This blog will discuss the reasons why these follow up messages are important, what to include in one and how to make them specific to various events.
Why a Thank-You Message Matters After an Event
A thank-you message might seem like a token gesture, but its effect is long term. It is not merely a matter of courtesy, but also about strengthening the relationship between you and your attendees so that they will remember the event and your brand in a positive way.
Let us see why these messages are so significant.
1. Strengthens connections
When you send out a thank-you note, you are rewarding the effort that people made to be present at your event.
- Whether they had to physically travel extensively by taking a break from their working hours, or whether they chose to join online despite their busy schedule, their attendance matters.
- Recognition of this effort can strengthen trust and establish a better relationship with them.
2. Extends the event experience
Most events, no matter the scale, are vibrant, educational, and provide networking opportunities. However, after the event is over, this energy may dissipate quickly, unless it is cultivated.
- A properly crafted message of gratitude can make the experience last longer through the re-discovery of major highlights, the availability of recordings or even provide an overview of behind-the-scenes information.
- This strengthens what the attendees may have learned, and also helps them relive the session.
For instance, when you give a link to a short recap video or presentation slides, you can be assured that the value of your event will be sustained for long after the event concludes.
3. Encourages future engagement
A thank-you message is not just a recap, but also a way of encouraging future prospects.
- Attendees are better placed to come back to your subsequent event or interact with your brand when they feel valued.
- A little encouragement can be added by including statements like, “we would be happy to see you again in our next summit” or “tune in to our next webinar series”.
4. Provides closure
Events are a journey involving the attendees going through stages (anticipation, participation, and reflection).
- The same way in which a thoughtful welcome establishes the initial tone of the event, a thank-you message helps you close the event on a gracious note.
- Otherwise, the event can be incomplete or transactional. Concluding the event with a thank you note helps participants leave with a feeling of satisfaction and warmth.
5. Drives feedback and action
A thank-you message may also be used as a strategic tool to get feedback and take action.
- With a survey link, you encourage attendees to express their views and this will give you a good idea on how to improve.
- You can prompt them to go one step further, i.e., downloading materials, accessing videos, and enrolling in other related events.
Key Elements of a Perfect “Thank You” Message
Your post-event follow up message must be authentic, considerate and intentional. A properly written note must express gratitude and at the same time remind attendees of the value of the event and lead them to further interaction. All of these are important in ensuring that the message is personal, but also professional.
Let’s now deconstruct the key elements that a thank-you message should have, to be effective.
1. Personalized Greeting
How you address your attendee determines how they receive the overall event and its message. An impersonal and cold “Dear Attendee” should be avoided.
Instead, use their first name while addressing them, to add a personal touch. It shows that your message is not a mass mail but rather a hand-written note. Include little details like the session they attended or what they were involved the most with at the event to strike an instant chord.
2. Expression of Gratitude
The follow up ‘thank you’ message needs to show genuine appreciation. It must demonstrate sincere gratitude but also be specific – what exactly do you appreciate, is it their time, energy, or contributions. This clarity helps you take your gratitude beyond obligation.
For example: “We sincerely thank you for taking the time to attend and engage with us at [event name]. The inputs you shared during the panel made the session more valuable and captivating to all.” The use of such expressions renders the message true and unforgettable.
3. Event Recap or Highlights
A quick recap of the main lessons or highlights of the event does not only serve as a reminder of the value that they have earned, but it also leaves them proud to have attended it. Such connections can be reinforced by posting memorable statistics, success stories, or special moments.
For example: “Our product launch with more than 1,000 participants and 300 live chat interactions was really amazing and your presence made it happen.” A recap is also a marketing touchpoint since it reminds them of the experience and places your brand in their minds.
4. Next Steps or Call-to-Action (CTA)
A thank-you note does not necessarily emphasise looking back, but it can also covertly serve to prompt attendees onto the next step.
- Be it listening to event recordings, resources, registering to an upcoming event or filling out a feedback form, a clear call-to-action is a guarantee of further interest.
