Email Templates:

Email Template A: How to email cancellations to your ticket buyers
Email Template B: How to email attendees to encourage donation and support of your organisation and/or industry
Email Template C: Communicate with attendees during the unknown

EMAIL TEMPLATE A: How to email cancellations to your ticket buyers

Subject line: An update on [Event Name] in response to COVID-19
Body Copy:
To our fans,

We hope this message finds you well. In response to COVID-19 and in an effort to keep our attendees and staff safe, we have made the difficult decision to cancel [Event Name]. 

We are diligently working to reschedule canceled shows, a complex process with many factors to consider. Upon confirmation of new dates for those events, we will update ticket holders immediately. Here’s what else you need to know:

  • Ticket policy 1 (ex: “Your ticket and seat will be the same for the rescheduled date.”)
  • Ticket policy 2 (ex: “If you are unable to attend the rescheduled date, you can request a refund.”)
  • Ticket policy 3 (ex: “If you are in a position to forego a refund, we humbly ask that you refrain from requesting one in favour of a gift card or donation in your name.”)

As we learn how to navigate these uncharted challenges, we appreciate your patience and understanding. If you’d like to make a donation or donate your refund from a postponed or canceled show, we’ve set up a link for you to do that <here>.

For show updates and upcoming virtual experiences, follow us on [Facebook hyperlink] and [Instagram hyperlink].

We miss you all and cannot wait to have you here again. Stay healthy!

[Sign-off],
Name
Title

EMAIL TEMPLATE B: How to email attendees to encourage donation and support of your organisation and/or industry

Subject line: Your Support Matters Now More Than Ever
Body Copy:
[Greeting], 

We know there’s A LOT going on right now, and our inboxes are overflowing with messages and updates. But we wanted to take a moment to say THANK YOU. You, our loyal fans and attendees, are what fuels our business and ignites our passion for creating incredible experiences. Simply put: we can’t do what we do without you.

Right now our business, among so many others in our industry, is feeling the effects of this shutdown. Although our events have been temporarily paused, the hard work of our staff, operating costs, and continued expenses has not.

We need your support more than ever, so we’ve put together a few ways you can help us continue to do what we do best:

[Insert CTA: Check out our GoFundMe, etc.]

  • Ex. Grab tickets to future events [link to event calendar or venue/ticket packages]
  • Ex. Spice up your WFH uniform with our newest merch 
  • Ex. Purchase gift cards

Whether you’re settling into your home office, figuring out how to keep your kids occupied, or picking up a new hobby, we ask that you continue to support us digitally! 

[Insert social platforms, link to blog]

See what we’ve been up to on [insert Twitch, TikTok, livestream links or video]

Your support means the world to us, and will help us navigate this difficult time. We look forward to being able to gather again, but until then, stay safe, healthy, and remember that we (and Netflix) are here for you.

Can’t wait to see you soon,

Name
Title

EMAIL TEMPLATE C: How to email attendees during the unknown

Subject line: An update during COVID-19
Body Copy:
[Greeting],

We hope this message finds you well. As you know, we have had to make the difficult decision to suspend upcoming events for the time being amid the seriousness of the COVID-19 pandemic. Each day is wildly different from the last and we realise it’s been hard to keep up with the changing protocols, closures, and cancellations.

We appreciate your patience and will continue to humbly ask for it during this time. We are diligently working to reschedule canceled shows, a complex process with many factors to consider. Upon confirmation of new dates for those events, we will update ticket holders immediately. Here’s what else you need to know:

  • Ticket policy 1 (ex: “Your ticket and seat will be the same for the rescheduled date.”)
  • Ticket policy 2 (ex: “If you are unable to attend the rescheduled date, you can request a refund.”)
  • Ticket policy 3 (ex: “If you are in a position to forego a refund, we humbly ask that you refrain from requesting one in favour of a gift card or donation in your name.”)

Finally, we’d like to thank you for your support during this difficult time. With the COVID-19 outbreak, there has been an unprecedented loss of work for our staff. If you’d like to make a donation or donate your refund from a postponed or canceled show, we’ve set up a link for you to do that <here>.

We appreciate your patience and understanding during these hard times. Stay positive and share love, laughter, and light with your friends, family, and community. We miss you all and cannot wait to have you here again.

[Sign-off],
Name
Title