The Best Meeting Announcement Samples to Help You Get the Word Out

You've got a big conference coming up, and you want to make sure everyone knows about it. Need some inspiration for creating an effective announcement? Look no further! Here are five of the best announcement samples that we've come across. From simple and straightforward to creative and fun, there's something here for everyone. So get inspired and start planning your next get-together!

The Best Meeting Announcement Samples to Help You Get the Word Out

The basics: what is a meeting announcement?

At its most basic, a meeting announcement is simply a notification that an event is going to take place. It's usually sent to employees, clients, shareholders, or other interested parties to inform them about an upcoming conference. It typically contains the date, time, and location of the event, as well as a list of agenda items to discuss, instructions on how to RSVP or participate in the meetup, and any additional information.

Why you need a well-crafted meeting announcement

Your team's success depends solely on how successful your meetings are, which means you need to start on the right foot with a well-crafted announcement. If created properly, it will set the tone for a productive and successful gathering, while a poorly written one can do the opposite.

Think about it this way: your announcement is like the opening act for a concert. It's there to get everyone pumped up and ready for what's to come. So if you want your meetups to be successful, make sure you put some thought into announcing them properly.

What makes a great meeting announcement

You might be thinking, do I really need a meeting announcement? Isn't it enough to just send out a calendar invite and be done with it?

While it's true that a calendar invite is a bare minimum you need to do to get people to your appointment, a well-crafted notification can make a big difference in the overall success of your conference. It will capture people's attention, help them understand what the event is about, and encourage them to attend.

Did you know that more than 55% of remote team leaders and employees believe most of their meetings "could have been an email"? You don't want people to say that about your conference, do you?

If you're looking to take your get-togethers to the next level, here's what you need to know to create a great meeting announcement.

1) It should be clear, concise, and informative. It should give the reader all the necessary information about the event, without overloading it with details.

2) The tone of the notification should be positive and upbeat, making the reader excited about attending the gathering.

3) A letter should include all the essential information about the event, such as the time, date, and location.

4) Writing a brief overview of what will be discussed in the conference room will also be highly welcomed by your guests. Thus, they can come better prepared.

5) And to really capture people's attention, try to include a catchy headline or tagline, like that:

  • "Big things happening at our next virtual session!"
  • "You won't want to miss this!"
  • "Find out what's really going on!"

5 best meeting announcement samples

1) Meeting announcement sample letter

Dear employees of [department],

On behalf of our company [name], we're announcing that a meeting has been scheduled on [date] to discuss [topics].

We'll gather in [place] at [time]. The people listed below are requested to attend the event: [names].

The topics which we will discuss are as follows:

  • [Topic 1]
  • [Topic 2]
  • [Topic 3]

If you'd like to offer additional information regarding this list or want to add any changes, feel free to contact me via email: [email]. All your suggestions are always welcome.

Please, confirm that you have received this letter.

Best regards, 



2) Board of directors meeting announcement

It is with great pleasure that we announce the upcoming meeting of the board of directors. It will take place on [date] at [time] in [location].

During the meeting, the board will discuss important matters such as [items]. We encourage all board members to attend the conference so that we can make informed decisions about the company's future.

If you have any questions, don't hesitate to contact us. We look forward to seeing you at the conference!



3) Informal announcement email

Look Who’s Talking!





[meeting name]








Join us for a very special company-wide meeting on [date]! We'll be announcing some major changes and discussing our plans for the future. This event is open to all employees and will be held at [time] in the [location].

See you there!


4) Team meeting announcement

​​Hi everyone,

As we mentioned at the last team session, we're going to be having informal weekly get-togethers starting next week. The purpose of these get-togethers is to provide a space for team members to socialize, learn more about each other, and build relationships.

The first get-together will be [date] at [time] in [place]. We'll have some snacks and drinks, and we'll just spend some time getting to know each other better.

I hope to see you all there!

Best regards,

[Your name]

5) Memo for meeting announcement

Please join us for a meeting to discuss the future of the company. We'll be sharing our vision for the company and how we can work together to make it happen. We'll also be discussing the challenges we face and how we can overcome them.

This is an important event and your input is vital. We hope to see you there!

Looking for other types of templates? Here are the best ones:

Your turn!

Now that you've seen some great examples of meeting announcements, it's time to put them to use. Whether you're sending out an email, hosting a video conference on Whoosh, creating a flyer, or posting on social media, these samples will help you get the word out in a way that's both informative and engaging. So go ahead and get started - your next meeting is sure to be a success!

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