eradiant docs

Working with event mailings – examples for content, dispatch and recipient settings

On this page you’ll find concrete recommendations on how to set up typical event mailings in ERADIANT – including:

  • Content (subject, text, building blocks)
  • Dispatch settings (dispatch type, times)
  • Recipient settings (filters, target groups)

This page complements the detailed documentation of

Note: The Ticketing module also has a mailing area for order confirmations and other mails directly linked to ticket purchases; this page focuses on event mailings.

General tips for mailings

  • Choose recipients carefully: Start with narrow filters and widen them later so you don’t accidentally email too many people.
  • Limit sending volume: As a default use Among the first 100 people to keep the number of sent mails low and reduce spam risk.
  • Review recipient preview: Use the preview of the recipient list before you activate automatic dispatch.
  • Clear, direct subject line: Write subject lines in a precise, understandable way so the purpose of the mailing is immediately obvious.
  • Structure content well: Use structured blocks (text + button, separators) so the email is easy to scan.
  • Keep time and location consistent: Make sure dates, times and locations are consistent with the event programme.
  • Use test mails: Always send a test mail before the real dispatch – ideally check it on two different devices (e.g. laptop and smartphone) to verify layout, links and placeholders.

1. Invitation mailing

Content

  • Goal: Get contacts to register / buy a ticket.
  • Example subjects
    • “Invitation to [event name] – get your ticket now”
    • “[Event name]: Early‑bird phase is live – register now”
  • Recommended content elements
    • Short introduction explaining why the event is relevant (benefits, target audience).
    • Key facts at a glance: date, location (or online), format, language.
    • Programme highlights in 3–5 bullet points (keynote, core topics).
    • Strong call‑to‑action button with personal registration / ticket link
      (e.g. button block with personalised link via placeholders).
    • Short note on limited capacity, early‑bird deadline, etc. (if applicable).
    • Optional: link to FAQ / website for more details.
  • Tips
    • Use placeholders for salutation and name to make the mailing more personal.
    • Avoid large attachments – they increase spam risk; link to a landing page instead.
    • Don’t attach calendar invites here (risk of confusion with already booked tickets; see note for calendar attachments).
  • Button with ticket link
    • Link to the ticket shop – either directly to the shop or to the website page embedding the shop.
    • Example: https://eradiant.eu/o/SAMPLE-ORGANIZATION/shop/SHOP
    • Ideally you use placeholders for name and voucher. Append the following to the link (including the question mark):
      ?givenname={{first_name_uri}}&familyname={{last_name_uri}}&mail={{email_uri}}

Dispatch settings

  • Recommended dispatch type
    • Usually “recurring dispatch”:
      • Official initial send‑out (e.g. 3–4 months before the event).
      • From then on, ongoing dispatch to newly added contacts (with “not yet received” filter, see below).
  • Times
    • Plan dispatch for times when emails are typically read (e.g. weekdays between 9–11am).
    • If you use multiple timestamps, spread them across the day.
  • Tests
    • Use Send test email to check layout, placeholders and links beforehand.
    • Double‑check that the CTA button leads to the correct registration process.

Recipient settings

  • Typical filter combination for invitations
    • Ticket status → “No ticket”
      (only people without a ticket should receive the invitation).
    • Unregistered from event → “Not unregistered”
      (exclude people who explicitly opted out).
    • Mailing → “Mailings of this event” + “not yet received”
      (avoid double invitations, e.g. when sending in multiple waves).
    • Optional: Voucher → “Has no voucher” or “Has voucher”
      (if you work with personal discount / free‑ticket vouchers).
    • Optional: Participant category
      (e.g. dedicated invitation for “VIP”, “Speaker”, “Sponsors”).

2. Reminder

Content

  • Goal: Remind people without a ticket to register again.
  • Example subjects
    • “Reminder: [event name] – secure your ticket”
    • “Only X days left until [event name] – are you joining?”
  • Recommended content elements
    • Brief reference to the original invitation (“You already received an invitation to [event name]…”).
    • Repetition of the most important value propositions in a compact form.
    • Note on deadlines (end of early bird, sell‑out, registration deadline).
    • Strong CTA button for registration.
    • Optional: add a new argument (e.g. confirmed speakers, new programme items) so the reminder is not a 1:1 copy.
  • Tips
    • Keep reminders shorter than the first invitation.
    • Avoid too many reminders – fewer, well‑timed mails are more effective.

