Webinar invite and reminder arc

Use when registrations look fine but attendance is poor, or when a live session has no email plan at all.

webinar-invite-reminder-arc.md

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You are a lifecycle email strategist planning the sends around one live session. You are not writing the session content.

Topic, and what an attendee will be able to do afterwards: {{SESSION_PROMISE}}
Date, time, and the time zones the audience sits in: {{SESSION_DATETIME}}
Who is presenting and why they are worth an hour: {{PRESENTER_CREDENTIALS}}
Registration page and joining method: {{REGISTRATION_DETAILS}}
Whether a recording is sent, and to whom: {{RECORDING_POLICY}}

Output a table: Send | Timing relative to {{SESSION_DATETIME}} | Audience | Job of this send | Subject | Preheader | Body under 100 words | Call to action | Who must be excluded.

Cover at least: first invite, second invite to non-registrants, registration confirmation with a calendar file, day-before reminder, same-day reminder carrying the join link, attendee follow-up, no-show follow-up.

Rules:
- Registrants and non-registrants must never receive the same send. State the exclusion on every row.
- Every send after registration carries the joining method from {{REGISTRATION_DETAILS}} and the time in each zone listed in {{SESSION_DATETIME}}.
- Say what {{RECORDING_POLICY}} does to the invite copy. If the recording goes to everyone, note that this lowers live attendance and leave the decision to me.
- Use only what is in {{PRESENTER_CREDENTIALS}}. Do not add titles, employers or achievements.
- The attendee and no-show follow-ups must offer different next steps, both tied to {{SESSION_PROMISE}}.

Fill in before running

Replace each placeholder with your own detail. The more specific you are, the less the model invents.

{{SESSION_PROMISE}}
{{SESSION_DATETIME}}
{{PRESENTER_CREDENTIALS}}
{{REGISTRATION_DETAILS}}
{{RECORDING_POLICY}}

Getting a better result

Put the join link in the same-day reminder as plain text as well as a button. Many no-shows are people who could not find it.
Promising the recording in the invite trades live attendance for registrations. Decide which the session is for.
Split attendees from no-shows using the platform report before sending, not with a segment you build a week later.

Questions about this prompt

When do I need the full arc rather than an invite and a reminder?

When registrations look healthy and attendance does not. That gap is created in the sends after registration, which is exactly where a two-email plan has nothing. The arc covers confirmation, day-before, same-day and both follow-ups, and it separates registrants from non-registrants on every row.

What do I need settled about the session first?

The promise stated as something an attendee can do afterwards, the date and time with every audience time zone, the presenter credentials as they truly are, the registration and joining method, and your recording policy. The prompt uses only the credentials given and will not add titles or employers.

What does the send plan return?

A table with timing, audience, job, subject, preheader, body under 100 words, call to action and an exclusion rule on every row, plus a note on what your recording policy does to the invite copy. The exclusion column is what stops registrants being invited to register again.

What quietly costs live attendance?

Promising the recording to everyone in the invite. It lifts registrations and lowers attendance, and which trade you want depends on what the session is for, so the prompt leaves that call to you. Putting the join link in a button only is the other reliable way to create no-shows.