Sending Personal Reminder Emails

Sure the Meetup system sends out automatic reminders to members about your events but sometimes it's that personal touch that really makes the difference and gets people to SHOW UP.

Here are a few tips and sample emails from a few awesome Organizers:


Sample #1: Short and simple email to remind everyone about the event & RSVP from Walter.

Folks-

Time to RSVP for next Thursday's Boggle. 18 people have told
me whether they can make it, but a few of you need to let me
know what's what.

Whether the answer's a resounding 'yes', a sad 'no', or an
honest 'maybe, I might be washing my hair that night', click
the URL below for details to let me know:
http://boggle.meetup.com/1/events/4115105/

Peter
Volunteer Boggle Group Organizer

Sample # 2: Reaching out to your inactive member to encourage them to participate from Hilary Moon Murphy:

Hello there!

My name is Hilary Moon Murphy, and I'm organizer for the Twin Cities SF Writer Meetup. I am writing to you because you once joined the Twin Cities SF Writer Meetup but have not been to our site in a while.

Our group has been meeting regularly for 7 months now, and we have had some great Meetups. At our last Meetup, we celebrated the sale of a short story of one of our regular attendees!

Our next Meetup will be on Tuesday, March 8th at 7pm at Eye of Horus at
2717 Lyndale Ave S. Join us for regular monthly Meetup! There will be some short readings, some gossip about the SF writing field, and a chance to connect with other writers and share goals.

We already have 8 'yes' RSVP's and 6 'maybes'; why not add yourself to the list? Visit our site at: http://scifiwriting.meetup.com/2/events

Are there any questions that I can answer for you about our group? I would love to hear from you!

Hmm

P.S. If you are dissatisfied with Meetup or with the Twin Cities SF Writer Meetup, please drop me a note to tell me what you do not like, and I will see what I can do to address it.

Sample #3 – A funny but yet effective way to get members to respond, from Deidre

Greetings Bowling Gods & Goddesses!

This is your weekly harassing/encouraging email asking you to commit your precious free time to the fulfilling joys and excitement of bowling with strangers.

We have NINE, (you read that right), NINE people confirmed for the 15th.

Obviously, they can't be the only fabulous and gorgeous people in the club who got their taxes done early. So where are the rest of the amazingly intelligent, wise, talented and bowling impaired members who inhabit this club?

I get all misty thinking about what fun I could have with you if you'd just come out and play.

Once again, if you were asleep in the last class, unable to get the notes, here's what I'm talking about:

***ACHTUNG! WE HAVE A NEW BOWLING REGIME!***

Since bowling on Fridays is not only popular for our group, and the unwashed masses also enjoy Friday for bowling activities, we must make a reservation in order to bowl.

Making a reservation on-line is:
a. CHEAPER than doing it in person.
b. Guarantees we'll have a lane when we go bowling.

My job, as organizer is to:
a. Confirm with members they are going to attend BEFORE making the reservation.

b. Let all CONFIRMED ATTENDEES know what is their personal cost BEFORE making the reservation. This gives everyone the chance to back out one more time before I spend my hard- earned/misappropriated money to reserve lanes.

c. Reserve a lane for awesomely cool, and may I say beautiful and handsome people, who as a whole, smell good, have wonderful table manners and don't leave crumbs in the bed.

I will only reserve the lane after personally speaking with each member who has confirmed "YES" to attend this event, so if you have NOT done so, PLEASE send me a phone number where you can be reached. Help me, help you, to get out of the house and get your bowl on!

If you haven't already done so RSVP, "yes" or "no" (preferably "yes"):
http://bowling.meetup.com/43/events/4396472/

Your leader/minion has spoken.

Mind me or I'm tellin' yer mom.

Cheers,
Deidre
NYC Bowling Concierge of Reservations

Tip #1 -- Ask them to RSVP even if they are NOT planning to come!

Bill M wrote:

On the premise that "RSVP" is not always understood to mean "tell me whether OR NOT you're coming"... in my announcement message for the dinner event, I included:

Whether your response is 'yes', 'no', or 'maybe'... it's important that you RSVP, using the link below. Thank you!

Tip #2: Include the number of those who have RSVP'ed in the subject of your e-mail reminder!

Bob Watkins had used this to good effect:

I sent a reminder email to the other group I organize, the Bellevue-East Side Bookcrossing Meetup Group. I borrowed heavily from the templates here, reminding everyone that 'No' and 'Maybe' were just as important.

Then I did something different. In the subject line of the email, I put not only the usual meetup, but the current RSVP statistics. It read something like:

April Bellevue Bookcrossing Meetup - 3 Yes, 0 Maybe, 0 No.

Within the hour, I got another Yes and another Maybe! I think maybe people could see without even opening the email, that the event was likely to go - after all, 3 people had already said Yes.

Some related discussions:
Tips for encouraging RSVPs