Well, folks, the curtains have closed, the lights have dimmed, and the last stragglers have finally stumbled out the door—your event is officially over! But before you kick off your heels and pop the champagne, it's time to show some love to the stars of the show: all the people who made it a success.

As an event planner, connections are key to keep pulling off successful events. Taking time to send thank-you messages to everyone can be the secret sauce to strengthen relationships and build a network of awesome connections for future endeavors.

In this article, we’ll provide you with email templates and guidelines to help you craft your thank-you notes. These are sure to reflect your appreciation and strengthen your relationships with key stakeholders. So, grab your pen (or keyboard), and let's get ready to dish out some heartfelt gratitude.

Writing Guidelines 

When writing your email, it's important to do so in a way that is both professional and personal. These guidelines will help you strike that balance and craft a thoughtful message that event participants will appreciate.

Personalization

Personalize your email’s subject line and greeting with each recipient's name to make them feel valued. This also increases the likelihood of them opening the email!

Timeliness 

Send the thank-you email as soon as possible after the event. The longer you wait, the less impact the message will have.

Gratitude 

Express sincere gratitude for the recipient's participation and contributions to the event. Highlight the positive impact they had on the event's success.

Acknowledgment 

Acknowledge the recipient's specific contributions to the event, such as their presentation, support, or participation.

Invitation for future collaboration 

Invite the recipient to participate in future events or collaborate on future projects. This can help build a relationship and increase the likelihood of future collaborations.

Professionalism 

Maintain a professional tone and avoid using overly casual language or slang.

Attention to detail 

Check for errors and typos before sending the email. This shows that you value the recipient's time and attention.

Streamline communication with event tech

Beyond templates, consider incorporating event management software for drafting, scheduling, and sending event emails to key stakeholders. A good tool will provide:

• Pre-designed templates: Choose from a library of professional email templates tailored to different audiences (speakers, sponsors, attendees, etc.).

• Personalization tools: Insert custom fields like names, companies, and specific contributions for a more personal touch.

• Scheduling and automation: Schedule emails to be sent automatically after the event or at specific intervals.

• Segmentation and targeting: Send targeted emails to specific groups of stakeholders based on their roles, interests, or attendance data.

Benefits of using event tech software:

• Save time and effort: Automate repetitive tasks and avoid manual email drafting.

• Improve efficiency and accuracy: Personalize emails at scale and avoid human error.

• Gain valuable insights: Track email performance and make data-driven decisions.

Without any further ado, on to the templates!

Speakers 

When writing to your speakers, it's always a good idea to show them you paid attention. If the speaker had a particular style or way of delivering the presentation that impressed you, make sure to mention it. Did their energy pump the room up? Was their sense of humor sharper than a chef's knife? Did their speaking tone give you goosebumps in all the right places? Let them know that you noticed and appreciated their unique style.

And speaking of appreciation, if your attendees had some positive feedback to share about the speaker, make sure to pass it along! It's like a virtual high-five, a way of saying "Hey, you nailed it!".

TEMPLATE:

Dear [Speaker Name],

I hope you're doing well! I wanted to thank you for being a speaker at [eventName].

Your presentation on [topic] was received very well by our audience. Many attendees also mentioned that it was one of the highlights of the event.

To give you an idea of the feedback we received, I have compiled some of the attendee feedback here [insert link].

I also wanted to let you know that we have created an on-demand video of your session so attendees who couldn’t make it to your session can watch it later. Please feel free to share it with your network or display it on your portfolio as well.

Thank you again for being a part of [event name]. It was an absolute pleasure working with you, and I hope we get to collaborate again in the future.

Please keep in touch and let us know if there's anything we can do to support you and your endeavors.

Best regards,

[Your Name]

[Your Organization]

Attendees 

No attendees, no event—it's as simple as that! So don't forget to thank them for being a part of your event. A well-crafted thank-you email can not only show your appreciation but also gently nudge them towards taking further action.

Don't hesitate to add a Call to Action—after all, they're already interested in what you have to offer! Invite them to join your mailing list, follow your social media channels, or give feedback through a survey.

And why stop there? If you have any exciting post-event activities planned like a LinkedIn Live or a networking session, let them know! Who knows, maybe they'll be keen to keep the conversation going and take their involvement with your brand to the next level.

TEMPLATE:

Dear [Attendee Name],

Thank you for attending [event name]! Firstly, we want to hear from you. Your opinion is incredibly important to us, and we want to make sure that we continue to deliver experiences that exceed your expectations. Please take a few minutes to complete our survey [Insert link to survey].

We have some exciting post-event networking activities planned, including a LinkedIn Live session where you can connect with fellow attendees and speakers to discuss the event's key takeaways [insert details about the networking activities and any links to registration or other information].

As we revisit the event, we wanted to share some highlights with you, along with a few photos that capture the spirit of the day [Insert a brief summary of some of the highlights from the event and attach photos].

Once again, thank you so much for being a part of our event and community. We're grateful for your support, and can't wait to see you again soon!

Cheers!

