Church Event Promotion Email Sequence: 3 Emails That Fill Seats Without Being Pushy

One email announcement doesn't fill events.

You send the email. Some people open it. Fewer people click. Most people think "I should sign up for that" and then forget by the time they close their inbox.

One email = one chance to catch someone's attention. That's not enough for anything important.

A strategic sequence of 3 emails—each with a different job—gets registrations without feeling like spam.

The Three-Email Sequence

Email 1: The Announcement (3-4 Weeks Out)

Job: Awareness. Plant the seed. Get it on their radar.

This is the first time most people will hear about the event. You're not trying to close the sale—you're trying to get their attention.

What to include:

• What the event is (name, type)
• When (date, time)
• Where (location, especially if off-site)
• Who it's for
• Why it matters (one sentence on value)
• Early registration link (if applicable)

What NOT to include:

• Every single detail (save that for email 2)
• Hard sell language ("Don't miss out!!!")
• Panic or urgency (it's 3-4 weeks away)

Subject line examples:

• "Women's Retreat — April 12-14"
• "Save the date: Men's Breakfast March 8"
• "VBS registration is open"

Tone:

Excitement and invitation. "This is happening, and we'd love to have you there."

Sample:

Women's Retreat — April 12-14


A weekend to rest, reconnect, and reset.


We're heading to Camp Pine Lake for two nights of great food, meaningful conversation, and time away from the everyday.


When: April 12-14
Where: Camp Pine Lake
Cost: $150 (lodging and meals included)


Space is limited. Registration is open now.


[Register Today]

Email 2: The Reminder (1 Week Out)

Job: Details and social proof. Catch the procrastinators. Remove barriers.

A week out, some people have registered. Many haven't. This email is for the "I meant to sign up" crowd.

What to include:

• Quick reminder of what/when/where
• Social proof: "30 people are already signed up"
• Logistics: What to bring, what to expect, childcare, parking
• Direct answers to common questions
• Registration deadline (if applicable)

What NOT to include:

• Full re-explanation of everything (they've heard this already)
• Desperation ("We really need more people")

Subject line examples:

• "One week until the Women's Retreat"
• "Have you signed up for Saturday's breakfast?"
• "VBS is next week—is your family ready?"

Tone:

Helpful reminder. "Here's what you need to know."

Sample:

One week until the Women's Retreat


35 women have already signed up. There's still room—but not for long.


Quick details:
- When: April 12-14 (Check-in starts at 5pm Friday)
- Where: Camp Pine Lake (45 min north; carpool list available)
- What to bring: Bedding, toiletries, comfy clothes


Don't have childcare? We've got a list of trusted sitters—reply to this email and we'll connect you.


Registration closes April 10.


[Secure Your Spot]

Email 3: The Last Call (1-2 Days Out)

Job: Final push. Urgency. Close the loop.

This is for the fence-sitters who need a nudge.

What to include:

• This is it. Event is tomorrow/this weekend.
• Final registration deadline (if there is one)
• What they'll miss if they don't come (not guilt—value)
• One clear CTA

What NOT to include:

• Paragraphs of information (they know what it is by now)
• Guilt trips ("We're counting on you")
• Multiple asks

Subject line examples:

• "Tomorrow: Women's Retreat"
• "Last chance—Men's Breakfast is Saturday"
• "See you Sunday?"

Tone:

Urgent but not desperate. "We'd hate for you to miss this."

Sample:

Tomorrow: Women's Retreat


Last chance to join us.


5pm check-in. Weekend of rest awaits.


[I'm In—Register Now]


Can't make it? No worries—we'll have another opportunity this fall.

Short and direct. The people opening this email already know what the event is.

What About Bigger Events?

For major events (Easter, Christmas, VBS), you might extend to 4-5 emails over 6 weeks:

For Easter services, you might add:

• Invite card download
• "Here's how to invite someone" guide
• Parking and service time details

More emails = more touches = more attendance. But don't stretch this logic to send daily emails the week of. That's overkill.

Tracking What Works

After each event, note:

• How many registrations before each email?
• Which email drove the most sign-ups?
• What was the final registration number?

Over time, patterns emerge:

• "Most people register after the reminder email"
• "Our subject line with the date performed better than the clever one"
• "Sending the last call at 6pm worked better than 10am"

Adjust timing and content for the next event.

Avoiding "Too Many Emails" Fatigue

Three extra emails for a major event won't burn out your list—if you're strategic.

Not every potluck needs a 3-email sequence. Reserve this for things that need attendance and registration.

The event might also get a mention in your weekly newsletter. That's fine—different format, different context.

If the women's retreat sequence and Easter sequence overlap, be mindful. No one should get 5 emails in one week.

The Sequence at a Glance

Three emails. Three jobs. Filled seats.