Pre-Event Reminder Schedule for Medicare Seminar RSVPs

Last Updated: March 2026

Once someone RSVPs, the system automatically sends a series of commitment-based reminders to keep your event top of mind. Here's exactly what goes out and when.

This is the exact email registrants receive immediately after signing up:

Hi [Registrant Name],

You're confirmed. Your seat is secured for [your seminar date/time/location].

By registering, you've taken an important step that most people put off, and I want to make sure you get the most out of this experience.

Next step: Someone from our team will give you a quick call within the next day or two to:

Keep an eye out for our call. It'll only take a minute or two.

When you arrive: Plan for 60 minutes of focused, actionable information. Bring your questions. This is your opportunity to get clarity on what matters to you.

Arrive 10 minutes early to grab your materials and the best seat.

Important: We've had to turn people away from recent seminars due to capacity. Your seat is being held specifically for you, which means someone on our waitlist can't attend. If your plans change, please call us at [your phone number] at least 24 hours ahead so we can offer your spot to someone waiting.

See you soon,

[your name & location]

[your email signature]

This is the exact email registrants receive 7 days before your event:

Hi [Registrant Name],

Just a quick reminder that you're registered for [your seminar date/time/location].

Before you arrive, think about this: What's the ONE decision you're worried about getting wrong? Bring it with you. This is your chance to get real answers.

We're seeing strong attendance for this session, and based on questions we've been getting, it's going to be an engaging conversation.

What to bring:

Can't make it? Life happens. If something comes up, please call [your phone number] at least 24 hours ahead. We have people waiting for seats, and I want to make sure no one misses out.

Looking forward to meeting you,

[your name & location]

[your email signature]

This is the exact email registrants receive 3 days before your event:

[Registrant Name],

Three days. That's all that's left until [your seminar date/time/location].

I want to make sure you're prepared to get the most out of this session.

Here's how to maximize your time:

This session is at capacity, and we've had several people reach out hoping for last-minute openings. Your seat is being held, but if something comes up and you can't attend, please call [your phone number] ASAP so someone waiting can take your spot.

Bringing your spouse/partner? Let me know if you haven't already so I can confirm their seat.

See you in 3 days,

[your name & location]

[your email signature]

This is the exact email registrants receive the day before your event:

[Registrant Name],

Just a quick reminder that your seminar is tomorrow: [your seminar date/time/location].

Before tomorrow, expect a quick confirmation call from us at [your phone number]. We're finalizing our headcount for the venue, and I want to make sure you're still planning to attend.

It'll take 30 seconds. Please pick up so we can confirm your seat.

Here's what to do tonight:

Important: If something has come up and you can no longer attend, please call us RIGHT NOW at [your phone number]. We have people on a waitlist who would love to take your spot, and the venue needs our final count.

If you're coming, we'll see you tomorrow. Arrive a few minutes early to grab your materials and settle in.

This is going to be worth your time.

See you tomorrow,

[your name & location]

[your email signature]

Texts follow a similar cadence (confirmation, 7 days, 3 days, 1 day out) with shorter, more direct messaging. The goal is the same: keep the event on their radar without overwhelming them.

The automated reminders create familiarity. Your phone calls create commitment. The two work together.

Two calling windows matter most:

Window 1: Right after they register. Call as soon as possible. They're still thinking about the event. This is when they're most likely to answer and confirm.

Window 2: The day before. This is your final confirmation call. A simple purpose makes it easy: "I just need a final headcount for the venue." This removes last-minute hesitation and reinforces their plan to attend.

Since the system sends its own reminder the day before, your call that day is a natural complement to it, not an overlap. Prospects who receive both the automated message and a personal call show up at significantly higher rates.

Use the reminder schedule as a framework, not a constraint. You don't need to avoid calling just because the system sent something that day.

A good rhythm:

The goal is a live conversation in each window, not just a voicemail. Keep calling until you either reach them or the event passes.

Submit a ticket through the client portal and our support team will follow up.