Email marketing remains one of the strongest marketing tools today, especially given a predicted increase in the number of email users worldwide. According to the latest email marketing statistics, “around three-quarters of marketers prefer email as their go-to channel for ROI, where up to 2x improvement can be achieved year over year.”

Event and webinar sign-ups are pivotal points in your marketing funnel. The best email marketing tools can turn the way you market events, sign people up, and get them to attend into a seamless experience that maximizes show-up rates.

The traditional way of event sign-up involves several tools, making it cumbersome at every step. The best email marketing tools integrate all these features, allowing sign-ups, reminders, and tracking in one place.

Quick Comparison Table

Why Event Registration Email Software Matters

The traditional registration process for events is friction-intensive at every stage. A normal process looks like this: click on email, wait for the landing page to load, enter details, click on submit, wait for the confirmation email, enter details manually into the calendar, and set reminders. Every stage results in a loss of 10-20% of interested leads.

Traditional Flow Results: 6% final registration rate, 40% show-up rate = 2.4% actual attendees from email list

In-Email Registration Flow: 21% final registration rate, 65% show-up rate = 13.7% actual attendees from email list

This is a 5.7x increase in actual attendees from the same list size, just by minimizing friction.

Best Practices

• Registration Phase: Emphasize urgency/value-driven subject lines and minimize clicks by using in-email forms or fast mobile pages. Make it clear what attendees will learn, and add scarcity and social proof.

• Reminder Phase: Send reminders at 1 week, 3 days, 1 day, 1 hour, and 15 mins. Personalize by segment and remind them of the value of attending.

• Post-Event Phase: Send a follow-up within 1 hour of the event with the recording, resources, and next steps—segment messages for attendees, no-shows, and partial attendees.

9 Email Marketing Software for Event and Webinar Registrations 

1. Mailmodo

Mailmodo is an AI email marketing software that revolutionizes event registration by enabling complete sign-ups directly within emails. Using AMP technology combined with AI, it creates registration forms that work in the inbox, eliminating landing pages.

What Makes It Special

• Subscribers sign up for events from emails without having to click through to other pages.

• AI creates full campaigns for promoting events in minutes (subject lines, body text, reminder sequences).

• Registration forms contain conditional questions, multi-step processes, and real-time validation.

• Calendar files are automatically generated with timezone detection.

• Reminders are sent at AI-optimized times based on event type and audience behavior.

• Does everything from initial promotion to post-event follow-up.

Key Capabilities

• In-email registration forms result in 2-3 times the completion rate of landing page registration forms.

• Optimization for a seamless mobile experience for 70% of event emails that are opened on mobile devices

• Registration information is sent directly to the CRM system in real-time

• In-depth analytics to see which emails and campaigns are driving registrations

• AI removes complexity by automatically creating subject lines, email content, email form design, and reminder schedules

• Handles small webinars to large conferences with equal ease

Pricing

Lite Plan is free forever for 500 contacts with full in-email form capabilities. Pro Plan starts at $79/month (billed annually) with unlimited contacts, emails, and complete AI features. A 21-day free trial is available for the Pro Plan.

Decision Factors

• Choose Mailmodo if you want the highest registration rates through friction-free in-email forms, need AI to simplify campaign creation, and want seamless integration with existing tools. It's best for teams prioritizing conversion optimization and ease of use.

• Consider alternatives if you need built-in webinar hosting, require extensive event discovery features, or prefer platforms with longer market presence.

2. Eventbrite

Eventbrite is the most popular all-in-one event management platform, combining ticketing, registration, promotion, and attendee management with built-in email marketing. While emails link to external registration pages rather than in-email forms, the platform's strength is comprehensive features covering the entire event lifecycle.

What Makes It Special

• Offers all the tools necessary for event creation, promotion, and management in one place

• Supports free and paid tickets, multiple ticket types, discount codes, group sales, and waitlists

• More than 300 million tickets sold, and it has an existing trust with event-goers.

• Pre-designed email templates for event promotion and automated reminder sequences

• Provides check-in apps for physical events, badge printing, and attendee management

• Real-time sales tracking, registration source, and revenue reporting

Key Capabilities

• The discovery platform fuels additional sign-ups beyond your email list.

• Mobile apps offer great experiences for both organizers and attendees.

• Organizes everything from small events to large festivals with thousands of attendees.

• Payment processing is integrated for events that charge a fee.

• Custom branding ensures that your events reflect your organization's identity.

• Integration with leading marketing platforms allows data to flow to your systems.

Pricing

Free Plan works for free events with Eventbrite fees on paid tickets. Essentials at $79/month offers reduced fees and custom branding. Professional at $239/month adds advanced features. Premium at $499/month provides full feature access.

Decision Factors

• Choose Eventbrite if you need comprehensive event management beyond just email marketing, want access to the discovery platform for additional registrations, and are hosting paid or large-scale events.

