Which Post Event Emails to Send, and When
An event follow up email works because the event is still fresh. Wait two weeks and the same message reads as an afterthought. The fix is to write the follow-up sequence before the show opens, so on the last day you are only filling in links and numbers. Each audience gets its own post event email with its own single ask.
| Audience | When | The one ask | |
|---|---|---|---|
| Thank you | Attendees who came | Within 1–2 days | Open the slides or recordings |
| Survey request | Attendees who came | With the thank you, or a day later | Give feedback |
| Survey reminder | Attendees who have not answered | About a week later | Give feedback before it closes |
| Sorry we missed you | Registered no-shows | Within 1–3 days | Catch up on what they missed |
| Thank you and rebook | Exhibitors | Within a week | Reserve next year's booth |
| Sponsor recap | Sponsors | Once the numbers are in, often 2–3 weeks | Discuss renewal |
| Lead follow-up | Exhibitors to their leads | Within 1–2 business days | Book the next conversation |
Thank You Email After Event Templates for Attendees
The attendee thank you email after an event should deliver something, not just say thanks: slides, recordings, photos or a resource promised from the stage. Send the survey with it or straight after; the questions themselves are in our post-event survey template.
Subject: Slides and recordings from [EVENT NAME] Hi [FIRST NAME], Thank you for spending [ONE DAY / TWO DAYS] with us at [EVENT NAME]. As promised, the session materials are ready: - Session slides: [LINK] - Keynote recording: [LINK] - Event photos: [LINK] One moment people keep mentioning: [SPECIFIC HIGHLIGHT, e.g. the closing panel on procurement]. Next year's dates are [NEXT DATES] in [CITY]. The early rate opens on [DATE]. [YOUR NAME] [EVENT NAME] Team
Subject: [NUMBER] minutes to shape [EVENT NAME] [NEXT YEAR] Hi [FIRST NAME], You were at [EVENT NAME] last week, and we'd like to know what to keep and what to change. The survey has [NUMBER] questions and takes about [NUMBER] minutes: [SURVEY LINK] It closes on [DATE]. [OPTIONAL INCENTIVE, e.g. a discount on next year's registration for everyone who completes it.] Thank you, [YOUR NAME]
Subject: We missed you at [EVENT NAME] Hi [FIRST NAME], We saved you a seat at [EVENT NAME] but didn't see you there. We hope everything is all right. You can still catch the highlights: - Session recordings: [LINK] - Slides: [LINK] Next year's event is on [NEXT DATES]. [IF YOUR POLICY ALLOWS: Your registration can be credited toward it until DATE.] [YOUR NAME]
Exhibitor and Sponsor Follow-Up Templates
Exhibitors and sponsors decide on next year in the weeks after the show. Thank them while the floor is still fresh, offer the rebooking window, and back every claim with figures from your own records.
Subject: Thank you for exhibiting, and first pick for [NEXT YEAR] Hi [FIRST NAME], Thank you for exhibiting at [EVENT NAME]. [COMPANY] in booth [BOOTH NUMBER] was part of what made the floor work. Your show at a glance: - Profile views on the event site and app: [NUMBER] - Link clicks from your profile: [NUMBER] - Leads scanned by your team: [NUMBER, IF AVAILABLE] Returning exhibitors can reserve [NEXT YEAR] space before the floor opens to new companies. Your priority window runs [DATE]–[DATE]. Choose your booth: [FLOOR PLAN LINK] We'd also value your feedback: [EXHIBITOR SURVEY LINK] [YOUR NAME] Exhibitor Services
Subject: Your [EVENT NAME] sponsorship recap Hi [FIRST NAME], Thank you for sponsoring [EVENT NAME] as our [SPONSOR LEVEL]. Here is what your sponsorship delivered. Delivered as agreed: - [BENEFIT 1, e.g. logo in the app's home screen sponsor bar] - [BENEFIT 2, e.g. sponsored session: TITLE] - [BENEFIT 3] What we measured: - [METRIC, e.g. sponsor profile views]: [NUMBER] - [METRIC, e.g. sponsored session check-ins]: [NUMBER] - [METRIC, e.g. average session rating]: [NUMBER] Photos of your activation: [LINK] I'd like to share early options for [NEXT YEAR]. Do you have 20 minutes on [DATE OPTIONS]? [YOUR NAME] [TITLE]
List every benefit you promised in the agreement, delivered or not, and explain any that changed. A recap that quietly skips a missed benefit costs more trust than the benefit was worth. See event sponsorship levels for how benefits are usually packaged.
Trade Show Follow Up Email Templates for Exhibitors
Many organizers include trade show follow up email templates in the exhibitor manual or the pre-show briefing, because exhibitors who turn leads into business come back. The rule is simple: sort leads at the booth, then follow up in order of heat within one or two business days. Notes and interest tags captured with lead retrieval make each email specific.
| Lead | Signs at the booth | Follow-up |
|---|---|---|
| Hot | Named a project, budget or timeline; asked for pricing | Personal email within one business day with a meeting request |
| Warm | Real interest, no timeline yet | Email within two business days with the resource they asked about |
| Cold | Badge scan, little conversation | One short note, then a slower nurture sequence |
Subject: [THEIR TOPIC], following up from [EVENT NAME] Hi [FIRST NAME], Thanks for stopping by our booth at [EVENT NAME]. You mentioned [SPECIFIC NOTE FROM THE SCAN, e.g. replacing your packaging line before the third quarter]. [ONE SENTENCE ON HOW YOU CAN HELP WITH THAT.] Would [DAY] at [TIME] or [DAY] at [TIME] work for a 20-minute call? Or pick a time here: [CALENDAR LINK] [NAME] [TITLE], [COMPANY] [PHONE]
Subject: The [RESOURCE] you asked for at [EVENT NAME] Hi [FIRST NAME], Good to meet you at [EVENT NAME]. Here is the [SPEC SHEET / CASE STUDY / PRICE LIST] you asked about: [LINK] If it would help to talk it through, reply to this email and I'll set up a time. [NAME] [COMPANY]
Exhibitors who want more on working the booth itself can start with how to exhibit at a trade show.
Put Real Event Data in Your Follow-Up
Specific numbers make a follow-up worth reading, but only if they are true. Before the show, decide which figures each email will carry and where each one comes from, so nobody is estimating on the last day.
| Figure | Used in | Typical source |
|---|---|---|
| Session check-ins and ratings | Speaker thank you, sponsor recap | Session check-in and feedback records |
| Survey results | Next year's announcement, sponsor recap | Your post-event survey |
| Profile views and link clicks | Exhibitor thank you, sponsor recap | Event website and app analytics |
| Leads scanned | Exhibitor thank you | Exhibitors' lead retrieval records |
| Registered and attended | Board and sponsor reports | Registration and check-in records |
Follow-Up Mistakes to Avoid
- Waiting until the survey results are in before thanking anyone
- Sending one post event email to attendees, no-shows, exhibitors and sponsors alike
- Quoting attendance or engagement numbers you cannot trace to a report
- Putting three asks in one email, so none of them gets done
- Sending exhibitors a rebooking offer before you have thanked them
- Leaving session ratings and attendee requests for a follow-up unanswered
- Leaving the survey open indefinitely, with no close date and no reminder
For a longer view of keeping the audience engaged until the next edition, read the art of follow-up, and pull your recap numbers into an event debrief and post-event report.
