Early-Bird Campaign: 10 Effective Email Templates

An Early-bird campaign isn’t “just a coupon”. It’s a short, surgical window that rewards decisive buyers and kickstarts momentum, without teaching everyone to wait for a sale. Below is a practical, day-by-day plan you can drop into your calendar, plus copy-ready email drafts. Works great with WooCommerce and FooEvents (stock limits, usage limits, and automatic ticket fulfillment do the heavy lifting).

Early-Bird Campaign Timeline

Keep the warm-up short, then run a clear countdown. In most cases, a 7-day early-bird campaign and a 10–14-day runway strike the right balance. Let FooEvents handle ticket caps and live availability, and use WooCommerce coupon end times and usage limits to keep the offer tidy and on schedule.

Plotting your early-bird campaign is critical. The timeline below helps you build anticipation before launch and includes follow-ups so customers don’t miss the window. Copy this into your diary:

12 days before: Teaser (“Save the date.” No code yet.)

10 days before: Presale access for past attendees/partners (optional)

3 days before: “What you get” value email (lineup/speakers/format)

Early-bird campaign launch (code + hard end date)

Day 2: Social proof + FAQs (remove friction)

Day 5: 48-hour warning

Day 6: 24-hour warning

Day 7: Last-day AM + last-call PM

Post window: “Early-bird campaign closed” + next step (waitlist/VIP/standard)

Early-bird Email Templates

Replace the placeholders with your own details or your email tool’s merge fields:

• {event_name} – The exact event name people will recognize.
• {event_date} – Use an absolute format: Thu, 16 Oct 2025, 7:00–9:00 PM SAST.
• {venue} – Venue name + short area (skip full address unless needed).
• {ticket_link} – Full URL to the product/checkout page (add UTM tags if you track).
• {coupon_code} – Exact code as created in WooCommerce (case-sensitive).
• {end_datetime} – Deadline with day + time + timezone (avoid “tomorrow”).
• {price_now}/{price_after} – Include the currency symbol (e.g., R780 → R980).

If you personalize, swap in your platform’s merge fields for names:

• Mailchimp: *|FNAME|*
• AutomateWoo / Woo: {{ customer.first_name }}
• Generic CRMs: often {{ first_name }}
  Add a fallback in your tool if possible (e.g., “there” when the name is missing).

Copy a template and paste it into your email tool, then swap the placeholders. Be sure to send yourself a test, skim it on your phone, and scan for any leftover brackets {}.

Keep paragraphs tight, one to three short sentences, no walls of text. Use a single primary CTA button or link and repeat it near the top and bottom. State prices and deadlines once and keep them consistent.

1) Teaser — “Save the date” (12 days before)

Subject: Heads up: {event_name} early-bird opens soon
Preview: Short window. Big value. Details inside.

2) Presale (optional) — VIP/past attendees (10 days before)

Subject: Early access for our insiders
Preview: 48 hours before anyone else.

3) Value email — “What you get” (3 days before)

Subject: What’s actually included with {event_name}
Preview: The highlights in 90 seconds.

4) Launch — Early-bird campaign is live

Subject: Early-bird is live: {event_name}
Preview: Ends {end_datetime}. Don’t wait.

5) Proof + FAQs — Remove friction (Day 2)

Subject: Quick wins + your questions answered
Preview: Parking? Can I transfer my ticket?

6) 48-hour warning

Subject: 48 hours left: early-bird ends {end_datetime}
Preview: Prices jump after that—no extensions.

7) 24-hour warning

Subject: 24 hours left—early-bird ends tomorrow
Preview: Last chance for the best price.

8) Last day — Two messages

Morning email:

Subject: Final day: early-bird ends tonight
Preview: Once it closes, it’s gone.

Afternoon email:

Subject: Last call: {hh:mm} deadline
Preview: Doors open for buyers, not browsers.

9) Post-window — Close the loop (next morning)

Subject: Early-bird closed—here’s what’s next
Preview: Thanks if you grabbed yours. If not, read this.

Setup notes that prevent Early-Bird Campaign headaches

Keep coupons invisible unless the buyer actually has one. Collapse the coupon field behind a link so you’re not screaming “where’s your discount?” at full-price customers. In WooCommerce, set end dates and limit usage per user. In FooEvents, cap ticket stock by tier so “sold out” is real. If you’ve enabled AddToWallet, mention it in launch and reminder emails; it increases perceived value and reduces “where’s my ticket?” support.

If you have past-attendee data, segment them first. They convert faster, cost less, and make great social proof. Pull attendees from FooEvents attendee exports, tag them in your email tool, and give them that optional 48-hour presale—without discounting publicly.

Send-time cheat sheet

For consumer events, start with weekday mornings around 9–10am when inboxes are fresh, or early evenings 7–8pm when people are off work. For B2B and conferences, mid-week between 9–11am usually lands best because decision-makers are settled in. If your list spans time zones, segment by location or schedule by each recipient’s local time. Treat these as starting points—A/B test subject lines and send times on the 48-hour and 24-hour reminders, since those messages typically draw the most opens and clicks. Use what you learn to time your final-day send.

Final word

An early-bird campaign works because it’s brief and decisive. Set your dates, say exactly what’s included, and hold the line when it closes. Keep it simple, keep it final, and you’ll earn early commitments without training customers to wait for the next discount.