Webinar and seminar reminder texts that boost attendance
Many registrants never show up to webinars and seminars. A few well-timed texts close the gap. The reminder schedule, what to include, and how to follow up with no-shows.
·4 min read
Webinars, workshops, and in-person seminars are a common way to generate leads for insurance agents, financial professionals, and many other businesses. They share a frustrating problem: a large share of the people who register never attend.
Email reminders get lost. A text arrives on the phone people carry everywhere, and a short reminder at the right moment brings more registrants through the door.
Ask for texting permission at registration
Add an optional phone field and clear consent language to the registration form: that they agree to receive event reminders by text, and can reply STOP to opt out. Keep the consent specific to reminders if that is all you plan to send, and only expand to marketing messages if they agreed to that too.
A reminder schedule that works
Three texts cover most events without becoming a nuisance.
- ✓Confirmation at signup, with the date, time, and time zone
- ✓Reminder the day before
- ✓Final reminder about 15 to 30 minutes before start, with the join link or address
Make joining effortless
The final reminder should contain everything needed to attend with one tap: the join link for a webinar, or the address and parking details for an in-person event. Always state the time zone for online events. Use a link on your own domain rather than a public shortener, which carriers often filter.
Follow up with attendees and no-shows differently
After the event, send attendees a thank-you with the next step, such as booking a one-on-one review. Send no-shows a short message with the recording or the next session date. Neither message should be a hard sell; the goal is to keep the door open.
Time zones and rescheduled events
Online events draw registrants from several time zones, which is a common cause of missed sessions. State the time zone in every message, or better, send reminders based on each registrant's local time. If an event is rescheduled or cancelled, text registrants promptly with the new details; a clear update prevents a room full of confused people and shows you respect their time.
For recurring events, invite no-shows to the next session rather than treating them as lost. Many of them wanted to attend and simply could not that day.
Key takeaways
- →Collect texting consent on the registration form.
- →Send a confirmation, a day-before reminder, and a final reminder.
- →Put the join link or address in the final reminder, with the time zone.
- →Use your own domain for links, not public shorteners.
- →Follow up with attendees and no-shows separately.
Put this into practice with Text2Sale
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Frequently asked questions
How many reminder texts should I send for a webinar?
Usually three: a confirmation at signup, a reminder the day before, and a final reminder 15 to 30 minutes before the start.
Can I send marketing texts to webinar registrants?
Only if their consent covers marketing messages. If they agreed only to event reminders, keep your texts to reminders and follow-up about that event.
Should I use a link shortener in reminder texts?
Avoid public shorteners, which carriers often filter. Use a link on your own domain.