With so many events and event planning companies out there, being able to present your offer in the best way possible & make a good first impression is crucial. That’s where a professional and functional email signature for an event planner might make a difference. Learn a bit about the theory, see our inspirations, and get yourself a signature that will help you and your event stand out in this highly competitive industry.
Why does an event planner need an email signature?
Event planners – regardless of whether they organize huge conferences or graduation parties – do email a lot. Establishing and maintaining partnerships with venue owners, photographers, caterers, speakers and other subcontractors is usually done through email. The same goes for confirming arrangements or presenting event offerings to potential event goers. And if you want to be seen as a top professional, you need to make sure your emails reflect that.
Professional aspect
To appear as professional as possible, you need to be informative & responsive in your communication. But that’s not all. Visual presentation is equally important, if not more so, especially when you contact a vendor or a potential conference sponsor for the first time. Email signature is like your digital business card that, if it appears professional, can make anyone more trustful and comfortable with your services. Especially if they haven’t made up their mind about you. If your signature is good, it might be an effective means to attract new customers. An unprofessional email signature is a red flag, that can tip the scales and make your potential partners or participants go to competitors.
Functional aspect
A functional email signature can prove helpful both to your recipients and you. Here are some examples of how to make your email signature useful:
- You can use a clickable banner to automatically navigate customers to a specific & frequently visited page of your event’s website (e.g. to buy tickets, see conference agenda, etc.).
- A link starting a WhatsApp chat with you can be quite convenient, too. While email is heavily useful, sometimes IM makes things much quicker and easier, especially when you’re on the go.
- A well-crafted disclaimer is capable of saving you some problems you might face when making arrangements with vendors.
Want to offer extra contact options, share your event social media links or show a banner to boast about your past achievements/events? No problem! With an email signature you can have it all.
What elements to include in a signature of an event planner?
Below you can find a summary of signature elements that you can use. But be careful! Including too many of them, especially the visual ones, can make your signature overloaded and, in fact, do you a disservice only. You need to make wise choices about what you absolutely need or… use one of the inspirations we’ve shared with you below to get a perfect email signature for an event planner.
Contact details – this is the obligatory element. Your recipients need to know who you are, what your position, phone number or email is, or what your or your event’s website is.
Photo – as you work toward promoting your event/services, including your photo is always a good idea. This makes your communications more human-like and boosts trust on your recipients’ end.
Your event/company logo – you can include it to promote your brand. But remember, if a logo accompanies your photo, it should be relatively small to not clutter your email signature.
Social media icons – if you or your organization runs social media channels, including the profiles dedicated to an event you wish to promote, add linked icons to the signature to allow customers quickly see what’s going on. A well-maintained & up-to-date profile can be another valuable asset to promote your event. Remember also not to use too many social media icons to not make your signature too heavy. Looking for some inspirations? See social media icon designs we’ve prepared for you
Banner – a beautiful banner linking to the event’s website is a great way to promote your event. If you want, you can use a banner to showcase an event you organized previously. In such a case, adding a link to an aftermovie on YouTube can be an added value.
Legal disclaimer – this one is not obligatory but can help you in case of misunderstandings or unjustified claims on your recipients’ end. For example, your disclaimer might state that any emailed offer must be first accepted by your supervisor to be legally binding, etc. You can find more ready-made and free-to-use disclaimer examples here.
Event planner email signature inspirations
We’ve prepared 4 professional email signatures for event planners, hoping to cover different specializations in the industry. You can download them for you own adjustments or, even better, use our email signature generator to easily edit them visually and later apply them to your email app. The best thing is they are completely free to use, regardless of purpose and your company size. Enjoy!
Inspiration 1: Promote an industry conference
This one might be handy if you deal with conferences across the board. If your primary goal is to promote, all elements in the signature template are there to help you. Your details are clearly presented, with most basic info highlighted in shades of blue. Social icons can be easily enriched with links to your event’s social media profiles. And with the linked banner, your recipients can quickly jump to the store with conference tickets. Finally, the disclaimer perfectly complements the design and can serve you in two ways – to safeguard your legal interests and show true professionalism.
Download this free template or edit it with our email signature generator for better customization
If you love the banner we’ve prepared for you, you can download it here.
Inspiration 2: Communicate with convenience
Preparing a large event does involve lots of emailing. Use this clear yet functional email signature template to effectively get your message across to vendors and conference goers alike. All the personal details are easy to locate. You can use the generic disclaimer or replace it with one whose role is to protect your legal interests. With a photo, a logo, social icons and the banner linking to the last-year conference aftermovie, your email communication can not only be convenient & professional, but also persuasive.
Grab this email signature template to use it for free & with convenience in your emails
Love the banner? You can download it here and use for free too.
Inspiration 3: Showcase your graduation party planning business
Are you a graduation party planning company? Can you boast extensive experience? If ‘yes’ is the only possible answer, then we’ve got you covered! The informative part of the signature template is divided into easily discernible sections – with your basic details, contact details and social media icons that you can easily link to your business profiles. Once linked, the big banner can serve as a gateway to your bragworthy completed projects.
Get this email signature template to show off your achievements and convince customers
Find the banner appealing? Why not grab and use it for free? Click here to get it.
Inspiration 4: Let’s meet at a wedding fair
Are you organizing a wedding fair and wondering how else you can promote it? We’ve got the answer: emails. But before you start, adapt this nice email signature template to your very needs. Add your company’s logo to promote the brand. Link social media icons to your business or event profiles – whichever you prefer. Use the banner to connect your recipients to your wedding fair website. Promotion aside, thanks to well-organized informative part and the disclaimer, the template is practical too.
Start using email communications to promote your wedding fair effectively & free of charge
Interested in the banner? Proceed to the section just below to get it for free.
Download professional & free banners to use with your event planner email signature
Have our professional banners appealed to your taste? If yes, here they are – free to download and apply to your email signature template. To download a banner, simply right click it and choose Save image as (or a similar option, depending on your browser).
If you wish to learn how to next add them to the template, have a look at this article and see how to create a link to a banner image and provide it in our email signature generator.
More ideas for an event planner email signature
Looking for more possibilities to boost your perfect event planner email signature? One-click surveys to get your customers’ feedback, Teams/Bookings links, signatures added according to a schedule, fully branded automatic replies? If those ideas speak to your mind, try out our email signature manager for Microsoft 365, CodeTwo Email Signatures 365 and trial it for free for 14 days.
