Event Communications: Email Suggestions

1. Confirmation Email 

Frequency: Sends immediately

Purpose: Provide a custom message to your donor or ticket buyer when they purchase a ticket or item or make a donation from your event landing page.

What to Include:

• General thank you 
• For in-person events, reiterate the event name, date, time, and location
• Any important next steps

Sample Copy:
{ { DONOR.FIRSTNAME } },

Thank you for registering for { { CAMPAIGN.NAME } }! We’re thrilled to have you join us on [Event Date] at [Event Location]. Get ready for an inspiring evening of community, connection, and giving. We’ll send more details as the event gets closer. If you have any questions in the meantime, please reach out to us at [Contact Info].

1.1 CONDITIONAL RESPONSE

Purpose: Conditional Response rules let you append a customized message to the confirmation email, depending on how the donor engages with your event.

What to include:

• Specific thank you & additional information
• Clear instructions for deliverables: If the sponsor needs to provide you with something (e.g., logos, business cards, promo items), explain what, where, and when.

Sample Copy:

{ { DONOR.FIRSTNAME } },
Thank you for registering for { {CAMPAIGN.NAME } }! We’re thrilled to have you join us on [Event Date] at [Event Location]. Get ready for an inspiring evening of community, connection, and giving. We’ll send more details as the event gets closer. If you have any questions in the meantime, please reach out to us at [Contact Info].

Additional Information:
We deeply appreciate your support through the ’s VIP Swag Sponsorship. Please deliver your business cards (quantity: 200) to 1234 Apple St by July 1 so we can include them in our VIP guest swag bags.

2. Guest Cart Receipt Email (at the event-payment processed):

Frequency: Sends immediately

Purpose: Sent automatically when a guest makes a purchase or donation during the event (e.g. item for sale, giving level, raffle ticket). This will also include an itemized list of purchases and FMV calculation, if applicable. If left blank, the confirmation email will be used.

What to Include:

• Confirmation of the purchase/donation
• Thank you message
• Mention if further action is needed (e.g., pick up details)

Sample Copy:
{ { DONOR.FIRSTNAME } },

Thank you so much for your generous support during the { { CAMPAIGN.NAME } }! This email confirms your recent ${ { DONATION.AMOUNT } } contribution/purchase. If your item requires pickup or delivery, we’ll follow up with instructions soon. Your support helps us [brief mission impact statement].

3. Event Reminder Email (optional to turn off):

Frequency: Sends 3 days & 8 hours before your event’s start time. Option to schedule.

Purpose: Sent a few days before the event, this email shares important event details, offers the option to pre-authorize a credit card, and helps build excitement. It may also include the guest’s QR code check-in pass and the option to print a physical ticket.

What to Include:

• Friendly reminder of the event time, date, and location
• Parking, check-in details, or dress code info
• Encouragement to pre-register guests or pre-authorize a card

Sample Copy:
Hi, { { GUEST.FIRSTNAME } },
We can’t wait to see you at { { CAMPAIGN.NAME } } on [Event Date]! The event begins at [Time] at [Location]. Please be sure to arrive a few minutes early to check in and enjoy all the festivities. To make check-in faster, you can pre-authorize your credit card using your unique link below. Questions? Contact us at [Contact Info].

 

4. Guest Info Request Email (optional to turn off):

Frequency: Sends 10 days & 4 hours before your event’s start time. Option to schedule.

Purpose: Sent to any ticket or table purchaser who hasn’t yet submitted guest names.

What to Include:

• Enter Guest Information: Click the blue UPDATE GUEST INFORMATION button in your email to provide names, contact details, and meal preferences for your guests.
• Submit by [Insert Deadline]: Help us plan ahead by submitting guest info before the deadline. Note: Guests can still register at the door if needed.
• Why It Matters: Providing this information early ensures a smoother check-in, clear communication, proper paddle assignments, and accurate meal selections.

Sample Copy:
Thank you again for your [ticket/table] purchase!
 If you bought multiple tickets, we kindly ask that you provide the names, email addresses, phone numbers, and any dietary restrictions for your guests. Sharing this information in advance helps us streamline the check-in process and ensure everyone receives important event updates.

To submit your guest details, simply click the UPDATE GUEST INFORMATION button below.

 

5. Authorize Card Reminder (optional to turn on):

Frequency: Option to schedule.

Purpose: Encourages guests to pre-authorize a credit card before the event to speed up check-in and purchasing.

What to Include:

• Explanation of benefits (faster check-in, less waiting in line)
• Assurance of security
• Button to complete pre-authorization- AUTHORIZE CARD

Sample Copy:
We are looking forward to seeing you at { { CAMPAIGN.NAME } }! Want to breeze through check-in? Pre-authorize your credit card now, so you’re ready to bid, donate, and purchase the night of the event without a hitch! Your information is secure, and you will only be charged for actual purchases. Click the AUTHORIZE CARD button below.

 

6. Post-Event Guest Email (optional to turn on)- manually schedule

Frequency: Option to schedule.

Purpose: Thank guests, share impact, provide receipts or instructions for items, and invite continued involvement.

What to Include:

• Heartfelt thank you
• Highlights or outcomes of the event
• Instructions for item pickup (if needed)
• Invite to stay connected or attend future events

Sample Copy:
Thank you for making { { CAMPAIGN.NAME } } such a success! Your generosity helped us raise [Amount or Goal] for [Mission Statement]. If you made a purchase or donation, your receipt and pickup instructions were automatically sent to your email on file when your preferred payment method was processed. We’re so grateful for your support! Stay connected with us [Hyperlink CTA for socials or website] for more ways to make a difference!

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Need Additional Help?

We're here to assist you in any way we can. Don't hesitate to reach out to support@betterunite.com

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