How to Insert Calendar Invites into Marketing Emails for Event, Conference, Meetings and Webinars

One of the biggest challenges event organizers face is ensuring that invitees remember and attend their scheduled events. Despite sending multiple email reminders, attendees often forget or miss the event due to scheduling conflicts. The most effective way to tackle this issue is by embedding calendar invites in marketing emails. This allows recipients to add to calendar automatically, ensuring the event stays on their radar.

However, manually sending invites and tracking RSVPs for large-scale events can be tedious. This is where Let's Calendar streamlines the process, enabling event and marketing teams to send bulk meeting invites seamlessly while personalizing invitations and tracking responses in real time.

Why Calendar Invites in Marketing Emails Are Essential for Event Success

Adding calendar invites to marketing emails significantly improves attendance rates. Here’s why:

• Easy One-Click RSVP – Attendees can instantly add the event to their calendar without manual entry.
• Higher Engagement – Calendar reminders keep the event top-of-mind for invitees.
• Cross-Platform Compatibility – Works seamlessly with Google Calendar, Outlook, and Apple Calendar.
• Automated Notifications – Built-in calendar reminders reduce no-shows.

Best Practices for Adding Calendar Links to Marketing Emails

1. Ensure a Seamless “Add to Calendar” Experience

• Include a clear event link in your email.
• Make sure the invite works with Google Calendar, Outlook, and Apple Calendar
• Use Let's Calendar to send bulk personalized calendar invites to efficiently track RSVPs
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2. Personalize Invitations for Higher Engagement

• Address the recipient by name.
• Provide time zone details to avoid scheduling confusion.

Highlight key event details like agenda, speakers, or webinar links.

3. Automate Bulk Meeting Invites with Let's Calendar

• Upload a CSV file with invitee details to send invites at scale.
• Ensure calendar invites are customized for each recipient. 
• Send follow-up reminders and track attendance in real time.

Step-by-Step Guide: How to Create Campaign 

1. Log in to Your Let's Calendar Account:
   • Navigate to the Let's Calendar login page and enter your credentials.​
2. Access the Campaigns Section:
   • On the left-hand sidebar, click on " Create Campaigns" within the expanded Campaigns Section.
3. Fill in Campaign Details:
   • A form will appear on the right side of the screen. Enter all necessary information about your campaign, such as the event title, description, date, time, and venue details.​
4. Submit the Campaign:
   • After completing the form, click the "Submit" button at the bottom to finalize your campaign setup.​​

Step-by-Step Guide: How to Insert Calendar Invites into Marketing Emails

Option 1: Adding an Event to Google Calendar

1. Open Google Calendar and create a new event.
2. Click "More Options" and enter event details.
3. Click "Get Shareable Link" or add guests directly.
4. Copy the event link and embed it in your email.

Option 2: Adding an Event to Outlook Calendar

1. Open Outlook Calendar and create an event.
2. Click "Invite Attendees" and enter event details.
3. Click "Save & Send" and copy the .ics event file link.
4. Embed the link in your email as a call-to-action.

Option 3: Adding an Event to Apple Calendar

1. Open Apple Calendar and create an event.
2. Click "Export" and save the event as an .ics file.
3. Upload the file to cloud storage (Google Drive, Dropbox) and generate a shareable link.
4. Insert the link into your email for easy access.

Option 4: Automating with Let's Calendar

1. Create Campaign with Event Information and Upload recipient list of email Id’s to send Calendar Invites. 
2. Enable Automation Feature and Click on the "Send Calendar Invites" button and track responses in real-time.

Common Mistakes to Avoid When Adding Calendar Invites to Emails

• Not Testing Links Before Sending: Ensure the invite works across different email clients and devices.
• Sending Invites Too Early or Too Late: Ideal timing is 7-10 days before the event, with a reminder 1-2 days before.
• Forgetting Key Event Details: Always include time zones, speaker names, and access links (for virtual events).
   

Conclusion: Streamline Your Event Scheduling with Let's Calendar

Embedding calendar invites in marketing emails is a powerful way to increase attendance and simplify event scheduling. Whether you're managing a large conference, a company-wide meeting, or a live webinar, integrating event links enhances engagement and eliminates scheduling confusion.

With Let’s Calendar, you can:

• Send bulk meeting invites instantly.
• Personalize invitations with attendee-specific details. 
• Track RSVPs and engagement in real-time. 
• Automate follow-ups to maximize attendance.
  
  

Sign up today and transform the way you schedule and manage event invitations!