• Consider alternatives if you primarily need higher email-to-registration conversion rates, want in-email forms, or focus exclusively on webinars rather than in-person events.

3. Demio

Demio focuses exclusively on webinars with sophisticated email automation designed specifically for webinar registration, attendance, and follow-up. Every feature is optimized for webinar success rather than general events.

What Makes It Special

• Each feature is webinar-optimized, not general event-optimized

• Intelligent reminder sequences achieve 40-50% show-up rates (vs. 25-30% industry average)

• Supports live webinars, automated evergreen webinars, hybrid series, and on-demand webinars

• One-click social registration via Google or LinkedIn

• Pre-webinar engagement sequences and multiple customizable reminder emails

• "Starting soon" notifications to maximize show-up rates

Key Capabilities

• Browser-based attendance eliminates software download and installation hurdles.

• In-webinar polls, handouts, call-to-action buttons, and Q&A management

• Reporting includes registration source tracking, email metrics, show-up rates, and engagement scores

• Simpler than enterprise-class webinar tools but more capable than basic solutions

• No-download requirement eliminates a significant show-up barrier

• User interface focuses on ease of use without stripping out key functionality

Pricing

Starter at $59/month accommodates 50 attendees per webinar. Growth at $109/month supports 150 attendees. Premium at $234/month handles 500 attendees. Enterprise custom pricing available for higher capacity needs.

Decision Factors

• Choose Demio if you primarily host webinars rather than in-person events, want email automation optimized specifically for webinar attendance, and value ease of use over enterprise complexity.

• Consider alternatives if you need in-email registration forms for higher conversion rates, host primarily in-person events, or require massive webinar capacity beyond 500 attendees.

4. WebinarJam

WebinarJam handles massive live webinars with up to 5,000 attendees while providing integrated email reminder systems and strong presentation features. It's designed specifically for marketers running high-stakes webinars.

What Makes It Special

• Handles thousands of concurrent attendees without any performance problems

• Integrated email reminder systems with customizable schedules and SMS capabilities

• Supports multiple speakers, screen sharing, and media for professional presentations

• Automated recording with immediate replay access

• Automated replay email sequences engage no-shows and extend event value

• Marketing-oriented features: live polls, clickable CTAs, offer announcements, automated attendee emails

Key Capabilities

• Very reliable in high-pressure live presentations with high uptime

• Designed specifically for marketers promoting products or services via webinars

• Web hosting, registration, and email reminders are seamlessly integrated into one system.

• Customizable registration pages with custom fields and questions

• Integration with email services enables data transfer to existing systems

• Streaming to YouTube expands reach beyond the service

Pricing

Basic at $499/year supports 500 attendees. A professional at $699/year handles 2,000 attendees. Enterprise at $999/year accommodates 5,000 attendees. Annual pricing structure reduces monthly costs significantly.

Decision Factors

• Choose WebinarJam if you're running large live webinars with 500+ attendees, need reliable high-capacity hosting, and want an all-in-one system with integrated email reminders.

• Consider alternatives if you need in-email registration forms, prefer monthly rather than annual billing, or primarily host smaller, intimate webinars under 500 attendees.

5. Zoom Events

Zoom Events extends Zoom's trusted video platform with event management capabilities, including email invitations, registration, and attendee engagement. It's ideal for organizations already using Zoom who want integrated event features.

What Makes It Special

• Brings together the best video quality in the industry with event management functionality

• Attendees are already familiar with the Zoom interface, so there are no technical hurdles to overcome

• Multi-session event management with customizable branding and sponsorship areas

• Networking lounges and content libraries provide a complete event experience.

• The registration system accommodates free and paid events with approval and group registration.

• Email functionality includes invitations, confirmations, reminders, and follow-ups

Key Capabilities

• Attendees likely already have Zoom installed on their computers and are familiar with the interface.

• Video and audio quality are the best in the industry

• Scalability accommodates small group sessions or large conferences with ease

• Smooth integration with existing Zoom accounts and workflows

• Customized event schedules, bookmarking, and networking tools

• Ideal for hybrid events that combine in-person and online attendance

Pricing

Zoom Events starts at $79/month as an add-on to Zoom Meetings or Webinar plans. Enterprise pricing is available for large organizations with custom needs.

Decision Factors

• Choose Zoom Events if you're already using Zoom, hosting multi-session virtual events, or need enterprise-grade video quality with built-in event management.

• Consider alternatives if you need in-email registration forms for higher conversion rates, want a standalone platform without Zoom dependency, or focus on small single-session webinars.

6. ActiveCampaign

ActiveCampaign isn't event-specific software, but its powerful automation makes it excellent for sophisticated event registration workflows and personalized attendee journeys with deep Built-in CRM integration.

