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Pre-Event Reminder Cadence

Example prompt: "For each upcoming Eventbrite webinar, email the registrants three reminders — one week before, one day before, and one hour before. Skip anyone who's already cancelled and include the join link in each message."

The Problem

A noticeable share of registrants do not show up, and sending the right reminder at the right time is the single biggest lever on attendance. Doing it manually means mail-merging attendee lists for every event, remembering to send each wave on time, and filtering out cancellations so people who already pulled out do not keep getting pinged. When the marketing team is juggling three events at once, a reminder wave gets missed and attendance drops.

How GloriaMundo Solves It

We build a scheduled workflow that runs every hour and looks across all upcoming events. For each event, a code step calculates which reminder wave — one week, one day, or one hour before — is due for which registrants. A conditional step filters out anyone who has cancelled their registration. An LLM step drafts a short, event-specific reminder email that includes the session title, start time in the recipient's timezone where available, and the join link. An integration step sends the emails through Gmail. The Glass Box preview shows the exact list of recipients per wave and the email body, so you can change the tone or timing before anything goes out.

Example Workflow Steps

  1. Trigger (scheduled): Runs every hour across upcoming events.
  2. Step 1 (integration): Fetch upcoming events and registrant lists from Eventbrite.
  3. Step 2 (code): Bucket each registrant into the correct reminder wave based on time-to-event.
  4. Step 3 (conditional): Skip any registrant whose status is cancelled or refunded.
  5. Step 4 (LLM): Draft a short reminder email for each wave, tailored to the event.
  6. Step 5 (integration): Send reminder emails via Gmail.

Integrations Used

  • Eventbrite — source of event schedules, join links, and registrant lists
  • Gmail — sends the staggered reminder emails

Who This Is For

Marketing and events teams running a steady cadence of webinars, workshops, or community meet-ups who want to lift attendance without hiring someone to babysit reminder sends.

Time & Cost Saved

Sending reminder waves manually for a webinar with a few hundred registrants takes around 30-45 minutes per wave, and with three waves per event it adds up fast. A team running four webinars a month can easily spend 6-8 hours on reminders alone. This workflow handles the schedule, recipient filtering, and drafting automatically. Costs a small number of credits per wave, mostly from the LLM draft step.