Templates and Tools
Event Services

Use to announce an event to your audience by email.

• You are a communications coordinator at the UF College of Public Health and Health Professions writing on behalf of [DEPARTMENT/UNIT]. Your aim is to announce [EVENT NAME] and drive RSVPs. You’re writing to [AUDIENCE], who skim email and need the essentials fast, so keep the tone professional but friendly and welcoming. Structure the email with a subject line, a one-line hook, the logistics (date [DATE], time [TIME], location [LOCATION or ZOOM LINK]), this brief description: [2-3 SENTENCE DESCRIPTION], and clear RSVP instructions [RSVP DETAILS]. Keep it concise and scannable.

Use for departmental social channels.

• You are a social media coordinator for [DEPARTMENT] at the UF College of Public Health and Health Professions. Your aim is to announce [EVENT NAME] and drive clicks to register or learn more. You’re writing for [AUDIENCE] scrolling a departmental feed, so keep the tone [professional or conversational], engaging and concise. Structure the caption with a hook, the key details (date [DATE], location [LOCATION]), this description: [2-3 SENTENCE DESCRIPTION], and a call to action linking to [LINK]. Keep it under 150 words.

Use four to six weeks before the event.

• You are an events coordinator for [DEPARTMENT/UNIT] at the UF College of Public Health and Health Professions. Your aim is to reserve the audience’s calendar four to six weeks out and signal that details will follow. You’re writing to [AUDIENCE], so keep the tone brief and anticipatory. Structure it as no more than three sentences covering [EVENT NAME], date [DATE], time [TIME], location [LOCATION], and a note that more details are coming.

Use to invite a speaker, panelist or facilitator. Caution: be very discerning when using AI for direct messages to individuals. Make sure the final product will read genuine to the recipient.

• You are an events coordinator for [DEPARTMENT/UNIT] at the UF College of Public Health and Health Professions writing a personal invitation. Your aim is to invite [NAME] to speak and secure their confirmation by [DATE]. You’re writing to [NAME], a prospective speaker, panelist or facilitator, so keep the tone warm, professional and genuine, conveying why their participation matters. Structure the email with a personal greeting, the ask and their role [WHAT YOU’RE ASKING THEM TO DO], event details (date [DATE], time [TIME], location [LOCATION], audience [AUDIENCE]), any [HONORARIUM OR TRAVEL DETAILS], and a request to confirm by [DATE].

Coordinator note: Send four to six weeks out, and earlier for alumni or external audiences who book travel. For large conferences or symposia, push this to two to three months out. This email has one job — claim the date. Hold registration links and logistics for later sends.

Subject: Save the date: [Event Name], [Month Day]

Body:

[Insert appropriate greeting],

Save the date for [Event Name] on [Day, Month Date]. [One sentence on what it is and who it’s for — e.g., “Join fellow PHHP alumni and faculty for an evening of conversation and connection in Tampa.”]

We’ll send full details and registration soon. For now, we hope you’ll hold the date.

Questions in the meantime? Reach [Name] at [email].

[Insert your salutation or identifying information for your department/program/lab/center]

Coordinator note: Send two to three weeks out with your registration link live, or four to six weeks out for large conferences and travel-heavy events. Confirm venue and parking details and confirm your accommodation contact before sending. For audience-specific tone — alumni versus students versus community — adjust the opening line; the structure holds.

Subject: You’re invited: [Event Name]

Body:

[Insert appropriate greeting],

Please join us for [Event Name].

[Day, Month Date] [Start–end time] [Venue, room or address]

[Two or three sentences on the program — what’s happening, who’s part of it, what people will get out of being there. Name a draw: a speaker, an award presentation, the chance to connect with faculty and peers. If food is served, say so plainly: “Light refreshments will be served.”]

Register for [Event Name]. Registration closes [date].

Need an accommodation to fully take part? Contact [Name] at [email] by [date] and we’ll make arrangements.

We hope to see you there.

[Insert your salutation or identifying information for your department/program/lab/center]

Coordinator note: Send three to five days out to registered attendees. This is the “everything you need to walk in the door” email. Copy your venue’s parking block from the Parking and Directions guide directly into the details, if applicable. For hybrid events, lead with the join link instead of the room.

Subject: [Event Name] is [day] — what to know before you go

Body:

[Insert appropriate greeting],

[Event Name] is almost here. Here’s what you need:

When: [Day, Month Date], [start time]. Doors open at [time]. Where: [Venue, room number]. Parking: [Garage or lot, and any permit or validation instructions]. Good to know: [What to bring, where to check in, agenda highlights, or “Just bring yourself.”]

[If virtual or hybrid: Join here: [link]. We’ll open the room [X] minutes before we start.]

See you [day].

[Insert your salutation or identifying information for your department/program/lab/center]

Coordinator note: Send three to five days before your registration or headcount deadline, and only to people who haven’t yet registered if your platform lets you segment. A real reason to act now — a catering count, limited seats — works better than manufactured urgency.

Subject: Last call to register: [Event Name]

Body:

[Insert appropriate greeting],

A quick reminder that registration for [Event Name] closes [Day, Month Date]. If you’re planning to join us on [Month Date], there’s still room.

Register for [Event Name].

[One line on why now, if true: “We finalize our headcount with the caterer on [date],” or “Seating is limited and filling up.”]

Hope to see you there.

[Insert your salutation or identifying information for your department/program/lab/center]

Coordinator note: Send within 48 hours, while the event is fresh. If you created a feedback survey, this is where it should be shared.

Subject: Thank you for joining us at [Event Name]

Body:

[Insert appropriate greeting],

Thank you for being part of [Event Name]. [One specific, genuine note — strong turnout, a memorable talk, the energy in the room. Name something real.]

[If applicable: A few things from the event:

• Slides, recording or resource
• Resource or next step]

If you have two minutes, we’d value your feedback — it shapes how we plan the next one: [Share your feedback]([survey link]).

Thanks again, and we hope to see you at future events.

[Insert your salutation or identifying information for your department/program/lab/center]

1. Select the button above for the survey you want.
2. Sign in with your UF Microsoft 365 account if you’re prompted.
3. On the page that opens, choose Duplicate it. Forms creates your own copy under My forms.
4. Rename the form and replace the [Event Name] placeholders with your event details.
5. When you’re ready, choose Collect responses to get a link you can share with attendees after your event.

That’s it — your copy is fully independent, so anything you change stays on your version and never touches the original.

• Default Feedback Survey is the recommended default: four quick ratings, each with one optional comment box. Fastest to send and easiest for attendees to finish.
• The Advanced Feedback Survey asks a tailored follow-up based on each score — what to improve on low marks, what stood out on high ones. The conditional formatting is already built into the form, so duplicating it is all you need to do. Use this version to get more detailed answers but reserve it for audiences you expect will take the time to provide them.