Definition
An email webinar reminder is a message sent to people who have registered for a webinar, prompting them to attend. It is part of a broader webinar email sequence and exists because registration and attendance are very different — a large share of registrants do not show up without reminders.
Reminders are sent at strategic points before the event, typically on the day before and again shortly before the start, to keep the webinar top of mind and make attendance as easy as possible.
How It Works
Webinar reminders are usually automated through email automation, triggered by the event's scheduled time and sent to the list of registrants. Each reminder reduces friction by restating the value of attending and providing the access link.
- Day-before reminder confirms the date, time, and what the attendee will gain.
- Hour-before reminder delivers the join link and any final instructions.
- Starting-now reminder catches last-minute attendees as the event begins.
The reminders should be brief and action-focused, since the registrant has already committed; the goal is not to re-sell the event but to remove every barrier to showing up.
Why It Matters
Attendance is the outcome a webinar organizer actually cares about, and reminders are among the most effective levers for improving it. Registrants who are reminded attend at far higher rates than those who are not, because busy schedules and forgetfulness, not disinterest, cause most no-shows.
Higher attendance improves the webinar's impact — more live engagement, more questions, and a higher conversion rate from the presentation — so the reminder sequence directly multiplies the value of the event itself.
Best Practices
- Schedule reminders at the day-before and hour-before marks, plus a final nudge at start time.
- Include the join link prominently so attendance is one click away.
- Restate the value briefly to reinforce why showing up is worth their time.
- Send a replay email afterward for those who could not attend, extending the event's value.
Example
A software company registers 800 people for a webinar. It sends a day-before reminder and an hour-before reminder with the join link. Attendance climbs from an expected 30 percent to 55 percent, roughly doubling the live audience and the leads the webinar generates.
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Frequently Asked Questions
Commonly two to three — a day before, an hour before, and optionally at the start time. Too many reminders risk annoyance, while too few leave attendance on the table.
A day before the event, with a shorter reminder an hour before and a final nudge at the start. This keeps the event top of mind without overwhelming registrants.
Most no-shows result from forgetfulness and busy schedules rather than disinterest. Reminders make the event easy to remember and one click away to join.
The date and time, a prominent join link, a brief restatement of the value, and any practical instructions the attendee needs to join smoothly.