The Only Confirmation Email Templates Event Organizers Need

What do crowded rooms, last-minute Christmas shopping, and not receiving a confirmation email after booking a ticket to an event all have in common? 

They create panic. 

That’s why you need a brilliant confirmation email template that puts your attendees’ minds at ease. 

At Eventbrite, we know how important email marketing is. Not to brag, but our open rates are 59% better than the industry average. 

That’s why, in this article, we share what we’ve learned about confirmation emails, some tips on how to write a confirmation email, and give you access to the best event confirmation email examples that’ll help lock in attendees. 

Confirmation email templates and examples

1. Standard ticket confirmation email template

2. Free reservation confirmation email template

3. Early-bird booking confirmation email template

4. VIP reservation confirmation email template

5. Payment confirmation email template

Why your ‘post-ticket purchase’ strategy impacts attendance rates 

For first-time attendees, purchasing a ticket to your event is a bit like a trust fall exercise. They put their trust in the hands of a stranger and hope you’ll catch them, but the risk of being duped never truly subsides. 

That is, until a registration confirmation email hits their inbox — the ultimate peace of mind.  

If something goes wrong, they have proof of purchase, creating a safeguard, proving your event is legitimate, payment has been successfully processed, and they’re eligible to attend. 

Remember that from the moment an attendee discovers your event until the time they walk through your door, they’ll be on the lookout for signs that you can be trusted — and for good reason. 

In 2022, there were 58,859 personal data breaches reported, and that’s in the US alone. This risk also extends to ticket fraud, with residents in Ottawa recently losing upwards of $2,000 on fake Taylor Swift concert tickets. 

Attendees look at obvious factors for verification, like the event checkout quality and social proof through user reviews. But they also observe more subtle elements like the design and usability of your website, how many social media followers you have, and how soon they receive event notifications. 

If they don’t get a receipt within the first few days of their purchase, they can start to question their trust in your brand. It’s a bit like ordering handmade goods from Etsy and not hearing any updates for two weeks —  not a great sign. 

So consistent and reliable communication with a confirmation email can strengthen the trust currency you have with your community. 

Confirmation email templates and examples for different types of tickets 

As an event organizer, you can’t use a one-size-fits-all approach to your confirmation emails — you need to consider the various types of orders you’ll receive for an event, such as VIP packages, or group bookings. 

That’s why we created a customizable confirmation email template for your event that you can download and edit to match the requirements of different ticket types. 

1. Standard ticket confirmation email template

You can use a standard ticket confirmation email for any paid event. It’s your workhorse email template that you refer back to time and time again.

It should include all the essential details of your event, such as the location, duration, your contact information, and a receipt of their purchase. 

This is especially handy when you have several events to organize. For an event creator like City Elite Group, for example, who regularly hosts large gatherings with hundreds of attendees, using an event confirmation email example across multiple events makes the process much smoother.

2. Free reservation confirmation email template

As your free reservation doesn’t need to include payment confirmation, focus on specifying event details and clarifying if there are any paid elements of your event that your attendees should know about. 

For example, DesiSaturdays.Com could utilize their reservation confirmation email template for their next free nightclub event to remind attendees to bring money to purchase food and drinks on the night.

3. Early-bird booking confirmation email template

The early-bird ‘confirm email reply‘ sample should point out the money and stress attendees save by buying tickets in advance. You might want to add a personal touch by including a message, such as ‘Congrats on being our 20th ticket buyer’. 

This strategy is particularly effective if you’re building anticipation for your event through your social media marketing by emphasizing that you have limited tickets that are likely to sell out. 

For example, if you use the same approach as Revel Atalnta and cultivate hype for your events months before launch day, focusing on excitement in your early-bird confirmation email can help maintain the level of anticipation that got attendees to buy a ticket in the first place.  

4. VIP reservation confirmation email template

When it comes to VIP ticket confirmation, emphasize the special treatment they’re going to receive over ‘general admission’ guests. 

Use your order confirmation as the first piece of evidence that a VIP ticket was a worthwhile investment by listing all the bonus features and perks they can expect to enjoy on the night. 

For family-centered event creators, Unicorn World offered a ‘Magical Pass’ special with ‘VIP only’ activities, emphasizing the unique benefits and enhancing the experience. 

5. Payment confirmation email template

A payment email confirmation message confirms an attendee’s method of payment before the event or acknowledges if they’ve secured a deposit or reservation and haven’t paid for their ticket in full.

Businesses such as restaurants, clubs, and event promoters can use this template to formalize and confirm payments. 

For example, NYC Chase Simms Simmsmovement Event Group could use this template for their brunch and cocktail parties that start at $0 but also offer package dining deals on the day.

How to create a confirmation email that instills trust 

Building trust with your attendees takes a lot more than just sending out a generic payment confirmation email template — you need one that looks and feels legit. 

Remember: Almost half of the world’s population are millennials and Gen Z, who’ve been raised by the internet. So they’re well aware that a confirmation email is a strong indicator of a brand’s credibility. Keep your email short and punchy while also providing all the necessary info.

Here’s how it works. 

