An
advantage of online registration is
the ability to automatically send a confirmation email.
While the main purpose of this email is to confirm that
a registration has been received, it is also a perfect
avenue for providing event participants with additional
information and reminders.

The first step in creating an effective confirmation
email is to ensure that it gets to the intended
recipient. In these days of SPAM filters, it is a real
possibility that your confirmation email maybe filtered
out because of a few simple words.

First, you want to pay attention to the subject line.
Most SPAM filters look for certain words and phrases
that are associated with SPAM, such as “free, loans,
subscribe, opportunity, please read, special promotion
and all new”. Avoiding these types of words will help
you to avoid the SPAM filters.

You will also want to avoid repeating words, all
capitals and excessive punctuation as all of these are
warning flags for the filters. If you trigger enough
flags with the words and punctuation you use, your
message won’t get delivered.

There are many good websites that have much more in
depth articles about SPAM filters and full lists of
words and tactics to avoid. Just search the term “spam
filter trigger” in any search engine and you will find
them.

Assuming that your email makes it through to the inbox,
there are a few things that you can do to get it opened
and read before it is deleted with the other masses of
email many people get each day.

Again, the subject line is important here. While
avoiding the items we mentioned above, you still need to
come up with something event participants will recognize
and find interesting enough to open.

For example, “ABC Conference Confirmation and Additional
Detail” is a better subject line than just “Confirmation
Email” It is more descriptive and immediately
recognizable by the reader as something that they
registered for and should review.

Another configurable part of the confirmation email is
the sender’s name. This should be setup to show as an
actual name rather than just an email address. If you
prefer not to use a personal name you should still use
other readable text.

For example, “Michelle Smith” or “ABC Conference
Registrar” as a from name is better than [email protected].
Again, choose something that your event participants
will recognize.

Once you have people receiving and opening your
confirmation emails, you need to think about the
content.

Of course you need to include the obvious line about
receiving the registration data, but don’t stop there.
Many people will want to print the confirmation email,
so include times, dates and locations of the event and
other reminders such as what to bring, what to wear,
etc.

Here are some other items you may want to include:

Adding links to the confirmation is another good
idea. Links allow people to access much more in depth
information and resources without cluttering up the
confirmation email.

Here are some link ideas that might be relevant to your
event.

Following these suggestions will help you prepare
great confirmation emails and get you on the way to
planning another memorable event.

Please feel free to contact us if you have any
questions or comments about this article.

Back to Article List

Online Event Registration Services

Contact information for people to use in case
they need to get in touch with the event planner,
venue or others.
Instructions on who to contact in case they need
to make a change to their registration.
Suggestions on where to park or the best route
to the venue.
Public transit information such as bus numbers
and stop locations.

A link to a map of the area.
Links to accommodations in the area.
Links to car rental companies.
Links to sponsors websites.
Links to websites that have information about
activities, restaurants or other information about
the host city.
A link to a weather website for the area.


Online Event Registration		Log In \| About \| Contact


			Links
			Articles
			Helpful Tips
			Selling Tools

Articles

What you might be missing in your confirmation emails.

Testimonial

Request a Quote

Thank you so very much for all of your help with this year’s event. We could
not have done it without you. A lot of companies talk about customer service,
but you really followed through.

Simon Grieve
Gazette Newspapers
Long Beach, CA

More Testimonials

Want to see how you can save money and
reduce stress on your event event?

Request a Quote