Group Booking Confirmation Email Template
Confirm group bookings with all participants and coordination details.
Template Preview
Subject: Group Booking Confirmed - {{event_name}} on {{date}}
Hi {{organizer_name}},
Your group booking has been confirmed!
Event Details:
📅 {{date}} at {{time}}
📍 {{location}}
👥 {{participant_count}} participants
🗓️ {{event_name}}
Participants confirmed:
{{participant_list}}
Share this link for others to join: {{group_link}}
Group coordinator information:
• {{coordinator_instructions}}
Questions? Reach us at {{phone}} or {{email}}.
We look forward to hosting your group!
Best,
{{business_name}}How to Use This Template
Copy the Template
Click the copy button above to copy to clipboard
Replace Variables
Swap {{variables}} with your business info
Send or Automate
Use manually or automate with SchedulingKit
Variables to Replace
{{organizer_name}}{{event_name}}{{date}}{{time}}{{location}}{{participant_count}}{{participant_list}}{{group_link}}{{coordinator_instructions}}{{phone}}{{email}}{{business_name}}💡 Pro Tips
Include share link for additional participants
Clearly identify the organizer/coordinator
List all confirmed participants
Provide coordinator-specific instructions
Perfect For
When to Use This Template
Use for team meetings, group classes, workshops, or events with multiple attendees. For one-on-one appointments, the standard Appointment Confirmation template is simpler and more appropriate.
✅ Best Practices
Include a shareable link that lets additional participants add themselves without contacting the organizer
Send individual confirmation emails to each participant, not just the organizer
Clearly state the minimum and maximum group size and what happens if the count changes
Include a participant roster so everyone knows who else is attending
⚠️ Common Mistakes to Avoid
Only sending confirmation to the organizer and expecting them to relay details to all participants
Not including a headcount or participant list, which creates confusion on the day of the event
Failing to mention what happens if participants drop below the minimum group size
Frequently Asked Questions
Can I customize this email template?
Absolutely! This template is designed to be fully customizable. Simply copy the template and replace the {{variables}} with your specific business information, branding, and messaging. You can also adjust the tone, add or remove sections, and personalize it for your audience.
When should I send this email?
For best results with group booking confirmation email template, timing matters. Include share link for additional participants Many businesses automate this email to trigger at the optimal time using scheduling software.
How do I automate this email template?
You can automate this template using SchedulingKit's workflow feature. Once set up, the system will automatically send personalized versions of this email to the right clients at the right time—no manual work required. This ensures consistency and saves hours of administrative work.
What makes a good email for appointments?
Effective appointment emails should be clear, professional, and include all essential information (date, time, location). Clearly identify the organizer/coordinator Using email templates ensures you don't miss important details.
Explore More Resources
Further Reading
- HubSpot: Free Business Templates — Curated collection of professional business templates.
- SCORE: Technology Resources — Free mentoring and guides for small businesses.
Automate This Template
Stop copying and pasting. SchedulingKit automatically sends personalized messages at the right time, every time.
Free forever plan available • No credit card required