Sending reminders is one of the most important parts of hosting online virtual events. Even when people sign up, they can forget the date or time. Reminders help participants show up and feel prepared. Here’s an easy step-by-step guide for sending reminders.
1. Post About Your Event on Social Media
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Share your event on platforms your audience uses: Facebook, Instagram, or Twitter.
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Include:
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Event name
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Date and time
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How to join (link or instructions)
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A short, fun description of what people will do
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Example Post:
“ Fun Craft Friday is coming! Join us on Friday at 3 PM to make paper flowers and meet new friends! Click here to join: [Zoom link]”
Tips:
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Use emojis to catch attention.
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Keep posts short and simple.
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Post at different times: a week before, a day before, and the morning of the event.
2. Post Updates or Sneak Peeks
Share quick updates or teasers leading up to the event.
Example:
“We can’t wait to see your paper flowers tomorrow! Bring your scissors and colored paper!”
This builds excitement and reminds people to attend.
Tip: Include photos, short videos, or past event highlights if you can. Visuals get more attention.
3. Make Personal Calls
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Calling participants can be very effective, especially for those who may not check social media often.
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Make a short, friendly call:
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Example: “Hi [Name], just reminding you about Fun Craft Friday tomorrow at 3 PM! We’d love for you to join. Do you have any questions?”
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Keep it brief and cheerful.
Tips for Calling:
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Prepare a small script so you don’t forget what to say.
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Call 1–2 days before the event.
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If someone doesn’t answer, leave a friendly voicemail.
4. Combine Social Media and Calls
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Social media posts reach many people at once.
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Calls are personal and make people feel special.
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Using both helps make sure everyone remembers and feels welcome.
Example Strategy:
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1 week before: Social media post about the event.
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2 days before: Personal calls to registered participants.
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Day before: Another social media post with tips or reminders.
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Morning of the event: Quick call or social media post saying, “See you soon!”
5. Keep Your Messages Clear and Simple
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Use short sentences and simple words.
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Highlight the date, time, and link.
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Use emojis or symbols to make important info stand out:
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“📅 Friday at 3 PM | ✂ Bring scissors | 🔗 Join here: [link]”
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6. Be Friendly and Encouraging
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People respond better to warmth and energy.
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Smile when you talk on the phone—it makes your voice sound more welcoming.
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On social media, use friendly phrases like “We can’t wait to see you!” or “Join us for fun and friends!”
Tip for Hosts with Disabilities:
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Use a calendar or checklist to keep track of posts and calls.
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Schedule social media posts in advance using tools like Facebook or Instagram scheduling.
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Keep a short calling script ready.
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Take one step at a time and check off each task.
Quick Checklist for Social Media and Call Reminders
✅ Post the event on social media a week before
✅ Share sneak peeks or updates
✅ Call registered participants 1–2 days before
✅ Leave a friendly voicemail if needed
✅ Post another reminder the day before
✅ Send a short reminder on the morning of the event
✅ Highlight date, time, and link clearly
✅ Be friendly and encouraging
✅ Follow up with thanks after the event