Communicate with Event Users Effectively With Our New Email Marketing Features

When planning an event, there’s a lot that your team needs to set up. Putting all your energy into organizing the event is not enough. Event promotion demands the same amount of attention; you need to get the word out in order to attract attendees and sponsors. 

Email marketing continues to be the most effective digital marketing strategy, as nearly 69% of marketers use it to distribute their content. Keeping this in mind, vFairs now empowers its clients to create customized email templates, use AI to generate email copy within minutes, and send it to various audience segments, right from within the application. 

vFairs Email Builder

Our new modular email builder lets event organizers launch their entire email marketing campaign and boost event ROI. Here’s how:

  • Design emails from scratch with our easy-to-use drag & drop builder or choose from our existing templates.
  • Create email lists and target specific audience segments.
  • Set up triggers to send automated emails to your audience.  
  • Pre-schedule your emails as you build your campaign. 

Here are some tips for making the most of this update: 

  • Announce new events with pre-event emails
  • Engage offline attendees with event reminders once the event goes live and stay top of mind.
  • Share event announcements or activity details by sending emails to online attendees
  • Collect post-event feedback with surveys and forms sent through post-event emails.

How to Use It

  • Navigate to your email tab from your vFairs dashboard.
    vfairs email marketing
  • Simply drag & drop the content blocks, customize as you go, and hand-tailor the email for your campaign requirements.
    vfairs email marketing builder
  • If needed, create audience segments you’d like to target your various emails to. 
  • Choose your mailing list, schedule the email, and get the word out!
    vfairs email marketing builder - scheduling

vFairs AI Assistant

You can use the vFairs AI Assistant and AI-powered email builder to create email titles and body copy within a few minutes. This is a fantastic addition for event marketers who want to get the word out about their event and promote any special offerings. It reduces the time to market your event and helps you create marketing collateral in a fraction of the time.

All you have to do is select the AI-powered email builder and fill out the small form with a few event details. No need to worry about adding the event date, and time, or even writing up the entire prompt yourself – our AI integration is the easiest thing you’ll ever use! AI will generate pre or post-event email copies with an email subject line in just a few seconds and you can edit the output however you like as well.

After the email is generated, you can choose to send it right away or schedule it for later. 

Custom Email Segments

When you have created the perfect email design and copy through the vFairs email writing powered by ChatGPT, it is time to send it to your audience. We have enabled a bunch of different email segments that event marketers can use to send the right email to the right user. 

You can choose to send the email to all users or a specific group such as exhibitors, attendees, speakers, etc. These segments can be further divided up as well based on your preferences. For example, sending an email to logged-in users or virtual exhibitors only, etc.

Email Segments for Exhibitors

Exhibitors are one of the most important user lists for any event organizer and getting the necessary information to them is a key focus. Event marketers can’t send the same email to every exhibitor and spam them with irrelevant information. Therefore, you can use the exhibitor email segments to send emails only to the ones that need them. The different exhibitor segments are:

  • In-person exhibitors
  • Virtual exhibitors
  • All exhibitors 
  • Custom segment 

The custom segment allows you to search for a particular exhibitor through their email ID or username and then send an email to them.

You can also send an email to booth representatives contactPoCs through a special email segment created just for them. This can be an efficient way to get in touch with the organization hosting the booth and make sure that the information you’re sending doesn’t get lost in the mail. This segment can be used to send out booth notifications, payment reminders, any changes to the event details, etc.

Email Segments for Attendees

Event marketers and organizers also need to send event information, reminders, and updates to the attendees who’ve signed up for the event. However, similar to exhibitors, not all emails need to be sent out to everyone. Here are some of the pre-existing email segments for attendees at the event:

  • All Attendees
  • All Active Attendees
  • All Inactive Attendees
  • Attendees who logged in
  • Attendees who didn’t log in
  • Attendees who registered in a specific date range

These email segments can really enhance your promotional and drip email campaigns for the event as you can target them more accurately. 

You can also easily create customized segments through the backend and add a segment rule according to your preferences. 

Key Takeaways

The email builder, AI-powered tools, and customized email segments are great tools for event marketers and organizers. Event marketing capabilities of the vFairs backend enable you to send out event promo materials, updates, and other information to the relevant users. 

You can also read our event marketing guide if you want to know more about how you can boost your event marketing efforts.

Communicate with Event Users Effectively With Our New Email Marketing Features

Syeda Hamna Hassan

Hamna is a Senior Content Marketer at vFairs. She has over 6 years of experience writing content for SaaS, IT, and telecommunications industries. She is a storyteller, content marketing expert, and loves to write about the changing trends in the events industry. When not writing, she's over analyzing every FC Barcelona game.

Host Your Virtual, Hybrid & In-person Event

Our responsive project managers provide end-to-end event support to help you host incredible experiences for your audience.