1. Clear email subject line

Start your email with a straightforward subject line. Don’t overcomplicate the wording or go overboard with the details. Keep in mind that, on average, 347.3 million emails are sent and received every day, so your subject line needs to be attention-grabbing. 

Your email subject line should: 

• Start the sentence with a personal pronoun like ‘you’ or ‘your’.
• Specify the event name. 
• Be shorter than 60 characters. 
• Avoid writing in all caps or including exclamation marks and sales jargon like ‘100% free’ or ‘get it now’ (to avoid being labeled as spam). 
• Include an emoji to increase the chances of people clicking on it.

For example, if you’re an event creator like To The Moon’s that hosts music experiences, your email subject line should cut straight to the chase, not be shrouded in ambiguity, like: 

✅ Your tickets for the House Of Sin 11 Edition After-Hours Event 
❌ Here are your event tickets for our upcoming event

2. Personalized introduction

Next, add a couple of lines to personally acknowledge and thank each attendee for purchasing a ticket. As 82% of US customers seek more human interaction, this small gesture can help cultivate trust with new attendees.

Your introduction should:  

• Include the first name of your attendee in the first line 
• Use a warm and appreciative tone 
• Be no longer than two–three lines 
• Write in short and snappy sentences 
• Thank attendees for buying a ticket to your event 

Let’s say you’re an event creator like Washington DC History and Culture that organizes events around history’s famous artworks. To show attendees you care, design an intro that matches the vibe of your event brand, rather than a bland, boring ‘thank you’ such as:

✅ Are you excited to bring back the boogie and travel back to the 70s tomorrow night? We are, too — and we can’t wait to see you there! 
❌ Thanks for buying tickets to our upcoming event.

3. Order summary and event details

Now, for the most important part: the event details. The order summary and event details section will serve as a reference point for attendees until the event, so you should present it in a clear and organized manner. 

Include: 

• Event start time 
• Venue location 
• Quantity of tickets purchased 
• Total cost of tickets (including tax) 
• Special notes for the day 

Ensure that you maintain complete transparency or any unique requirements that attendees should know. For example, if your event has a non-refundable ticket structure, you should state this clearly on your confirmation email form.  

✅ A kind reminder that all tickets are non-refundable under any circumstance. Thank you for your understanding. 
❌ Please check here to find out more about your ticket information and TOCs 

4. PDF attachments or image QR codes with evidence of tickets

At the end of your confirmation email, always include a PDF attachment or QR code ticket. 

Even if you have a separate app or website for ticket access, such as with Eventbrite’s Check-In app, it’s important to provide evidence of tickets in your email for convenience and accessibility, so even if attendees lose their password, they always have an alternative ticket to rely on.

You should include: 

• The order confirmation number 
• A digital and physical copy
• The name of attendees on the ticket to prevent unauthorized reselling of tickets 
• When the ticket valid is for use 

For example, Royaltynyc could provide attendees with digital tickets for their ‘Climax Fridays’ via email, along with a link to their tickets on the Eventbrite Check-In app, ensuring easy access on the day while also maintaining visibility and security. 

5. Cancellation or refund policy

It’s crucial to have a clear and transparent refund or cancellation policy. Ensure that you’re upfront about how your policy works, and make it easily accessible, avoiding overly complicated terms and conditions. 

You should include: 

• The timeframe for refundable tickets and free cancellations 
• Associated costs for cancellations 
• Any additional requirements for refund payments 

Your refund and cancellation policy should be concise and fair to all attendees. Take an event creator like The Guardsmen, who hosts nonprofits like charity balls. In their refund policy, they might specify that they can’t provide refunds as ticket fees are considered donations.

✅ Please note that all ticket purchases are considered donations, so we’re unable to refund tickets based on ‘change of mind’. To find out more about our TOCs, click here. 
❌ All ticket purchases are final and won’t be refunded.  

Why using Eventbrite’s customizable order confirmation form is a better solution

There might be a better way to manage your event confirmation emails than using a different template for each of your orders. 

Eventbrite’s customizable order confirmation form is made specifically for event organizers.

All types of event creators can use this template, from nightlife curators, such as The Soda Factory to workshop creators like Black Girls Smile. 

When you create an order form for your event on Eventbrite, you can customize the confirmation email template that’s automatically sent to attendees after they purchase a ticket. 

We provide you with the foundation, but you have full creative control over what message you send to attendees, so you can tailor it to suit your unique style. 

The best part is that Eventbrite incorporates artificial intelligence (AI) to assist with filling in details and customizing your email according to your preferences — so you create your confirmation email in half the time. 

You can also use Eventbrite’s comprehensive data analytics feature to track email opening rates.

Plus, if you’re an Eventbrite member, you can send up to 10,000 emails a day, allowing you to seamlessly link your email list and automatically send out a confirmation email once an attendee buys a ticket to your event. 

Use a confirmation email template built for events 

There are plenty of confirmation email templates available on the internet — but are they built for event organizers?

Of course, you can use a template and spend the time tweaking it to suit your event, but we think there’s a better solution… 

Eventbrite’s AI-assisted customizable order form.