Most event planners send about four or five emails per event. But those are only the official event campaign emails. In between, you probably send hundreds (if not thousands) more as you hustle to get your events planned and executed.
Even as internet hysteria warns that “email is dead” — soon to be replaced by Slack and other messaging apps — you find yourself in your inbox again and again. After all, the asynchronous nature of email is gratifying in its own way — once an email is gone, it’s gone.
Chances are if you’re an event planner, the following emails are uncomfortably familiar.
Event planner email #1: The haggle over details
Wednesday the 4th? Nope, that date won’t work for her. Thursday the 5th? The venue’s not available.
If you’re an event planner, you’re more than familiar with the back-and-forth around major details, as you have to get buy-in from every stakeholder on the date, time, and venue up front. Sometimes you feel like you need a chart just to track all the back-and-forth emails — not to mention all the different opinions.
Speaking of charts, this GANTT chart can help you track the details of your events as you plan.
Event planner email #2: The informal save the date
You have a whole email campaign scheduled for outreach. But there are a few people you really want to make sure save the date — your inner circle and VIP hopefuls, for instance.
At least this email is short and sweet: “Hey you! Just wanted to give you the inside scoop…”
Everyone else can wait for the formal email campaign.
Event planner email #3: The talent schmooze
There’s one particular expert, artist, or performer you’re dying to book for your event. And you’re willing to go the formal route to book them. But just in case, you reach out personally to stroke their ego. Then you back it up with a public tweet tagging them, and a DM — just in case. Too much? Nah.
Event planner email #4: The vendor check-in
You reallllllly want this vendor at your show…but their contact person is more unreliable than your morning train. Just send a “yes” or “no” already!
While you’re waiting for a response to your latest email ping, bone up on how to hire and work with vendors.
Event planner email #5: The cry for tech help
This one is an urgent email to your project management software’s tech team. Your event is coming up, your software won’t stop glitching, and if it doesn’t get fixed in the next five hours, you’re going to LOSE IT.
Event planner email #6: The sponsor plead
This sponsor has to come through. So, hey there, no rush, you’re just curious, but, um, will they SIGN RIGHT NOW PLEASE. You’re not too proud to beg!
If you’re wondering just how to word this one, check out 8 Sponsorship Letter Templates to Hook Event Sponsors.
Event planner email #7: The rally-the-troops
You’re not just in charge of planning and organizing events for your company. You’re also on the hook to get the rest of the staff excited.
That excitement translates to grassroots marketing and internal support, so you’re wording this email very carefully. It must make “fun” sound, well, nearly mandatory.
Here’s how the team at Asana does it.
Event planner email #8: The last-minute panic
You woke up from a naked-at-the-event dream, and now you’re worried. Something isn’t quite right. The event is tomorrow. What did you forget?
You frantically fire off emails to your venue contact, your IT guy, your assistant, and anyone else you can think of. Then you calm yourself down by reading about 5 Nightmares Every Event Planner Has Experienced.
Event planner email #9: The looong rant to a friend
Sometimes you have to work through lunch. And sometimes you have to take a break to furiously type out 500 words in all caps to your ride or die.
Your co-workers are driving you crazy! The venue is not cooperating! No one understands your vision!
Everyone has that one friend who really, really gets it — and loves to hear you vent about it.
Event planner email #10: The genuine thanks
All the excitement, frustration, and worrying is over. It happened. It went great. Now it’s time to give thanks.
This email is one of genuine gratitude to your team and anyone else who helped make it happen.
They say email is a dying format, but as any event planner will tell you, it’s still gold for event communication.
Download The Event Organizer’s Pre-Event, De-Stress Checklist for a step-by-step plan for getting through your next event-planning experience.