How to write the perfect post-event survey email

Congratulations! 🎉 Your event was a huge success and your attendees had a blast.

But it doesn't end there. As an event manager or exhibition organizer, it's crucial to gather feedback from your attendees through a post-event survey. This will not only help you understand what worked well and what can be improved for future events, but also show your attendees that their opinions are valued.

In this blog post, we'll share tips on how to write the perfect post-event survey email and provide templates with sample post event survey questions that you can use for your next event.

Jump to section:

• Understanding the importance of post-event survey emails
• Key elements to include in a successful survey email
• Practical tips to maximize participation rates
• Templates for effective post event survey emails
• Take your event insights to the next level

Understanding the Importance of Post-Event Survey Emails

As an event professional, the end of your event marks the beginning of another set of activities. One of the most crucial steps in the post-event process is gathering feedback from attendees. This is where post-event survey emails come into play.

Post event survey emails provide a valuable opportunity to understand attendees' experiences and gather insights that can be used to improve future events. These surveys allow you to gauge satisfaction levels, identify areas for improvement, and gain feedback on various aspects of the event, such as the venue, speakers, agenda, networking opportunities, and overall organization.

By sending out a well-crafted post-event survey email, you can show attendees that their opinions matter and that you genuinely care about their feedback. This helps build a positive relationship and fosters loyalty to your event or organization.

To ensure the success of your post-event survey email, it is important to carefully craft its content, the design, and consider timing of deployment. In the following sections, we will provide you with key elements to include in your survey email, a step-by-step guide for crafting the email, practical tips for maximizing survey participation rates, and templates that you can use as a starting point.

Key Elements to Include in a Successful Post-Event Survey Email

When crafting a post-event survey email, there are several key elements that you should include to ensure its success. These elements will help you gather valuable insights and opinions from your attendees. 

Add an attention-grabbing subject line. Your subject is the first point of contact with your audience after an event, It is very important to make it as catchy as possible, as this will drive high open rates which increases the potential of conversion for you. 

Start with a personalized greeting to make the email feel more personable and tailored to each attendee. This shows that you value their participation and feedback. 

Next, provide a brief introduction that highlights the purpose of the survey and emphasizes the importance of their feedback in improving future events. This will motivate attendees to take the survey seriously and provide thoughtful responses. 

In the body of the email, include clear and concise instructions on how to access and complete the survey. Provide a direct link to the survey and explain how long it will take to complete. Additionally, assure attendees that their responses will remain confidential and anonymous. You can also provide an example of the type of questions they will encounter in the survey to give them an idea of what to expect.

To encourage participation, consider offering an incentive for completing the survey, such as a discount on future events or a chance to win a prize. This can increase response rates and engagement. 

Finally, close the email with a post-event recap or summary. This gives attendees a quick reminder of the event and allows them to reflect on their experience before taking the survey.  

By including these key elements in your post-event survey email, you will maximize participation rates and gather valuable feedback to improve future events.

Practical Tips for Maximising Survey Participation Rates

To ensure that you receive a high response rate on your post-event survey, it is important to consider a few practical tips.

Keep it short and simple

Attendees are more likely to read your email and complete a survey if it is quick and easy to fill out. Avoid lengthy emails and focus on the most important aspects of the event. Keep your survey to a maximum of 10 questions to prevent survey fatigue.

Timing is key

Send out your post-event survey email as soon as possible after the event while it is still fresh in attendees' minds. Waiting too long may result in decreased response rates.

Use a mix of question types

To keep the survey engaging, incorporate a variety of question types such as multiple choice, rating scales, and open-ended questions. This will provide a more comprehensive view of attendees' experiences.

Personalize the survey

Make the survey feel tailored to each attendee by including their name in the email and addressing specific aspects of the event they attended. This personal touch shows that you value their individual feedback.

Provide a post-event example

Include an example of the type of questions they will encounter in the survey to give attendees an idea of what to expect. This will make them more likely to click to start the survey.

Incentivize participation

Offer a small incentive, such as a discount on future events or a chance to win a prize, for completing the survey. This can increase motivation and response rates.

By following these practical tips, you can maximize click-through-rates to your survey, which will enable you to get as much responses as possible for your event from attendees.

Template for Efficient and Effective Post-Event Survey Emails

Crafting the perfect post-event survey email can be a challenging task, but using templates can make it easier and more efficient. Here is a quick template to help you write an effective post-event survey email:

"Dear [Attendee's Name],

Thank you for attending our recent event [Event Name] at [Location]. We hope you had a great time and found it valuable.

We would greatly appreciate your feedback to help us improve future events. Please take a few minutes to complete our post-event survey. [Provide a brief introduction about the purpose of the survey and its importance.]

As a token of our appreciation, you will receive [offer an incentive].

Your opinion matters to us, and your responses will remain confidential and anonymous. Your feedback will assist us in making improvements and creating a better experience for all attendees.

Click here [insert survey link] to access the survey. It will only take [mention estimated time] to complete.

Thank you in advance for your time and valuable input. We look forward to hearing from you.

This template and other possible templates provide a starting point for your post-event survey email. Personalize the template according to your event and audience, and remember to keep the email concise and engaging.

Take Your Event Insights to the Next Level with Explori! 

After your survey, what next? What important insights do you draw from your events? Do you know where youyour events are comparable to those within your industry?

Take your event insights to the next level with Explori. Let's help you:

• Get advanced measurement tools to prove the influence of your event strategy to stakeholders.
  
  
• Benchmark events, understand the best-performing events and optimize budgets to fit.
  
  
• Integrate with other platforms including registration, event apps and CRM systems.
  
  
  
  
• Contextualize event performance, and compare events to the industry standard.