Templates · Marketing
WhatsApp event invitation templates for webinars, launches and workshops
Templates for the whole event cycle on WhatsApp: invitations with RSVP buttons, then utility confirmations, reminders, joining links and post-event messages for registrants.
By Broadchat teamPublished 4 min read
Before you submit these templates
- Invitations are marketing: they promote an event to people who have not signed up yet. Messages to people who registered (confirmation, reminder, joining link, venue change) are utility.
- Write two separate templates for those two jobs. A registration reminder that also pitches your next event will be treated as marketing.
- Put the date, time, place or platform and the cost (or "free") in the invitation body. Vague invites are rejected more often and convert worse.
- Use RSVP quick replies (Yes, I will attend / Maybe / No) instead of a form link when you only need attendance; tapping is easier than filling a form.
- For paid events, link to your own registration page. Do not collect card details in chat.
- Joining links (Zoom, Google Meet, YouTube) should go in a URL button with the meeting id as the variable, not pasted in the body.
Two kinds of event messages
WhatsApp event invitation templates do two different jobs, and Meta puts them in two different categories. Invitations go to people who have not signed up yet and promote the event, so they are marketing. Everything you send to people who registered (the confirmation, the reminder, the joining link, a venue change, the recording) reports on something they signed up for, so it is utility. Keep the two apart: registrant messages are then charged at the utility rate, which in India is lower than the marketing rate, and they are not subject to per-user marketing limits.
This page covers webinars, store launches, paid workshops, conferences and meetups, and community events. Clinics and salons sending reminders for individual bookings should use the appointment reminder templates instead.
A complete event sequence
| When | Template | Category | Audience |
|---|---|---|---|
| 7-10 days before | webinar_invite | Marketing | Opted-in contacts |
| On registration | event_registration_confirmed | Utility | Registrant |
| Day before (in person) | event_day_before_reminder | Utility | Registrants |
| 1 hour before (online) | event_joining_link | Utility | Registrants |
| If anything changes | event_venue_change | Utility | Registrants |
| Day after | event_recording_share | Utility | Registrants |
RSVP inside WhatsApp with Broadchat
- Create the templates in CRM → WhatsApp Templates: invitations under Marketing, the rest under Utility.
- Send the invitation from CRM → Bulk Campaign to a segment of opted-in contacts, for example everyone tagged "traders" in Lucknow.
- In Chatbots, create a flow with a Keyword Match trigger on "Yes, register me". Ask for anything you need with Ask Question, add a tag such as "webinar-25-oct", and send
event_registration_confirmed. - Before the event, send the reminder and joining link from CRM → Bulk Campaign to the segment of contacts with that tag. Schedule each send for the right hour.
- Contacts who tap Not interested or Stop updates get a tag that you exclude from future invitations.
Attendance tips that do not need a budget
Send the joining link one hour before, not the day before: links sent early get buried. For in-person events, ask registrants to show the WhatsApp message at check-in, which saves printing passes. After the event, a short feedback question to attendees is often more useful than another invitation.
Read the WhatsApp message templates guide for the category rules, and see WhatsApp broadcast for campaign scheduling.
Sources
- Template categorization guidelines — Meta for Developers, checked 12 October 2026
- Template components — Meta for Developers, checked 12 October 2026
- Per-user marketing template message limits — Meta for Developers, checked 12 October 2026
Broadchat team · Product and partner success team
The people who build and support Broadchat, the white-label WhatsApp Business API platform. We write from what we see while onboarding partners and their clients on the official WhatsApp Cloud API, and we check every article against Meta's current documentation.
Last updated:
11 event invitations templates
Copy the wording, then submit it from CRM → WhatsApp Templates with the sample values shown. Meta reviews every template; approval is never guaranteed.
image header
Hi {{1}}, you are invited to our free webinar "{{2}}" on {{3}} at {{4}}. Our CA panel will answer live questions for 30 minutes at the end. Will you join us?
- Yes, register me
- Send recording later
- Not interested
Webinar invitation with RSVP
Marketingwebinar_inviteLanguage: en
Use it when: Seven to ten days before an online event, to contacts who opted in to updates from you.
Variables Variable Meaning Sample {{1}} Contact first name Rohan {{2}} Webinar title GST changes for small traders {{3}} Date Saturday, 25 Oct {{4}} Time with time zone 11 am IST - Register people straight from the Yes reply with a chatbot flow, and send the confirmation template automatically.
image header
Hi {{1}}, Rangoli Home is opening its new store at {{2}} on {{3}}. Join us between 11 am and 8 pm for the launch, live block-printing demos and a gift for the first 100 visitors.
- Get directions
- I will come
New store opening
Marketingstore_launch_inviteLanguage: en
Use it when: A week before a store or branch launch, to customers in that city who opted in to marketing.
Variables Variable Meaning Sample {{1}} Customer first name Meera {{2}} Store address Phoenix Palassio, Lucknow {{3}} Launch date Sunday, 2 Nov - Segment by city; inviting customers from another state to a store opening is the fastest route to blocks.
Hi {{1}}, our hands-on {{2}} workshop is back on {{3}} at the Kesar Organics farm, Sohna Road. Seats are limited to 25 and the fee is {{4}} including lunch and a starter kit.
- Book a seat
Paid workshop invitation
Marketingworkshop_invite_paidLanguage: en
Use it when: For paid workshops, classes and experiences with limited seats.
