Guidelines for creating a participant email


Emailing your participants is a great way to share important information about your event. We make it easy to do with the Email Manager, and because we want to help make it even easier for you, we have some guidelines for crafting a clear and effective message for your participants. Let’s get started.

First, determine your end result

Keep your communication focused by thinking about the end result of your email. What do you want your participants to know or do with the information you send them? The goal here is to design a message that is so effective folks will have trouble thinking of any questions to ask you!

Getting your message across

Keeping your overall message brief and to the point will help ensure that critical details don't get lost in the mix. Draw attention to the really important stuff. Think bold, big, and/or contrasting color!

You'll need to make sure you have HTML-based emails enabled. If you aren't sure whether you do or not, you check on that by following the instructions in this article: Format emails using a rich text editor.


Take a moment to think about all the questions participants may have in response to your email. Save yourself a ton of time and integrate those answers into your message! 

Help articles

For anything specific to registration with imATHLETE, our help center is your best friend. Feel free to copy and paste straight out of the articles if that works best for you. Our participant Support Center is located a t Here are some popular articles to get you started:


Let participants know whom to contact with questions. For questions specific to registrations, feel free to direct folks to If you include our email address, let us know! We’d like to be sure we’re prepared to answer the questions we receive so everyone can have a great overall experience.

Example Email

Good afternoon, runners!

I hope your training is going fantastically well as we gear up for race day on July 3rd! 

Just a quick reminder that the last day to edit your registration or change races is Friday, June 26th at 11:59 pm. All registrations are final after that point, so make any necessary changes now.

Here’s how to change your registration:

  1. Click this link to edit your registration
  2. Enter your confirmation code (you can find it in your confirmation email)
  3. Click Edit Registration Details
  4. Make your changes
  5. Click Save and Continue, and you're all set!

Remember that your registration is handled through imATHLETE, so if you have any questions about their site functionality, feel free to check out theirSupport Center or reach out to them at

If you have any questions about the race itself, let me know by replying directly to this email.

Happy training, and we’ll see you soon!