In event planning, follow-up strategies are essential to ensuring strong attendance, but the ideal number of follow-ups can vary depending on the industry. Whether you're organizing events for the tech industry, education, healthcare, or retail, the effectiveness of your follow-ups will be influenced by the habits and preferences of your audience.

In this article, we’ll dive into industry-specific best practices for follow-ups and provide data to help you understand what works in each sector.

Tech Industry: 2-3 Follow-Ups, Focus on Data and Value

The tech industry is known for its fast pace and innovation, and professionals in this sector expect concise, data-driven communication. Sending 2-3 follow-ups is generally effective in this field, but the key is to provide value with every email.

Statistics

• 67% of tech professionals prefer invitations that clearly outline the event’s value, focusing on key learnings or product innovations (source)

• 58% of tech event attendees decide whether to register based on early-bird pricing or exclusive access to product demos, so incorporating these incentives into your follow-ups can be crucial (source)

Best Practice: Use the first follow-up to reinforce the event’s value with detailed descriptions of key sessions or speakers, and the second follow-up to create urgency by reminding invitees of limited spots or time-sensitive offers.

Healthcare Industry: 3-4 Follow-Ups, Highlight Continuing Education Credits

In healthcare, professionals are often drawn to events that offer continuing education (CE) credits or certifications. Here, the number of follow-ups can be slightly higher, around 3-4, as healthcare providers may need more reminders amidst their busy schedules.

Statistics

• 72% of healthcare professionals attend events primarily for professional development opportunities

• 48% are more likely to register if the event offers CE credits, and 31% prefer clear, concise emails detailing the benefits of attending

Best Practice: Your follow-up strategy should include a strong focus on the educational benefits and CE opportunities available at your event. The first follow-up should remind them of these benefits, while the final follow-up should emphasize registration deadlines and available credits.

Education Industry: 3-5 Follow-Ups, Leverage Personalization

In the education sector, decision-making can be slower, and administrators or educators often require several touchpoints before making a commitment. Because of this, a higher number of follow-ups—3-5—is more acceptable, especially if each message adds personalized value.

Statistics

• 55% of education professionals appreciate personalized invitations tailored to their specific interests or fields

• 62% register after receiving detailed follow-up emails that outline session content, speakers, and how the event aligns with their curriculum needs

Best Practice: Start with a follow-up that personalizes the invitation to the recipient's area of expertise. Over subsequent emails, highlight specific sessions or workshops that are relevant to their field. Personalized subject lines and content can dramatically increase response rates.

Retail Industry: 2-3 Follow-Ups, Focus on Incentives and Networking

In the retail industry, professionals are often swayed by events that offer exclusive networking opportunities or access to high-profile speakers. Follow-up strategies should include 2-3 messages, emphasizing incentives such as early-bird discounts or limited VIP spots.

Statistics

• 76% of retail event attendees report that networking opportunities are the main reason they attend events (source)

• 45% are influenced by offers of exclusive product previews or VIP experiences, and these should be highlighted in follow-up emails.

Best Practice: Your first follow-up should focus on the networking and product preview opportunities at your event, while the final follow-up should create urgency by highlighting VIP access or last-minute incentives.

Finance Industry: 2-3 Follow-Ups, Focus on Expert Speakers and Data

Finance professionals are highly selective when choosing events, often basing their decisions on the credibility of speakers and the value of the content. For this audience, 2-3 follow-ups are typically enough, with each message focusing on the tangible benefits of attending, such as insights from industry leaders or cutting-edge financial data.

Statistics

• 82% of finance professionals attend events based on the credentials of speakers

• 63% of attendees expect events to provide actionable data they can use in their jobs, so it’s crucial to highlight this in your messaging (source)

Best Practice: Ensure that your follow-ups emphasize the expertise of your speakers and the actionable insights that will be shared. Include quotes or previews of the data they’ll present to pique interest.

Nonprofit Sector: 3-4 Follow-Ups, Focus on Mission and Impact

In the nonprofit world, professionals and volunteers are often motivated by a sense of purpose, making it essential to highlight the mission and impact of your event in every follow-up. A higher number of follow-ups, around 3-4, is generally acceptable as long as they stay focused on the event’s cause and community impact.

Statistics

• 70% of nonprofit professionals are drawn to events that align with their personal or organizational mission

• 54% are more likely to register if they understand how their attendance will contribute to a larger cause

Best Practice: Use each follow-up to tell a story about the impact your event will have. This could be through testimonials, success stories, or highlighting how the event ties into a larger movement.

How to Automate Follow-Ups with Localista

In every industry, follow-ups are crucial to driving attendance. But manually sending and tracking these messages can be overwhelming, especially when different industries require different approaches. This is where Localista comes in.

Localista helps you automate personalized follow-ups that are tailored to your specific audience. Whether you need to create urgency, emphasize networking opportunities, or highlight educational benefits, our AI-powered platform automates the entire process—saving you time while increasing your event’s response rates.

Key Features

• Industry-Specific Templates: Craft follow-ups that speak directly to your audience, no matter the industry.

• Multi-Channel Automation: Send reminders and updates through email, SMS, or WhatsApp to ensure you reach your audience where they are.

• Real-Time Analytics: Track who’s opening your emails and RSVPing in real time, allowing you to optimize your follow-up strategy.

Conclusion

The number of follow-ups needed to secure a response varies by industry, but the key to success lies in tailoring your messaging and knowing when to stop. By understanding the preferences of your audience, you can craft more effective follow-ups that lead to higher attendance rates.