Variables Variable Meaning Sample {{1}} Contact first name Anita {{2}} Workshop topic terrace kitchen gardening {{3}} Date Sunday, 9 Nov {{4}} Fee ₹1,499 Hi {{1}}, you are registered for "{{2}}" on {{3}} at {{4}}. Your registration ID is {{5}}. We will send the joining link here one hour before the start.
- Cancel registration
Registration confirmed
Utilityevent_registration_confirmedLanguage: en
Use it when: Immediately after someone registers, by chatbot reply or on your website.
Variables Variable Meaning Sample {{1}} Registrant first name Rohan {{2}} Event title GST changes for small traders {{3}} Date Saturday, 25 Oct {{4}} Time 11 am IST {{5}} Registration id WB-2510-0418 Hi {{1}}, "{{2}}" starts in one hour, at {{3}}. Tap Join now to enter the session. Please join 5 minutes early to test your audio.
- Join now
Joining link one hour before
Utilityevent_joining_linkLanguage: en
Use it when: One hour before an online event, to registrants only.
Variables Variable Meaning Sample {{1}} Registrant first name Kavya {{2}} Event title GST changes for small traders {{3}} Start time 11 am IST - Use a redirect on your own domain for the button so you can switch platforms without a new template.
Hi {{1}}, see you tomorrow at {{2}}. Venue: {{3}}. Entry opens at {{4}}; please carry this message or your registration ID for check-in.
- Venue map
In-person event reminder
Utilityevent_day_before_reminderLanguage: en
Use it when: The evening before a conference, meetup, exhibition or wedding function, to confirmed attendees.
Variables Variable Meaning Sample {{1}} Attendee first name Arjun {{2}} Event name Jaipur D2C Founders Meet {{3}} Venue Hall 2, JECC, Sitapura {{4}} Gate opening time 9:30 am Hi {{1}}, an important change for {{2}}: the event will now take place at {{3}}, starting at {{4}}. Your registration stays valid. Reply here if you can no longer attend.
Venue or time change
Utilityevent_venue_changeLanguage: en
Use it when: As soon as a venue, date or time changes, to every registrant.
Variables Variable Meaning Sample {{1}} Attendee first name Neha {{2}} Event name Jaipur D2C Founders Meet {{3}} New venue Hotel Clarks Amer, JLN Marg {{4}} New start time 10 am Hi {{1}}, thank you for registering for "{{2}}". The recording and slides are now available and will stay online until {{3}} for everyone who registered.
- Watch recording
Recording and slides
Utilityevent_recording_shareLanguage: en
Use it when: The day after an online event, to everyone who registered, including those who missed it.
Variables Variable Meaning Sample {{1}} Registrant first name Sanjay {{2}} Event title GST changes for small traders {{3}} Availability end date 30 Nov - Promoting the next webinar in the same message makes it marketing; send that invite separately.
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Namaste {{1}}, the Shri Ganesh Mandal invites you and your family to {{2}} on {{3}}. Aarti begins at 7 pm, followed by prasad and a cultural programme by local children.
- We will come
- Stop updates
Community or religious event
Marketingtemple_utsav_inviteLanguage: en
Use it when: For trusts, housing societies and community groups inviting members who opted in.
Variables Variable Meaning Sample {{1}} Member first name Patil ji {{2}} Event the Ganeshotsav Maha Aarti {{3}} Date Saturday, 6 Sep नमस्ते {{1}}, छोटे व्यापारियों के लिए हमारे फ़्री वेबिनार "{{2}}" में आपका स्वागत है। यह {{3}} को सुबह 11 बजे होगा, आख़िर में आप अपने सवाल भी पूछ सकते हैं। क्या आप जुड़ना चाहेंगे?
- हाँ, रजिस्टर करें
- रुचि नहीं है
Webinar invitation (Hindi)
Marketingwebinar_invite_hiLanguage: hi
Use it when: For contacts who prefer Hindi, especially traders and small-business audiences.
Variables Variable Meaning Sample {{1}} Contact name शर्मा जी {{2}} Webinar title GST में नए बदलाव {{3}} Date शनिवार, 25 अक्टूबर Hi {{1}}, kal {{2}} hai. Venue: {{3}}. Entry subah {{4}} baje se shuru hogi, check-in ke liye yeh message dikhaiye.
Event reminder (Hinglish)
Utilityevent_reminder_hinglishLanguage: en
Use it when: For registrants who chat in Roman-script Hindi. Submitted under English (en) because WhatsApp has no Hinglish language code.
Variables Variable Meaning Sample {{1}} Attendee first name Pooja {{2}} Event name Diwali Mela {{3}} Venue Society Clubhouse, Tower B {{4}} Start time 10
Frequently asked questions
Is an event invitation a marketing or utility template?
An invitation to people who have not registered is marketing. Confirmations, reminders, joining links, venue changes and recordings sent to registrants are utility, as long as they do not promote another event.
Can people RSVP to an event directly in WhatsApp?
Yes. Add quick-reply buttons such as Yes, register me and Not interested. A chatbot flow can register the person on the Yes reply, tag them and send the confirmation, so you get an attendee list without a form.
When should I send the webinar joining link?
About one hour before the start, to registrants only, as a utility template with the link in a URL button. Links sent a day early tend to get lost in the chat list.
Can I invite contacts who attended someone else's event?
Only if they opted in to receive messages from your business. A shared attendee list from a partner is not your opt-in; ask the partner to invite them instead, or collect consent first.