8 Functional Email Templates for Event Planners

Updated: January 19th, 2023

Event planning has now been taken to the next level. We are actually at the age where events are looked after due to the enjoyment that it gives.

This paves way for event planners to have more bookings. However, due to the rising competition, it is always better to stand out and it becomes possible if you do your job well.

Email campaigns are always effective. But be sure that you have the right spiels. Regarding that, you can make use of the following email templates for event planners to ensure that your event planning processes will be much more efficient.

Here are 8 free event planning business email templates to use in 2022 that will save you time and help you with your email marketing efforts.

Christmas Event Email Template

title=Waiting For You On Our Christmas Dinner Hi there,

I’m coordinating our company’s annual Christmas dinner and would love to get some more information on your venue. The event details are listed below:

  • [Date]
  • [Time]
  • [Number of guests]
  • [Cocktail reception vs. plated dinner?]
  • [Open bar vs. consumption?]
  • [Budget per person ]
  • [A/V requirements]
  • [Any other special requirements]

Please advise on the items below. If possible, a response in 48 hours is appreciated.

  • Availability on dates and time
  • Room capacity
  • Food menus
  • Drink menus
  • Estimated cost per person (inclusive of tax and gratuity)
  • A/V costs

I look forward to hearing from you.

With thanks.


Special Event Teaser Email Template

title=Special Announcement Hey (Guest Name),

We’re happy to announce our monthly (Event Name) happening at (Location/Venue Name). More exciting details and event information will be shared with you in the coming weeks.


Stay Tuned and don’t forget to follow us on (Social Media Links)


Learn more about starting an event planning business:

Where to start?

-> How much does it cost to start an event planning business?
-> Pros and cons of an event planning business

Need inspiration?

-> Other event planning business success stories
-> Examples of established event planning business
-> Marketing ideas for an event planning business
-> Event planning business names
-> Event planning business Instagram bios

Other resources

-> Event planning business tips
-> Blog post ideas for an event planning business
-> Event planning business quotes

Christmas Inquiry Email Template

title=Special Announcement Hey (Guest Name),

I’m happy to assist with planning the annual Christmas dinner but need a few more details. Can you please reply with your inputs below?

  • Preferred vendors/venues?
  • Preferred dates and time?
  • Within city limits?
  • If outside, please indicate maximum commute time
  • Company-wide or departmental?
  • Can employees bring their significant other?
  • Maximum budget per person?
  • Alcohol budget?
  • Transport budget?
  • Misc details like door prizes, special guests, entertainment?

Please provide the info outlined above, or if you prefer to discuss in person, let me know when you are available to chat.



Events Logistic Summary Email Template

title=Things You Need To Review Hi [Boss],

Below is a logistics summary of the annual Christmas party for your review.

  • [Date]
  • [Timeline]
  • [Venue]
  • [Confirmed number of guests]
  • [Menu]
  • [Any special items to note like A/V, entertainment or door prizes]
  • [Overall estimated costs]
  • [Schedule of events/speaking schedule]

If you have any questions or concerns, don’t hesitate to let me know.

With thanks.


Follow Up Invitation Email Template

title=It’s not too late – Reimagine Experience registration is still open There’s still time to register for Reimagine Experience, Name.

On [Date and Time], join thousands of marketing and event leaders to discover 2021’s biggest event trends and reimagine how we design the attendee experience.

PLUS – we’ll be featuring a speaker from the NBA to share how COVID-19 changed their approach to the attendee experience.

You’ll also hear from speakers at American Express Global Business Travel, Financial Times, MC2, & more! Don’t miss these exclusive sessions: - Two NBA sessions where we’ll be talking about The Bubble - Interactive thought huddles where attendees can volunteer to ask thought leaders their most pressing questions - An inspiring keynote from CEO about the outcomes-based future of events RSVP NOW (hyperlink)




Urgent Reservation For An Event Email Template

title=Save Your Spot Today Hi Everyone,

Just a reminder that [event name] is only [number of days, weeks] away.

Space may be limited so if you haven’t RSVP’d to [name], be sure to save your spot today!

  • [Event date]
  • [Venue, address]
  • Doors Open at [time]
  • Dinner starts at [time]
  • Entertainment from [time] to [time]
  • [Dress code] attire

Please RSVP to [name] by [date]. Please note any food allergies/diet restrictions.

Hope to see you all there!


Appreciation Letter For An Event Email Template

title=A Letter of Appreciation Hi everyone!

A huge thanks to all for attending [event name]! It was such a pleasure to celebrate with you and we hope you truly enjoyed yourselves.

A special thank you to [volunteers, sponsors, helpers] who assisted with [their tasks]. The event would not have been the same without you!

Here’s to the next [event name]!


Client Inquiry For An Event Email Template

title=You'll Need To Answer a Few Questions... Hi Everyone,

We’re excited to see you all tonight [or tomorrow].

Here are the final details for [event name]

  • [Venue, address]
  • Doors Open at [time]
  • Dinner starts at [time]
  • Entertainment from [time] to [time]
  • [Dress code] attire
  • Parking at [location]
  • On-site contact for questions or concerns: [name, number]

See you all there!


25 Event Planners Email Subject Lines You Can Use

Here's a list of 25 popular email subject lines you can use for event planning

  • Want more event planners?
  • Event planning? As easy as 1,2,3
  • How To Manage An Event Like...
  • When does the party start?
  • Looking for your next event planner?
  • Do you know how much your event is costing? Learn how to save.
  • Planning an event? Make it a magical one!
  • An Event You Want to Have
  • If you were an event planner, what "event" would you not want
  • New to planning your event? Don't worry, we've got you covered
  • Event success in just 7 Steps
  • Planning a successful event?
  • Your event will be the talk of the town.
  • Looking for the perfect place to hold your event?
  • Are You Creating Events Or Destroying Relationships?
  • Calling all event planners -- save the date
  • This party is going to be the best event ever. I can't wait
  • Two Projects. One Event.
  • Hey! I'm hosting an event on the [date] at [venue]
  • New Year's Eve party you CAN'T miss.
  • Opening event – join us!
  • Receive your FREE personalized wedding schedule
  • Want to host the best back yard party of the season?
  • Are you planning something big coming up?
  • You're invited to a complimentary live webinar on [insert date and time]


Below we detail the most common questions as it relates to event planning business for email.

Why event planning is more than a sustainable business?

  • You can meet not only clients but new friends as well
  • It is a great door of opportunity for another business venture
  • The pay is actually decent enough to make a full-time living out of it

Why using event planner email templates is actually a good thing?

  • It speeds up the process of sending out invitations
  • You will have a higher productivity percentage
  • This helps you send out bulk emails to your prospects

What kinds of event do event planners can accommodate?

  • Weddings
  • Birthday parties
  • Anniversaries
  • Company townhalls
  • Business meetings and events
  • Sponsorships
  • Sporting events
  • Seminars
  • Trade shows and expos
  • Private events
  • VIP experiences

What are the different process of event planning?

  • Budgeting
  • Establishing timelines
  • Selecting
  • Reserving the event sites
  • Acquiring permits
  • Food planning
  • Coordinating transportation


Email templates that are made specifically for event planning will help you grab your prospective client's attention. These free email templates can be really effective in getting your event planning career started, can approach new prospects, or retain old clients. As a result, they will help your business grow.

Take your event planning skills to the next level by becoming more efficient in email campaigns. Use these above templates added with the necessary customization and start sending emails. You are bound to see results sooner or later.

meet the author
Ankita Ghosh

I'm Ankita Ghosh and I am working with Starter Story as a content creator for more than a year. I write content around various business-related topics with the goal of helping small businesses launch and grow.