What is an event reminder?

An event reminder is a message sent before an event to help an invited or registered guest remember what is happening and arrive ready to take part. It repeats the essential details, such as the date, time, location or joining link, and any last practical instruction. A reminder is not an invitation, a sales message, or proof that a person has a place.

The short answer

• A reminder brings an upcoming event back to a guest’s attention. It is sent after the guest has been invited, RSVPed, or registered.
• Its purpose is practical. It helps someone know when, where, and how to join.
• It should match the event. A walk may need a weather note; an online class may need a joining link and time zone.
• It should be limited. Send the few messages that make attendance easier, not a stream of repeated prompts.

A good reminder answers the question a guest is most likely to have just before the event: “What do I need to do now to be there without confusion?”

A reminder is different from a confirmation

A confirmation records an outcome: “You are registered,” “Your RSVP is received,” or “Your request is pending.” A reminder comes later and prepares a person for the date itself. It can repeat a status, but must not make a guest guess whether they have a place.

A host-sent reminder also differs from an alert in a guest’s personal calendar. The iCalendar standard defines a VALARM as an event reminder or alarm that can trigger relative to its start or end. RFC 5545 explains calendar alerts, but hosts should not assume every guest uses the same settings. A direct reminder is where the host can make logistics clear.

Keep the language honest. If a guest is waitlisted, say so; do not send “See you there.” If an event is cancelled or the location changes, make the changed detail unmistakable.

What a useful reminder includes

Begin with the event name and the exact date, weekday, start time, and time zone where relevant. Then add the location, meeting point, or joining link; the arrival time if it differs from the start; and one clear contact route for a problem on the day. Put any action a guest must take near the top: bring a ticket, choose a route, complete a waiver, or join from a particular link.

For an online event, access details should be easy to find. The University of Washington advises hosts to send registered attendees the access link or meeting credentials and include the event’s time zone. Its virtual-event guidance also cautions against posting a private access link publicly, a useful distinction between a guest reminder and a promotional post.

For an in-person event, use the reminder to add only the detail that helps a person get there: an entrance, transit note, parking constraint, weather plan, or what to bring. The event’s permalink should remain the stable reference for the complete details, while the reminder highlights the information most likely to matter now.

Choose timing by the guest’s next decision

There is no universal schedule. Work backward from what guests need time to do. A supper club may need a note two days before to plan a journey; a virtual drop-in may need a short message close to start so guests can find the link. A multi-hour workshop may need an earlier note about materials or a changed venue.

St. John’s University recommends an earlier reminder with the event link for registered virtual attendees, followed by a short message before the event begins. Its planning guide offers a useful principle rather than a fixed schedule: use an earlier reminder for preparation and a later one for immediate access. Adapt that pattern to the decisions your own guests must make.

Use urgency, not habit

Send a reminder when it removes a real uncertainty. The first message might give a guest time to arrange transport, check an address, or tell the host they can no longer attend. A final message can help someone find the right door or open the correct link. If a message does neither, it may be unnecessary. Two focused messages are usually kinder than several nearly identical ones. Re-read each message from the guest’s point of view: does it make the next step easier?

Example: a neighbourhood supper club

A host has confirmed twelve people for a Thursday neighbourhood supper club. On Tuesday, the host sends a reminder with the date, 7:00 p.m. start, apartment building entrance, nearest transit stop, and a note that dinner begins at 7:15. The message asks anyone who can no longer attend to reply by Wednesday morning so the host can plan food.

On Thursday afternoon, the host sends one short follow-up: the door code will be shared at 6:50, the table is on the third floor, and guests should bring a sweater because the balcony doors may be open. This second message adds new day-of information; it does not repeat the whole invitation. The host keeps the event page accurate and sends a reminder only to the people whose attendance status makes the message relevant.

Do not turn a reminder into noise

Do not use a reminder to introduce an unrelated offer, pressure people who have already declined, or repeatedly announce the same countdown. If the event changes, say exactly what changed and whether guests need to do anything. If nothing has changed, keep the note brief and useful.

Guests can set their own calendar preferences. Google Calendar, for example, lets people choose email, desktop, or in-calendar notifications and change how far in advance alerts appear. Google’s notification guidance reinforces a practical host rule: a reminder should carry the information the host controls, while guests remain in control of how their personal calendars alert them. When you are ready to make the event details easy to revisit, create an event in HereNow and write the page so each guest message can point back to one clear source of truth.

FAQ

When should I send an event reminder?

Send it when a guest has a decision or preparation step to make. For a simple local gathering, one message a day or two before may be enough. Add a day-of message only when it provides time-sensitive information, such as a door code, weather adjustment, or online joining link. Match the timing to the event rather than copying a generic cadence.

Should I remind people who have not RSVP’d?

That is usually a follow-up invitation, not an event reminder. Use different wording and send it only when a response would help you plan. A true reminder goes to people who are already invited with a relevant status, such as confirmed guests or registrants. Keep their practical event information separate from any request to make a decision.

What should the subject line of a reminder say?

Make it immediately recognizable: “Reminder: Thursday supper club at 7 p.m.” is clearer than a playful phrase with no date or event name. If there is an essential change, lead with it: “Updated entrance for Thursday’s supper club.” A guest should be able to understand why the message matters before opening it.