How Many Reminder Emails Before a Webinar?

How many reminder emails should you send before a webinar?

Send three reminder emails before a webinar for most events: one the day before, one about an hour before, and one as the doors open. Add a reminder a week out if people registered far in advance, and drop one if your audience is small and close to you. Each reminder should carry the same join link and one reason to show up.

A simple reminder schedule

This schedule suits most webinars, workshops and masterclasses. Adjust it to how far ahead people registered.

Right after registering: a confirmation with the date, time, time zone, join link and a calendar invitation.
One week before, only if registration opened weeks ago: a short note with one thing they will learn.
The day before: a reminder of the time, the link and what to bring or prepare.
About an hour before: a brief nudge with the link at the top.
As the doors open: we are live soon, here is your link, the lobby is open.

What each reminder should say

Every reminder needs the date, the time with time zone and the join link near the top. Beyond that, give each one a different reason to come. The day-before email can share the agenda or a question to think about. The hour-before email should be almost nothing but the link. The doors-open email can carry a little energy: the countdown is running and the room is filling.

Avoid repeating the whole invitation every time. People already said yes; they need help remembering, not persuading.

When to send more, or fewer

Send more when people registered long ago, when the event is a big moment such as a launch or celebration, or when the time is unusual for your audience. Send fewer when the audience is small, internal or already in the habit of attending, such as a weekly community call or team meeting. Watch replies and unsubscribes after each send. If people ask you to stop, your schedule is too heavy for that audience.

Calendar invitations do half the work

A calendar entry reminds people even when they miss your email. Include an add-to-calendar link in the confirmation and repeat it in the first reminder. Make sure the calendar entry holds the same room link as your emails.

In a BrandedRooms room, the waiting room page shows a countdown and an add-to-calendar button, so a guest who opens the link early can save the date right there. Because guests join the room page in the browser, the link in the calendar works on the day without a download.

Make reminders feel like help

The best reminders read like a friendly host, not a system notice. Write them in the first person, signed by the host, and keep the subject line plain: tomorrow at two, or we start in an hour. Put the practical things first, the link, the time and anything to prepare, and keep the rest to a sentence or two.

For a corporate audience, a reminder can include the agenda and who is speaking. For a community or coaching audience, a short personal line works well: I have saved you a seat, bring one question. Test that every link opens the room page on a phone and a laptop before the first reminder goes out.

Reminders after the event start

If the webinar has started and some registrants have not arrived, one short message five to ten minutes in can help: we have started, here is the link, you have not missed the main part. Send it once. After the event, switch from reminders to follow-up, with different messages for people who came and people who did not.

Frequently asked questions

How many reminder emails before a webinar is too many?+

Usually anything beyond four or five for a single event. Most audiences respond well to a confirmation, a reminder the day before, one about an hour before and one as the doors open. If people start replying to ask you to stop or unsubscribing after reminders, cut one. A small, close audience may need only two.

When should the last webinar reminder go out?+

As the doors open, roughly ten to fifteen minutes before the start. Keep it very short with the join link at the top. Many people decide whether to attend in that final window, and a well-timed message puts the link in front of them right when they are ready to click.

Should webinar reminders include the join link every time?+

Yes. Put the same join link near the top of every reminder, so nobody has to dig for the original email. Use one link that leads to your room page rather than separate registration and meeting links, and make sure the calendar invitation uses the same link.