[Your Name]

[Your Organization]

Sponsors

A thank-you email to a sponsor is probably the most essential one you will write because they empowered you to pull off an event of that scale. Let them know exactly how their contribution made a difference. Numbers, feedback, and social media stats will do the trick! Be sure to ask how the event benefited your sponsors too, from their experience at the event to their ROI.

Include any photos or videos from the event that showcase the sponsor's logo or branding. This is a great way to show the sponsor the visibility they received through their support.

TEMPLATE:

Dear [Sponsor Name],

I wanted to take a moment to thank you for sponsoring [Event Name]. Your support and partnership played a key role in the success of our event, and we appreciate your participation.

I hope you're happy with the brand visibility you got from the event. I'm also adding a few photos and videos from the event that showed your brand well so you can use them in your campaigns.

We wanted to follow up and ask for your feedback on your experience as a sponsor. Did you feel that your ROI was worthwhile? Did the co-marketing campaign help you achieve your goals? Any feedback you can provide would be greatly appreciated, as we are always looking for ways to improve our future events.

Also, I wanted to let you know that we're currently offering the same sponsorship package for next year's event. If you sign up now, you can lock in the same price and ensure your spot as a sponsor.

Once again, thank you for your support of [Event Name]. We value our relationship with you and hope that we can continue to work together in the future.

Warm regards,

[Your Name]

[Your Organization]

Vendors 

Vendors do a lot of the heavy-lifting when it comes to putting the event together, so don't overlook thanking them for their support. Give them a shout-out for the specific items or services they provided. After all, it's the little things that count, like a perfectly crafted hors d'oeuvre or a stunning floral arrangement that makes the room pop.

You can offer to write them a review or recommendation to help boost their business. This way, you get to strengthen your professional relationship while also giving them the props they deserve.

TEMPLATE:

Dear [Vendor Name],

I wanted to drop a quick note to say thanks for your awesome service at [Event Name] on [Event Date]. Your flexibility and willingness to go above and beyond to make sure everything was taken care of was greatly appreciated. The event wouldn't have been such a success without your help.

Thanks again for being such an amazing partner to work with. I'm excited to work together in the future.

Cheers,

[Your Name]

[Your Organization]

Staff and Volunteers 

Let's celebrate the real MVPs—your team! We all know that event planning can be downright chaotic at times, but having hardworking and passionate people on your side makes all the difference. Encourage them to continue to be involved in future events, as their dedication and commitment are invaluable.

Highlight outstanding contributions. Take note of any volunteers or staff members who went above and beyond their duties and mention them specifically. This lets them know that you noticed their hard work and are grateful for it.

TEMPLATE:

Dear [Staff/Volunteer name],

I hope you've had some time to unwind and recharge after [event name]. I wanted to take a moment to personally thank you for your incredible efforts in making the event a success.

From the very beginning, it was clear that we had a great team of passionate individuals who were committed to making this event unforgettable. Your creativity, professionalism, and tireless work behind the scenes truly made all the difference.

Throughout the event, I was constantly amazed by [insert your feedback - e.g. your positive attitude, your willingness to go above and beyond, your unwavering commitment to excellence, etc]

It was an absolute privilege to work with you, and I feel grateful to have you on our team.

Thank you again for everything that you have done. I am looking forward to our next adventure together!

With gratitude,

[Your Name]

Media 

Want to make a big splash with your events? It's all about cultivating a good relationship with the press. After all, they're the ones who can help spread the word and generate buzz like nobody's business.

So if media coverage helped take your event to the next level, be sure to give them a shout-out and let them know just how much you appreciate their support. And if they need any extra details or quotes for their article, don't hesitate to offer your help.

Remember, a little love for the press goes a long way. So let's show them some appreciation and keep those waves rolling in!

TEMPLATE:

Dear [Media Personnel],

On behalf of our entire team, I wanted to take a moment to express our gratitude for your coverage and support of [event name].

[If there was any pre-event PR, thank them for that here—e.g. Your coverage of the event provided valuable exposure and helped us spread the word about our mission and goals.]

If you need any further information or quotes from attendees for your news article, please do not hesitate to reach out. We would be happy to assist you in any way we can.

We also hope that you found the event to be informative and enjoyable. If you have any feedback on the event or suggestions for future events, please do not hesitate to let us know.

Again, we are grateful that you took the time to attend and report on the event. We value your partnership and look forward to working with you in the future.

Warmly,

[Your Name]

[Your Organization]

A thank-you email is more than just a polite gesture. It's a powerful tool to foster goodwill, receive valuable insights, and improve future events.

So, whether you're sending a note to your speakers or your attendees, remember to be specific and personalize these templates to suit each person. And who knows? Your gratitude could lead to some exciting collaborations and partnerships down the road.

But wait, there's more! Thank-you notes are just the tip of the iceberg when it comes to event communication. As an event planner, your inbox can quickly become a whirlwind of emails – from initial invites to attendee follow-ups. Don't get lost in the chaos! Our comprehensive email resource blog serves as your one-stop shop for every email you'll ever need, throughout the entire event lifecycle.

Explore a curated list of pre-written templates, for each crucial stage of event planning. From the early days of sending save-the-dates to crafting registration confirmations and last-minute reminders, we've got you covered.