Yet most organizations send the same generic emails from one edition to the next. An automatic confirmation with logistical details. A reminder the day before. And that’s about it.
The six templates that follow are designed to do more than transmit information. They actively prepare your participants to extract maximum value from their time investment. Each template is ready to use — adapt the elements in brackets to your context and tone.
Template 1 — Registration confirmation
When to send it: immediately after registration, in automated fashion.
Objective: confirm the registration, set expectations, and start engagement well before event day.
Subject: Your registration for [Event Name] is confirmed
Hello [First Name],
Your registration for [Event Name] is confirmed. We look forward to welcoming you on [date] at [venue / connection link].
Here’s what you need to know to get started.
Your event details
Date: [full date] Time: [start time] — doors open at [welcome time] Location: [full address] or [connection link for virtual/hybrid events] Format: [in-person / virtual / hybrid]
Your next step, right now
Complete your profile on the B2B/2GO platform to activate your matchmaking system. The more detailed your profile — industry, networking objectives, current challenges — the more relevant the meetings we’ll suggest will be.
[Button: Complete my profile]
You’ll receive your personalized meeting agenda [X days] before the event. In the meantime, browse the list of registered participants and send meeting requests directly through the platform.
Questions? Contact us at [email address] or [phone number].
See you soon, [Signature]
Template 2 — 7-day reminder
When to send it: seven days before the event.
Objective: maintain engagement, encourage active preparation, and share initial personalized agenda elements if available.
Subject: 7 days to go — here’s how to prepare for [Event Name]
Hello [First Name],
In exactly seven days, you’ll be at [Event Name]. Here’s how to turn that day into an investment that pays off concretely.
What’s waiting for you
[X] confirmed participants, including [participant profile or sectors represented — e.g., 40% buyers, 60% suppliers / representatives from [key sectors]].
[Insert 2-3 program highlights: confirmed speakers, topics covered, planned networking formats.]
Your personalized meetings
[If the agenda is available:] Your meeting agenda is ready. You have [X] meetings scheduled with participants selected according to your objectives. Review your agenda and take two minutes to prepare for each conversation.
[Button: View my agenda]
[If the agenda isn’t available yet:] Your personalized meeting agenda will be available in [X days]. In the meantime, browse the participant list and send meeting requests to profiles that interest you.
[Button: Explore participants]
Three questions to ask yourself before arriving
Who are the two or three people I absolutely want to meet? What challenge or project would I like to discuss with peers at this event? What concrete result would I want to announce to my team the day after?
These questions seem simple. Participants who answer them before the event consistently leave with more value than those who arrive without a defined objective.
See you in seven days, [Signature]
Template 3 — Day-before reminder
When to send it: the evening before the event, in late afternoon.
Objective: confirm attendance, share practical logistics, and create anticipation for the next day.
Subject: Tomorrow — everything you need to know for [Event Name]
Hello [First Name],
It’s tomorrow. Here’s everything you need to arrive prepared and start on the right foot.
Logistics at a glance
Welcome: [time] — we recommend arriving at opening to maximize your informal networking time before the official start. Location: [address] — [parking or transit information if relevant] Access: [QR code in your B2B/2GO app / badge pickup at welcome desk / connection link]
Your agenda for tomorrow
[Time] — Welcome and open networking [Time] — [First session or activity] [Time] — Individual meeting block [Time] — [Etc.]
Your complete meeting agenda is available in the B2B/2GO app. Take a few minutes this evening to review it and note the key points you want to cover with each of your contacts.
[Button: View my agenda]
One last thing
If something comes up and you can no longer attend, please let us know as soon as possible at [email address] — freed spots allow people on the waitlist to participate.
See you tomorrow, [Signature]
Template 4 — Event day logistics
When to send it: the morning of the event, between 7 and 8 AM.
Objective: reassure, confirm final details, and create positive anticipation.
Subject: It’s today — welcome to [Event Name]
Hello [First Name],
Today’s the day. The team is ready to welcome you.
Quick reminder
Welcome: from [time] at [venue / connection link] Official start: [time] Your badge will be ready at the entrance — no printing needed on your end.
To get started on the right foot
Have your B2B/2GO app accessible on your phone — that’s where you’ll manage your meetings, check the program, and message your contacts throughout the day.
[Button: Open the app]
For any questions on-site, our team is available at [welcome desk location] or through the live chat in the app.
See you shortly, [Signature]
Template 5 — Post-event follow-up
When to send it: within 24 hours of the event.
Objective: thank participants, facilitate follow-up on established connections, and collect satisfaction data.
Subject: Thank you for being there — your connections from [Event Name]
Hello [First Name],
Thank you for participating in [Event Name]. Here’s a summary of your meetings to help with your follow-ups.
Your meetings from yesterday
[If the platform generates this summary automatically:] You held [X] meetings during the event. Find the complete contact details for everyone you met directly in your B2B/2GO app, under the Participants tab.
[Button: View my contacts]
Our advice for the next 48 hours
Post-event follow-up is the most decisive step in turning a promising meeting into a concrete opportunity. Take ten minutes today to send a personalized message to the two or three people whose conversation deserves a follow-up — referencing something specific that was discussed.
Your feedback matters
Two minutes to tell us how your day went — your input directly helps us improve the next edition.
[Button: Share my feedback]
See you next time, [Signature]
Template 6 — Re-registration invitation
When to send it: two to four weeks after the event, when enthusiasm is still present but daily routine has resumed.
Objective: convert satisfied participants into early registrants for the next edition.
Subject: [First Name], the next edition of [Event Name] is open
Hello [First Name],
We hope your participation in [Event Name] has led to connections that are moving forward well.
The next edition is now open for early registration — and participants from this edition have priority access before the public opening.
Why register now
Preferential rate reserved for participants from the previous edition: [early price] vs. [regular price]. Priority in meeting slot assignment — profiles registered first benefit from the widest choice of available matchings. Guaranteed spot in an event that sells out [X weeks / months] in advance.
What’s changing for the next edition
[Insert 2-3 concrete improvements based on feedback from the previous edition — e.g., meeting slots extended to 25 minutes, new thematic roundtable format, confirmed speakers.]
[Button: Register at the early rate]
The early offer is available until [deadline]. After this date, registrations open to the public at the regular rate.
Looking forward to seeing you again, [Signature]
How to integrate these templates into your process
These six templates form a complete sequence — not six independent emails. Each message prepares the next and maintains a consistent thread from registration to re-registration.
A few principles to maximize their effectiveness. The subject line is the open decision — if the subject doesn’t make people want to read, the rest doesn’t exist. Test two subject line versions on your first campaigns and keep the one that performs better. Personalization goes beyond the first name — the more specific data you inject for each participant (their scheduled meetings, the number of participants in their sector, their declared objectives), the higher the engagement rate. And the cadence must be respected — a 7-day reminder sent at day 4 because the team was overwhelmed loses much of its effectiveness.
The B2B/2GO platform automates the sending of these sequences and injects personalized data dynamically — names, scheduled meetings, direct links to profiles. You configure once, the platform executes with every edition.
