Orchestrate invitations, registration nudges, agenda updates and post-event follow-ups with precise segmentation and automated journeys. Keep attendees informed and sponsors visible from save-the-date to survey.
Why it matters
Benefits
Build journeys that automatically react to registration status – send reminders to “invited not registered,” deliver QR codes to “registered,” and trigger day-of logistics based on attendance check-in.
Target messages to VIPs, general admission, students, exhibitors, sponsors and speakers – and personalize by selected tracks, workshops and meal preferences to reduce confusion and increase session attendance.
Send time-sensitive updates like room changes, shuttle schedules and safety guidance to the exact impacted audience – e.g., only attendees booked for Workshop B or only on-site participants.
Track opens, clicks and conversions for key actions – registration completion, agenda builder usage, app downloads and survey responses – so you can optimize messaging before doors open, not after.
Use cases
Challenge
Marketing needs to drive early-bird ticket sales while avoiding discount emails going to full-price purchasers, VIPs or sponsors with comped passes.
Solution
Email Studio segments audiences by ticket entitlement and purchase status, then automates a timed early-bird sequence – save-the-date, pricing deadline reminders and last-chance emails – excluding those already registered or comped.
Challenge
Attendees are split between in-person and virtual, and sending the wrong instructions creates support tickets – parking info to virtual attendees, streaming links to on-site guests, and mismatched time zones.
Solution
Email Studio uses mode and time zone fields to deliver separate journeys – venue access, badge pickup and maps for on-site; streaming links, calendar files and platform tips for virtual – with send-time optimization per region.
Challenge
Popular breakouts hit capacity, while other sessions remain under-attended. Attendees also forget what they selected, leading to overcrowding and poor flow.
Solution
Email Studio triggers session-specific reminders and waitlist updates – confirm seat, suggest alternatives when full, and send personalized “Your day at a glance” agendas to improve distribution and reduce day-of congestion.
More industries
FAQ
Email Studio supports multi-step reminder journeys based on registration and engagement – for example, send a confirmation immediately, a calendar invite, a “what to expect” email one week out, and a day-before message with QR code and arrival instructions. You can also branch messaging for attendees who haven’t opened prior emails or haven’t completed key actions like hotel block booking or agenda selection.
Yes. You can segment by role and entitlements – sponsor tier, exhibitor booth assignment, speaker status, VIP access – and run separate templates and journeys so each group receives only relevant content like deliverable deadlines, booth setup windows, speaker ready-room details or attendee logistics.
Use targeted sends to only impacted registrants – e.g., those enrolled in a specific workshop or track. With Email Studio, you can maintain templates for operational alerts and trigger them quickly, reducing confusion and minimizing help-desk load on event day.
Email Studio reporting can be aligned to event KPIs by tracking clicks and conversions for actions like “Complete registration,” “Add to calendar,” “Build your agenda,” “Download the event app,” and “Book a meeting.” This helps you identify which segments and messages move the needle – then refine timing, subject lines and content before key deadlines.
Join events & conferences businesses using The AI CMO to outmarket the competition.