Hosting a neighborhood event or open house at your boutique fitness studio is a fantastic way to attract new clients, advertise your unique offerings, and build community. However, to ensure a successful turnout, you must communicate effectively with your target audience. As a studio coach, I often see studio owners put hours of work into their open house and spend hundreds on advertising, only to feel disappointed with the turnout. Once you've organized and begun marketing your event, it's time to communicate. Here's your step-by-step schedule and scripts for contact points via email, text, and phone before your event to help engage potential attendees and ensure your open house or event is a success. 

1. Setting the Date

This email will go to your entire email list, including members. Although we ideally want new clients to fill the open houses, you need a few seasoned veterans to help guide the newbies. This save-the-date email should go out 4-6 weeks before your open house as a preliminary teaser- no call to action is required; you just want it on their radar. 

Schedule: 5-6 weeks before the event

Script for Email:

Subject: Save the Date, First Name, You're Wont Want to Miss This.

Hi [First Name],

We are so excited to invite you to our upcoming open house event at [Your Studio]! Please mark your calendars for [Event Date] to experience all the exciting things we have planned for you. 

Stay tuned for more details and surprises as we get closer to the date, but we'll let you in on a little sneak peek. Here is just a bit of what you can look forward to:

• Feature 1

• Feature 2

• Feature 3

We can't wait to see you in class.

Signature,

[Your Name]

[Your Studio]

2. Initial Announcement

Schedule: 4 weeks before the event

Script for Email:

Subject: You're Invited, First Name! Come Take Class On Us. 

Hi [First Name],

Have you heard the news? We're hosting free classes on (date), and you're invited! Whether you're a seasoned (Insert modality of choice) enthusiast or just starting your wellness journey, this event is for you!

Date: [Event Date]

Time: [Event Time]

Location: [Your Studio Address]

Join us for a morning full of fun fitness classes, exclusive discounts and giveaways, snacks and drinks from our neighborhood partners, and so much more. This is your perfect opportunity to see why [your studio] [insert claim to fame like "has been a staple in the community for 8+ years" or "has collected over 100 5-star reviews!".

To reserve your spot, click the link below

[Registration Link]

We can't wait to sweat, smile, and celebrate with you at our open house.

[Email Signature]

[Your Name]

[Your Studio]

3. Reminder and Class Schedule

Schedule: 2 weeks before the event

Script for Email

Subject: How long has it been since you checked in on your health and fitness goals? We've got your (free) comeback class.  

Hi [First Name],

This is your friendly reminder about our open house next [Event Date] at [Your Studio]. If you haven't signed up yet, your time is running out, and so is our open availability! Click below to save your spot. [Link to Schedule]

Remember, in addition to amazing free classes, you also get 

• Feature 1

• Feature 2

• Feature 3

All for free! 

What would it feel like to put yourself back on your to-do list? We're here, ready to welcome you into our friendly community. It's the perfect time for a free class to remind yourself that your wellness goals are worth it. 

[Sign Up Button]

[Signature]

[Your Name]

[Your Studio]

4. Clock Is Running Out Reminder

Schedule: 1 week before the event

Script for Email

Subject: Tick Tock! The Countdown to Your Fall [Modality] Jumpstart is On!

Hi [First Name]

Maybe you've heard, but our open house is less than a week away! What are you waiting for? Free classes? (check) Snacks and drinks? (Check) The chance to win a free month of unlimited classes? (Check!) Most of our classes are already full, so RSVP now before it's too late.

Click below to schedule your class. Can't wait to see you next Saturday. 

[Registration Button]

[Signature]

[Your Name]

[Your Studio]

5. See You This Weekend

Schedule: 3 days before the event

Script for Text:

Hi [First Name], This is Niki at Limitless Studio with a friendly reminder about our Open House next [Event Date]. We have a few spots left in our (Class 1 name and time) or (Class 2 name and time), and I'd love to save one of them for you. Would you like to grab a mat in either of those two classes? It's going to be a blast!

6. Personal Phone Call Optional

Schedule: 2 days before the event

I know some of you are allergic to phone calls, but a friendly voicemail can drastically improve your attendance. Consider making personal phone calls to individuals who expressed interest but haven't yet RSVP'd. Keep the conversation friendly and informative, emphasizing the value of attending the Open House and answering any questions they may have.

7. 24 Hour Text

Schedule: 1 day before the event to all new clients

Script for Text:

Hi [First Name]. This is Niki at Limitless Studio. I'm just going through our schedules for tomorrow, and I see you're new, so I wanted to welcome you to our studio and see if you had any questions about tomorrow. I recommend checking in 15 minutes before class so you have time to get comfortable. I'm about to set mats out. I'll set one out for you. I'm looking forward to seeing you in the morning!

Effective communication is critical to the success of your boutique fitness studio's open house. The best part? You can save these templates in your mail software and rinse and repeat them each time you run a free event. 

By following this schedule and using the scripts for email, text, and phone calls, you can engage potential attendees before they decide to no show, increase registration, and create excitement around your event. Remember to tailor your messages to your studio's unique offerings and brand personality. With a well-executed communication strategy, your Open House is sure to be a success.

Looking for post-event communication? Click HERE.