How to Let People Quickly Save your Events on their Calendars?

Email is a powerful marketing tool and is perfect for promoting events. Unfortunately, it can also be a pain to set up if you aren’t familiar with the different rules around sending emails. That’s why we’ve compiled this list of best practices that will help you get better results from your next event email campaign:

Craft a compelling subject line.

• Craft a compelling subject line.

The subject line is the first thing people see when they open their inboxes, so you want to make sure it’s relevant and compelling enough to get them to click on your event invite. Use action words like “Join us” or “Save the date”, which will be easy for recipients to understand without having any prior context about your event–and they’ll also encourage people who may not otherwise have opened the email (like busy professionals) do so now! You can also include key details like location, date and time in this section if necessary.*

Set the right time and date.

First, make sure the time and date are correct. If you are inviting people to an event, make sure the time and date are correct. If you are inviting people to a webinar or web conference, make sure that those dates are accurate as well.

Next, set up notifications for yourself so that when someone saves your event on their calendar (and sends an RSVP), it will notify both parties via email so they know their calendars have been synced up together and there’s no need for double checking later on!

Use the right email template.

• Use a template that is consistent with your brand. If you run an event planning company, it’s important to have an email template that matches the look and feel of your website and other marketing materials. This way people will recognize it as being from you, which will make them more likely to take action on the offer inside the email–whether they’re saving a date or forwarding it along to their friends.
• Use a template that’s easy for recipients to follow. If someone receives an invitation from you but isn’t sure how exactly they should respond or what they should do next, then chances are good that person won’t do anything at all! Make sure every step in your process is clearly explained so there aren’t any surprises when people open up these messages in their inboxes (or worse yet: spam folders).
• Use language appropriate for both parties involved in this exchange: sender and recipient(s). Remembering who else might see this message will help ensure everything stays professional throughout all stages of communication.*

A good event email should be clear, concise and easy to follow

A good event email should be clear, concise and easy to follow.

• Use a subject line that is clear and concise. Make it stand out from other emails in your inbox by adding some context about what’s happening–“Join us for our summer picnic!” or “Tune in for our webinar.” You can also use emojis if you want to add some personality!
• Use a template that is easy to follow. If you’re sending out an invitation, consider including all of the information needed in one place so people know exactly what they need to do before they RSVP (or even just save it as an event). This way there won’t be any confusion about whether or not someone has RSVP’d yet; everyone will have access to all of their options right away without having go through multiple steps first!
• Add more details using body text instead of burying them under links at bottom.”

The key to event emails is to make them as easy to follow as possible. Your audience is busy and they don’t want to spend time trying to figure out what you’re asking them do or why they should do it. Make sure your subject line clearly identifies what your event is about, set the right time and date so people know when it will happen, then write in a clear concise manner so everyone can understand what they need from their calendar app by just reading one sentence!

Here’s a step-by-step guide to help you let people quickly save your events on their calendars:

1. Choose a Calendar App: Start by choosing a calendar app that supports event saving, such as Google Calendar or Apple Calendar. These are widely used and compatible with different devices and platforms.
2. Create an Event: Open your chosen calendar app and create the event you want people to save. Fill in all the necessary details such as event name, date, time, location, and any other relevant information.
3. Generate the Event Link: Once you have created the event, look for an option to generate a shareable event link. This link will allow others to quickly add the event to their calendar with just a few clicks.
4. Copy the Event Link: Click on the generate event link option, and a unique URL will be generated. Copy this link to your clipboard.
5. Include the Event Link: Now, you need to include the event link in your event invitation or promotion. This could be an email, a newsletter, a social media post, or any other form of communication you are using to inform people about the event.
6. Encourage Users to Click the Link: In your communication, encourage users to click on the event link to quickly save the event to their calendars. You can emphasize the convenience and time-saving aspect of this method.
7. Open the Event Link: When users click on the event link, it should open in their default calendar app or prompt them to choose a calendar app to open the link. This will allow them to view the event details and add it to their calendar.
8. Save the Event: Once the event link is opened, users will typically see an option to save or add the event to their calendar. They can choose a specific calendar (if they have multiple) and customize any additional settings.
9. Confirm Event Addition: After saving the event, users should receive a confirmation message indicating that the event has been successfully added to their calendar.
10. Provide Alternative Options: Finally, it’s helpful to provide alternative options for users who may have difficulty using the event link. For example, you can include manual instructions on how to add the event to their calendar or provide contact information for assistance.

By following these steps, you can ensure that people can quickly and easily save your events to their calendars, increasing attendance and engagement.

FAQ:

1. Q: Why is it important to allow people to quickly save events on their calendars?

• A: Allowing people to save events quickly on their calendars improves event attendance and engagement. It ensures that attendees have a reminder, leading to better event planning and participation.

2. Q: What is the most common way to enable people to save events to their calendars?

• A: The most common method is to provide an “Add to Calendar” button or link within event invitations or web pages. This button allows users to import event details directly into their calendar apps with a single click.

3. Q: Can you explain the steps to create an “Add to Calendar” button for events?

• A: Certainly! To create an “Add to Calendar” button, you need to generate a calendar file (ICS format) containing event details. Then, create a hyperlink or button on your event page that links to the generated ICS file. When users click, their calendar app opens with event details pre-filled.

4. Q: Are there specific formats for the calendar files that different apps support?

• A: Yes, different calendar apps support various formats such as ICS (iCalendar), .ics, and .ical. It’s best to generate ICS files, as they are widely supported by popular calendar applications like Google Calendar, Outlook, and Apple Calendar.

5. Q: Can I integrate “Add to Calendar” functionality into email invitations?

• A: Absolutely! You can include an “Add to Calendar” link or button directly in email invitations. When recipients click the link, the event details will be added to their calendars. This feature is especially useful for webinar or online event invitations.

6. Q: Are there third-party tools or plugins that simplify the process of adding events to calendars?

• A: Yes, there are various third-party tools and plugins available that streamline the process. These tools often provide customizable “Add to Calendar” buttons, making it easier for event organizers to implement the feature without coding.

7. Q: How can I ensure compatibility with different calendar apps and platforms?

• A: To ensure compatibility, generate ICS files with universally recognized event properties. Additionally, thoroughly test the “Add to Calendar” feature across different devices and platforms to confirm seamless integration with various calendar applications.

8. Q: Is it possible to track how many attendees have added the event to their calendars?

• A: Tracking individual calendar additions can be challenging due to privacy constraints. However, you can track the overall effectiveness of your “Add to Calendar” feature through analytics to gauge user engagement.

9. Q: Can attendees receive automatic reminders after adding an event to their calendars?

• A: Yes, most calendar applications allow users to set automatic reminders for events they add. Attendees can customize these reminders based on their preferences, ensuring they receive timely notifications.

10. Q: How can I encourage attendees to use the “Add to Calendar” feature effectively?

• A: Encourage attendees in your event communications to use the “Add to Calendar” feature for timely reminders. Provide clear instructions and offer support if needed, ensuring a seamless experience and maximizing event attendance.