagement, and a higher probability of attendance.

So, how do you gather this information? Surveys, social network analytics, and website analytics are some quick, yet powerful tools. Direct feedback from previous webinars analytics, events, or post-webinar surveys can also prove insightful.

Examples of B2B target audience vs B2B target market
B2B Target Audience (Source: Cognism)

Step 2: Create a Compelling Subject Line

Your subject line is the first point of contact, think of a good handshake. If it doesn't grip your audience from the get-go, the rest of your email might go unnoticed. An effective subject line is catchy, unique, and creates a sense of urgency. For webinar reminder emails, you can incorporate details like the guest speaker's name or the webinar topic; just enough to pique the reader’s interest:

Meet (Guest Speaker) Tomorrow at (Time)
Don't miss out on (Event name) on (Date)
All your questions answered during (Event name)

Step 3: Write Clear and Concise Content

Clarity and conciseness are your best friends when crafting email content. Your reminder email should inform the reader about the webinar's value and why they should attend. This can be achieved by stating the webinar's goals, the main topics to be covered, or the benefits of attending.

Make sure your email includes:

  • Event date & time
  • Cover image and branding
  • Speaker info
  • Short description
  • Access button
The best webinar platforms will include automatic calendar invitations in their reminder emails.

Step 4: Incorporate FOMO

The fear of missing out (FOMO) is a powerful motivator. FOMO creates a sense of urgency, making your invite seem like a scarce opportunity packed with value. Leverage this by highlighting exclusive insights, speakers, or unique webinar features. Mentioning speaker credentials or the unique opportunity to learn from industry stalwarts can induce a sense of FOMO.

Join us on (Date) to get access to our unreleased e-book.
Don't miss out on our exclusive discount during (Event name)
(Speaker name) will be revealing his full strategy

Step 5: Automate Your Webinar Reminder Emails

With the right tools and planning, you can automate your reminder emails to go out at optimal times. Automating webinar reminder emails ensures consistency, saves time, and allows for personalization at scale. Through automation, you can send post-registration thank you emails, nudge them with reminders, and send out any necessary event links or materials.

Screenshot of all email settings inside Contrast, a webinar platform
Automatic reminder & follow up emails with Contrast

By paying heed to the preferences of your audience, crafting compelling subject lines, writing clear content, creating a sense of FOMO, and automating the process, your webinar reminders can become an effective tool in skyrocketing attendance.

Your Next Webinar Ready in Under 2 min

Start for free with up to 50 registrants. No credit card needed.

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Maximizing the Impact of Your Webinar Reminder Emails

Timing and personalizing your reminder emails can increase webinar attendance:

  • Optimal timing increases open rates.
  • Personalizing your emails makes them stand out in a crowded inbox.

Timing Your Webinar Reminder Emails

Crafting excellent webinar reminder emails is only part of the puzzle. Equally crucial is the timing. Time-inconsistent webinar reminder emails tend to drown in the sea of other emails. But, what is the optimal time to send out these invites?

Statistics point to Tuesday, Wednesday, and Thursday as the best days for sending business emails. Send your reminder emails during the mid-morning hours, around 10 AM when most people are settling into their workday and checking their inbox. Why does this time work best? Most professionals have sifted through their overflowing inbox by this hour, and a fresh email stands a better chance to capture attention.

A follow-up email, roughly an hour to a few minutes prior to the webinar, reminds the registrants and encourages last-minute joiners. These are just a few strategies to get people tuning in.

What's the best time and day to host a webinar? Find out here.

Personalizing Your Webinar Reminder Emails

Email personalization isn’t just about addressing recipients by their first name. It's about tailoring your message to resonate with them. So how can you personalize your webinar reminder emails effectively?

Recognize and address your registrant by their first name. This fosters a sense of connection and does wonders for your open and click-through rates. However, personalization goes beyond just referring to the recipient by name. Tailor the content of your email based on what you know about the registrant: their company, industry, or previous interactions with your brand.

Adding a human touch to your emails is another effective trick. A message signed off by a real person from your team creates a more genuine, less automated feel. You can even leverage personal stories that echo with the topic of your webinar. This builds empathy and clicks a stronger bond with your audience.