What Makes It Special

• Shines at creating complex personalized email sequences for event promotion and follow-up

• Multi-step event promotion with behavior-driven nurturing and messaging by segment

• Abandoned registration recovery and post-event engagement paths

• CRM integration tracks registrations as deals and tags attendees for segmentation

• Lead scoring for event interest with sales team notifications for high-value registrants

• Forms and landing pages with A/B testing optimize conversion rates

Key Capabilities

• Incredibly detailed attendee flows with logic branching and conditional content.

• Aligns sales and marketing on registrants for improved follow-up

• Scales from small webinars to large conferences

• Integrates with external event sites and offers email automation

• Pre-event educational content and reminder schedules

• Different attendees versus no-shows with long-term nurturing sequences

Pricing

The Starter plan at $15/month provides basic automation. Plus, at $49/month includes full automation and CRM. Professional at $149/month adds advanced features. Enterprise offers custom pricing for complex needs.

Decision Factors

• Choose ActiveCampaign if you need sophisticated event promotion automation, want deep CRM integration, and plan to nurture registrants through complex journeys before and after events.

• Consider alternatives if you need built-in event hosting, want in-email registration forms, or prefer a simpler setup without extensive configuration for automation.

8. HubSpot

HubSpot provides comprehensive marketing, sales, and service tools with strong event management capabilities built into its ecosystem. Event tools integrate seamlessly with CRM, marketing automation, and sales features.

What Makes It Special

• End-to-end visibility of event-driven pipeline and revenue impact

• Event objects in CRM enable registration, attendee, and multi-event management

• Revenue attribution provides precise event contributions to closed deals

• Forms and landing pages with drag-and-drop editors and progressive forms

• Email marketing with event templates, automated reminders, and personalized content

• Smart send times for maximum engagement with A/B testing capabilities

Key Capabilities

• An integrated platform allows seamless sharing of data among marketing, sales, and events.

• Sales professionals can view registration activity in CRM, making it easier to coordinate efforts.

• Automated deal creation for important registrants quickens follow-up

• Best for B2B Businesses events tied to the sales pipeline

• Multi-touch attribution provides the entire customer journey, including event interactions

• Vast integration marketplace extends platform capabilities for specific requirements

Pricing

Free Tools provide basic CRM and email with limited features. Marketing Hub Starter at $20/month offers basic marketing. Marketing Hub Professional at $890/month includes full automation. Marketing Hub Enterprise at $3,600/month provides advanced features.

Decision Factors

• Choose HubSpot if you want a complete platform connecting event marketing to sales outcomes, need sophisticated analytics and attribution, and are building long-term inbound strategies around events.

• Consider alternatives if you need in-email registration forms, want event-specific features without full marketing platform costs, or operate on limited budgets requiring lower entry pricing.

9. Hopin

Hopin specializes in creating engaging virtual event experiences with built-in email capabilities for promotion, registration, and attendee communication. The platform replicates in-person event engagement online.

What Makes It Special

• Virtual event creation with multi-track and expo halls with virtual booths

• Networking areas, breakout sessions, and main stage presentations

• Registration systems with custom forms, ticket types, approval processes, and group registration

• Email communications with announcements, confirmations, engagement campaigns, and reminders

• Attendee engagement with networking suggestions and one-on-one video meetings

• Live Q&A, polls, chat, messaging, and virtual business card exchange

Key Capabilities

• Best replication of in-person event engagement in virtual spaces

• Excellent tools for attendee connections and meetings make networking seamless

• Scalability to handle small workshops or large conferences with 10,000+ attendees

• Analytics for registration, attendance, engagement metrics, booth visits, and ROI

• All-in-one solution integrates event platform and email communication

• Virtual experience quality comparable to in-person events for networking and engagement

Pricing

Hopin Events starts at $99/month with custom pricing for large events. Enterprise plans are available for organizations with complex needs.

Decision Factors

• Choose Hopin if you're hosting virtual events requiring networking and engagement features, want an all-in-one virtual event platform, and need to replicate in-person event experiences online.

• Consider alternatives if you need in-email registration forms, focus on simple webinars rather than complex virtual experiences, or prefer more established platforms with longer track records.

Common Mistakes

• Too many form fields reduce completion rates by 5–10% per additional field.

• Poor mobile optimization misses 70% of users who open event emails on smartphones.

• Weak value propositions assume interest instead of clearly communicating benefits.

• Missing social proof reduces trust and credibility.

• Too few reminders leave registrations on the table; one reminder is not enough.

• Generic content fails to engage where personalization could improve results.

• Poor timing sends reminders at the same time, missing optimal engagement windows.

• Skipping last-minute reminders misses the high-engagement hour before events.

Final Thoughts

Strong event emails reduce friction, highlight clear value, and make it easy for people to register and attend. Well-timed reminders and personalized messaging keep interest high and ensure attendees don’t forget why they signed up.

After the event, quick follow-ups and smart segmentation turn engagement into long-term relationships. When urgency, relevance, and consistency work together, events drive not just attendance but real conversions.