A well-planned event, a solid guest list, and great energy behind the idea. Sign-ups roll in. It’s looking promising. Then… the big day arrives. And those seats? Still waiting for people to sit in them.
It’s not just about registrations, it’s about making sure people actually come.
If you’re putting your time, budget, and energy into planning something valuable, you want those RSVP numbers to turn into real faces in the room (or names in the virtual chat). This blog is for every event organiser who’s had enough of no-shows and is ready to fill those seats. It’s straight-talking, action-packed, and doesn’t require a marketing degree to understand. These steps are based on real strategies used by professionals who run successful events, both big and small, all year long.
Let’s turn those RSVPS into real-time guests who are excited to attend.
1. Start with a clear and catchy event name
If your event name sounds boring or confusing, people will scroll right past it. Use a title that tells people exactly what they’re getting and why it matters. Keep it short and memorable.
Try this:
Instead of “Annual Marketing Conference,” go with “Marketing Made Easy 2025.” It’s sharper, easier to remember, and tells them what they’ll gain.
2. Build a landing page that does the talking
Your event page should instantly answer three things:
- What is the event?
- Who is it for?
- Why should they care?
Use big, clear text. Add bullet points for key details (date, time, location, speakers). And include a strong CTA button like “Save Your Spot” or “Join the Guest List.” A good page loads fast, works well on mobile, and doesn’t overwhelm visitors with too much fluff.
3. Warm up the crowd before registration opens
Don’t wait until the event page goes live to build hype. Tease the event early. Share behind-the-scenes content, sneak peeks, or speaker intros on social media. Send teaser emails to your list.
Use countdowns, quick polls, or “something exciting is coming” stories to spark curiosity and early interest.
4. Give them a reason to act now
Create urgency with early bird offers. Whether it’s:
- Discounted ticket price
- Access to a private networking session
- A free bonus (PDF guide, checklist, webinar replay, etc.)
This not only fills your guest list faster but also gives you momentum to market with real numbers.
5. Keep the sign-up process simple
Shorter forms = more signups. Because no one wants to spend five minutes filling out a form, keep it brief: ask only what’s needed – name, email, maybe a phone number. That’s it.
Skip the unnecessary questions unless absolutely needed. If the form feels like a job application, people will quit halfway.
Design matters too. Your registration page should be clean, mobile-friendly, and have one big, obvious button: Sign Me Up.
According to HubSpot, simplifying a form from four fields to three can increase conversions by over 50%.
6. Make your confirmation email pop
A friendly tone goes a long way to create a connection and excitement.
Right after they sign up, send a confirmation email that thanks them, reminds them of the details, and gives a reason to get excited. Personalise it using their first name. Include a link to add the event to their calendar.
Add a short video from the speaker or host saying, “Can’t wait to see you there.” These little things help people form a connection and remember your event.
7. Send smart reminders that stick
People are busy, and their inbox is noisy. That’s why reminders matter. Set up automated nudges:
- One week before.
- Three days before.
- One day before.
- Morning of the event.
Keep it casual and helpful. Include key info (start time, location, what to bring). Also, include a link to reschedule or cancel, so you can track who’s really coming.
8. Create that “I can’t miss this” feeling
Use FOMO the Right Way by giving people a reason to act now. Offer early bird discounts. Add perks like VIP seats or free bonuses for early sign-ups. Then use gentle scarcity:
- “Only 20 seats left.”
- “Last chance to register today.”
- “Join 300+ marketers already attending.”
- “Limited spaces, don’t miss out.”
This gently pushes them from “maybe” to “yes.”
9. Keep the energy up on socials
Don’t go quiet once people sign up. Keep them excited. Stay visible and engaging. Post short speaker clips, behind-the-scenes venue setups, or Q&As. If your event is new, ask your speakers or sponsors to post why they’re attending.
Tag people and encourage them to share that they’ve signed up. Social proof helps others feel more confident about saying yes.
Daily countdowns and polls in the week leading up to the event help keep it top of mind and harder to ignore.
10. Make the big day feel effortless
The moment they arrive, every detail matters. From registration to the final session, the experience should feel seamless.
Set up clear signage. Keep lines short. Ensure your AV tech runs smoothly. If the event feels chaotic, they may leave early or skip the next one altogether.
Pro Tip:
Partner with a professional team like AV Productions in London. With over 20,000 corporate events under our belt, we know how to handle sound, lighting, visuals, and stage setups, so you don’t have to stress when the mic cuts out or the screen goes blank. You focus on your guests; we’ll handle the tech.
11. Thank them and invite them again
Once it’s over, follow up fast.
Send a thank-you email that feels genuine. Share slides, photos, or a recording. Ask for feedback. And if you’re planning another event, tell them.
People who showed up once are more likely to show up again, especially if you made it worth their time.Stats from Splash show that companies with strong post-event follow-up are 2x more likely to hit their attendance and revenue goals for future events.
Feeling like it’s a lot to handle alone?
The truth is, getting sign-ups isn’t just about a form and a website. It’s about building trust, excitement, and momentum from the moment your event is announced until the doors open. Treat your guests like VIPs before they even walk in. Start with clarity, add some creativity, and don’t underestimate the power of a friendly reminder.
Want your event to run smoothly from start to end? Hire AV Productions today, a trusted London-based event production group that helps bring every part of your event together, from tech to timeline. Make your next event the one they talk about for months to come.