Through the subtle art of timing and personalization, you can maximize the impact of your webinar reminder emails, prompting your registrants not to miss out on the valuable insights your webinar promises to deliver.

Understanding the Basics of Webinar Reminder Emails

  • Navigate the world of webinar reminder emails
  • Leverage FOMO in your email campaigns
  • Explore the role of automation and personalization in boosting attendance

What are Webinar Reminder Emails?

Webinar reminder emails occupy a unique spot within the wide scope of email marketing. They serve as a gentle nudge, reminding registrants about the upcoming webinar they have signed up for. While they continue to redesign and redefine their shape based on the recipient's behavior and interaction, the core purpose remains the same - creating a strong impression of the webinar and fostering a sense of urgency to attend.

These emails often contain important details like the webinar's date and time, how to login into the webinar, who the keynote speakers are, and what topics the webinar aims to cover, and why these might be beneficial for the recipient.

Why are Webinar Reminder Emails Important?

Webinar reminder emails don't only act as a simple nudge to honor a commitment. They're pivotal tools in increasing attendance rates and engagement. No matter how charismatic your speakers may be or how ground-breaking your content is, they won't matter if people forget to turn up.

Sending reminder emails significantly reduces no-show rates. They not only prompt attendees about the event but also fuel their anticipation, making them more likely to attend and engage. Crucially, such emails provide an opportunity to highlight the value your webinar promises to deliver, persuading recipients who are on the fence to tune in.

What is FOMO and How Does it Apply to Email Marketing?

The Fear Of Missing Out, or FOMO, is a powerful psychological phenomenon where people fear they're missing out on rewarding experiences others are having. Savvy marketers can channel this potent emotion to engage and convert customers. How so? By crafting compelling narratives around your offerings that make prospects feel they're missing out if they don't engage.

Here's where the adrenaline rush of FOMO can work wonders in the realm of webinar reminder emails. By showcasing the unique insights, expert opinions, and exclusive benefits only available to webinar attendees, you can amplify anticipation and accelerate conversions.

Screenshot of a webinar reminder email by Iterable
Example of a webinar reminder email

What is Email Automation and How Can it Benefit Your Webinar?

Email automation is about delivering the right message at the right time without constant hands-on effort. It involves setting up automated email campaigns that trigger based on specific customer behaviors or schedules.

When applied to webinar reminder emails, automation can ensure timely reminders are dispatched without fail, thus reducing no-shows. Furthermore, an automated series of nurturing emails leading up to the event can build anticipation and improve turnout. It lets you offer teasers, highlight keynote speakers, and deliver useful pre-webinar content, thereby skyrocketing attendance without incurring manual grunt work.

The Role of Personalization in Webinar Reminder Emails

Personalization is no longer a nice-to-have aspect in email marketing; it is a necessity. And webinar reminder emails are no exception. By tailoring your communication to the recipient's specific needs or interests, you're way more likely to catch their attention and move them to action.

Addressing recipients by their names, referencing their interests, or tailoring the webinar benefits according to their needs, can all play a part in improving your reminder email's effectiveness. To ensure a packed virtual room on the day of your webinar, inject a healthy dose of personalization into your email strategy.

Conclusion: Just Imagine The Crowds

Recall, the FOMO technique effortlessly turns sporadic webinar attendees into committed enthusiasts. Precise timing, personalized content, providing value, and a compelling subject line are small factors making a huge difference.

These webinar reminder emails aren't just notifications. They're individualized nudges nudging recipients towards a shared learning experience. Your audience sees value, not just another event to juggle.

Your mission, if you choose to accept it, revolves around ramping up your email strategy. Assess your timing - do you send out multiple reminders, or just rely on a single email? Are your reminders personalized and, crucially, are you conveying value?

Now, does your strategy involve sparking curiosity with a FOMO-infused subject line? And what would your answer be if asked, ‘Does your reminder email truly represent your webinar's value?’

Your Next Webinar Ready in Under 2 min

Start for free with up to 50 registrants. No credit card needed.

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