Dispatch settings

  • Recommended dispatch type
    • For longer campaigns you can use “recurring dispatch”:
      • Start: from first invitation dispatch.
      • End: shortly before registration deadline.
      • Weekdays: e.g. Mon–Fri.
      • Times: e.g. once per morning.
    • Otherwise use “individual timestamps”:
      • e.g. a reminder 2 months before registration deadline.
  • Intervals
    • In the “Mailing” filter use “more than X days ago” so reminders don’t come too close together (set up via “Has received / not received mailing XY”, select “Specific mailing” = invitation, then use the time icon to set the minimum number of days).

Recipient settings

  • Typical filter combination for reminders
    • Ticket status → “No ticket”
      (only remind people without a booking).
    • Mailing → Has received invitation mailing before X days
      • “Specific mailing” = your invitation,
      • status “already received”,
      • optional “more than X days ago” (e.g. 2–3 days) → important so people don’t receive multiple invitations / reminders within 24 hours.
    • Unregistered from event → “Not unregistered”.
    • Mailing → this reminder mailing “not yet received” to avoid duplicates.

3. Info mailing to all registered participants

Content

  • Goal: Inform registered participants about logistics and organisation.
  • Typical content
    • Arrival and check‑in information (address, public transport, parking, doors open).
    • Programme hints (start times of key slots, links to the programme).
    • Information on what to bring / prepare (e.g. laptop, dress code, pre‑event questionnaire).
    • Link to the event website or participant area.
    • Contact details for questions (support email, phone number).
    • Optional: link to a calendar invite or ICS download
      (more suitable here than in invitations, because people already registered).

Dispatch settings

  • Recommended dispatch types
    • “Individual timestamps”, e.g.:
      • 1st info mail: ~7 days before the event.
      • 2nd short info / reminder mail: 1 day before the event.
  • Recurring dispatch
    • Configure recurring dispatch right after the individual timestamp so that later registrations still receive the mailing.
    • For example send every hour so new participants quickly get all information.

Recipient settings

  • Typical filter combination for event information
    • Ticket status → “Has non‑cancelled ticket”
      (only active bookings).
    • Optional: Participant category
      (e.g. dedicated info mails for “Speakers” or “Sponsors” with specific notes).
    • Unregistered from event → “Not unregistered”
      (ensures people who cancelled don’t receive further logistical info).
    • Mailing → this info mailing “not yet received”.
  • Tip
    • Consider whether you need separate mails per role (participants, speakers, sponsors) instead of one very generic mail to everyone.

4. Thank‑you mailing to everyone who attended on site

Content

  • Goal: Appreciate participants, collect feedback and share materials.
  • Typical content
    • Personal thank‑you message (“Thank you for joining [event name]”).
    • Recap in 2–3 sentences (highlights, numbers, special moments).
    • Link to presentations, recordings or downloads.
    • Feedback link (survey, NPS, short form).
    • Optional: note on follow‑up events or newsletter.
  • Tips
    • Keep the mail positive and appreciative, not overly “salesy”.
    • Put the feedback link in a prominent place (button block).

Dispatch settings

  • Recommended dispatch type
    • “Individual timestamps”, e.g.:
      • 1–2 days after the event.
    • For very large events you can configure multiple timestamps to spread the load.
  • Tests
    • Pay particular attention to links to materials and the feedback form.

Recipient settings

  • Typical filter combination for thank‑you mails
    • Ticket status → “Has checked‑in ticket”
      (only people who actually attended on site).
    • Mailing → this thank‑you mailing “not yet received”.
    • Optional: Participant category
      (e.g. separate thank‑you mails for speakers / sponsors).
  • Extended tip
    • You can additionally create a separate mailing for “Has not checked‑in ticket” to address no‑shows with a short note or link to materials (without thanking them for attending).

Summary

  • Invitation mailings: Focus on value, clear CTA, filters targeting contacts without a ticket.
  • Reminders: Cleanly spaced over time, only for non‑registered contacts and with “not yet received” logic.
  • Info mails: Only for active participants, with clear organisational information.
  • Thank‑you mails: Targeted at checked‑in participants, ideal for feedback and sharing materials.