event university: Newsletters


Newsletters are used to send information to a target group by sending an email. Through the Save the date newsletter a space in the agenda of the visitor can be reserved. Followed by an invitation with a link to the registration website. Afterwards it’s possible to send emails to the people who haven’t registered or paid yet. A couple of days before the event an email is sent with pratical info and a link to unsubscribe themselves if they couldn’t come. After the event people can be thanked by sending a link to a photoalbum or presentations.

Click on the questions below for more information.


By sending targeted and personalized invitations you can greatly augment the response rate. Through links in the newsletters people get more information concerning the event or are sent to the registration page.

Follow the reactions on your campaigns up close and watch in real time to which extent there are click-troughs to the registration form or website. Follow per contact the status of the sent emails (sent, failed, read, click-through information, automatic processing of bounces,…)

Types of newsletters

  • Save the date to fix the date in your agenda
  • Invitation to the event
  • Reminder to the people who haven’t subscribed
  • Mail with practical info couple of days before the event
  • Thank you email after the event

A good newsletter must take into account the anti-spam law. This says that the recipient has to have the possibility to unsubscribe himself in a very simple way and this should also be respected.

When extra information is available other than the email adresse, this can be used in newletters to make them more personal.

When there is a link in the newsletter to the registration page or to fill in his personal code this information can be default because a mail is made for every contact.

The agenda of people fills up quickly. That’s way we want to inform them a considerable time in advance about the event that is yet to come, even when everything isn’t concrete enough to start the registrations. Because of that a Save the date email is sent. This already gives an idea of the theme of the event together with the some practical information like when and where will it take place.

To make it easy for the visitor to mark it in his agenda, there is a link in the save the date when clicked on it marks it automatically in your agenda with all the practical information about the event.

When the registration website is finished the invitations can be sent out. In the invitations the event is announced and a link is available to the registration website. Because every email is targeted to a certain contact, the link is personalized so when the form is shown the contact details are already filled in. Sometimes the invitation is strictly personal and you can’t change the contact details to someone else’s.

After some time the reminder can be sent to everyone except for the people who did subscribe already.

Further on you can split up the contact database in different groups who get each another email. This way we can send French and Dutch invites, VIP and normal,…

For other projects the email has to contain an personal code to log in the registration website to register.

A couple of days before the event an email with practical information is sent. Where does the event take place? When does it take place? Who is expected?

Optionally, a link is provided for people to unsubscribe themselves easily when there aren’t able to come.

After the event a thank you mail can be sent to the attendees. In the mail you could put a link to photo’s or videos of the event, to a survey form or to presentations.

When newsletters are sent from a registration application you have a number of extra benefits:

  • Better personalization so reminders can be sent to people who haven’t subscribed yet.
  • Better overview on who has responded and who hasn’t.
  • Link to the correct registration form per target group (VIP, speaker,…)