- The CTA must be an extension of value as opposed to hard selling.
For example: “When you feel like revisiting the discussions, this is the link to the on-demand sessions. We also would like to know your opinion via our brief feedback survey.” Appreciation plus action results in a continuous process of involvement.
5. Warm Closing
The manner in which you end your message of thanks is as significant as the core content of the note.
- Statements such as “We are looking forward to seeing you again at our next event” or “Your support is important to us.” are statements that are used to keep it personal.
- A warm closing statement makes your message more relatable and less transactional- it shows that you are open to further interactions.
Different Formats of Thank-You Messages
The style that you use in writing your thank-you message is a crucial factor when it comes to acknowledging your event attendees. The right format can render your note more authentic, memorable and in tune with the kind of event you hosted.
For example, a large virtual conference may require a professionally composed email whereas a small, personal dinner may need a handwritten note to accompany it. The choice of the appropriate format will make your appreciation reach the attendees in a manner that they will connect with it.
1. Thank-You Email
The thank-you email is by far the most popular and widespread form of the event follow-ups. You can include a combination of text and graphics like branded banners, event photos, or highlight videos using emails.
They may also be interactive as they can contain links to recordings, presentation decks or future events. When dealing with large-scale events, such as webinars, conferences and product launches, emails provide the right solution in the form of personalization as well as scale.
2. Personalized Handwritten Notes
In the digital-first world, the handwritten note seems like a refreshing personal touch. This method is not always feasible with very large events, but is excellent with small, exclusive parties or with the appreciation of VIPs or keynote speakers or sponsors.
A handwritten message is more genuine and valuable, as it cannot be automated. It shows that you actually appreciate the attendee’s presence and contribution.
3. Social Media Shoutouts
The other effective format is the use of social media to publicly appreciate the attendees. You can use platforms such as LinkedIn, X, or Instagram to remind people of the event’s success and express your gratitude to the attendees.
You can label attendees, partners or speakers – this encourages involvement and increases the scope of your gratitude. It is also a format that generates a continuous dialogue about your event and makes your organization community-oriented.
Conclusion
The post event thank you message is not only a nice gesture, but a continuation of the event experience and an opportunity to cement the relationships. Using sincerity and genuineness, and by highlighting the most vital moments, you will be able to guide the audience to the next steps and make it seem to them, something which has a much greater impact on them than the actual event.
Again, whatever form of communication you use, whether it is an email, a handwritten message, a video message, or a social media post, must be in accordance with your company and the occasion.
FAQs
Always begin with a greeting that is personalized with the name of the attendee.
- State the name of the event, attendance, or donation.
- Insert points or conclusions of the event.
- Include helpful links e.g. the recordings of the sessions, the presentations or surveys.
- Conclude in a genial manner and invitation of future events.
- Ideally, this should be done 24-48 hours after the event, when the experience is still fresh.
- Making a follow up on the last day is effective when the conference is over a few days.
- In case it is time-consuming to share recordings or resources, issue a quick message first and send the detailed message in the future.
The message of thanksgiving should not be lengthy. It should not be too long because the attendees might not have time to read a long note. An email usually requires only a couple of brief paragraphs or 150 to 200 words. Instead of jamming all the content in the thank-you note, you should make a separate link or landing page to share other content such as event recording.
Yes, but subtly. The main idea of a thank-you note is to show appreciation, but not to advertise. Nevertheless, you can incorporate subtle calls-to-action, e.g. asking the readers to attend some of upcoming events, subscribe to newsletters, or check out similar resources. The trick is that one should prioritize thankfulness so that the message does not seem like a sales pitch.
Absolutely. It is better to personalize your thank-you notes. As an example, regular attendees can be given a standard, thank-you note with recordings, whereas, VIP guests or key speakers may be given a personalized, handwritten note or even token of gratitude. Segmentation will be used to make each group feel appreciated within a level that is commensurate to their degree of participation.
