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Event Reminders

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It is recommended that you email an event reminder to your registered participants anywhere from 3 to 7 days before the actual event. Sending it 7 days in advance gives anyone who needs to cancel some time to find a replacement. Sending it 3 days in advance gives everyone less time to forget about the the event again. You may choose the time that best fits your preferences, but 5 days is a good compromise between the two.

While it might initially appear to be easier to send an event reminder that is very simple and short, we strongly recommend that you include certain details to ensure your participants know important information about the event.

HomeschoolRecess automatically sends the reminder at the predetermined date you set and also automatically includes the important details.

  1. Sample Event Reminder
  2. Same for use on HomeschoolRecess

Sample Event Reminder

SUBJECT: Reminder: EVENT - LOCATION, DATE 

This is a reminder that you are registered for EVENT NAME at 
EVENT LOCATION on DAY, DATE, MONTH, starting promptly at EVENT TIME. Please read this entire email as it contains information you will need to know. PLEASE ARRIVE BY: PLEASE MEET THE ORGANIZER AT: CANCELLATION POLICY: PARKING: DRIVING DIRECTIONS: (if known) OTHER INFORMATION: (food policy, alternate plans, etc.) See you on DAY! ORGANIZER NAME ORGANIZER EMAIL ADDRESS ORGANIZER PHONE NUMBER

Event Reminder for Use with HomeschoolRecess Registrations

This uses replacement tokens which allows homeschoolrecess to automatically customize reminder emails for each event and participant. The following is the default reminder for HomeschoolRecess which is sent 5 days before the event and is provided for your information only, although you may edit this default message and its time, if you wish, under Signup: Settings.

DO NOT REPLY TO THIS EMAIL: Use the organizer's email address: [author-mail-raw]

%user_name,

This is a reminder that you are registered for "%node_title" at [field_venue-title-raw] 
on [field_date-day], [field_date-month] [field_date-d], starting at [field_date-time12ampm].  

To view details about this event, see: %node_url

Please read this entire email as it contains information you will need to know. 

===========================================

IMPORTANT REMINDERS:

Please arrive by: [field_arriveby-raw]

Where to meet: [field_meetingplace-raw]

Food policy: [field_lunch_arr-raw]

Weather policy/Alternate plans: [field_alternateplans-raw]

Organizer contact information for the day of the event: [field_org_mobile_contact-raw]

Parking information: [field_parking-raw]

Driving Directions: [field_driving-directions-raw] 

Other Important Reminders: [field_reminders-raw]

===========================================

Cancellation Instructions: [field_cancel_info-raw]

Cancellation Deadline: [field_canceldate-day], [field_canceldate-month] 
[field_canceldate-dd], [field_canceldate-yyyy] - [field_canceldate-time12ampm]

===========================================

Your registration information is:
HomeschoolRecess UserName: %user_name
Email Address: <%user_mail> 
%user_signup_info
Ticket_type_1 = [field_tickettype1-raw] ($[field_kidcost-raw] each)
Ticket_type_2 = [field_tickettype2-raw] ($[field_sibcost-raw] each)
Ticket_type_3 = [field_tickettype3-raw] ($[field_adult_cost-raw] each)
Ticket_type_4 = [field_tickettype4-raw] ($[field_tt4_cost-raw] each)

See you on [field_date-day], [field_date-month] [field_date-d]!

[field_orgname-raw]
    [author-mail-raw] 
    [field_org_addy-phone]

DO NOT REPLY TO THIS EMAIL: Use the organizer's email address: [author-mail-raw]