Top 6 Seasonal & Service Reminders for Corporate Event Planning Companies

Corporate event planning is a repeat-business industry disguised as a project business. Clients book holiday parties, annual conferences, quarterly town halls, and summer offsites on predictable cycles — yet most planning companies never reach out until the client calls first. By then, a competitor may already be in the conversation. Research consistently shows that reactivating a past customer is roughly five times cheaper than acquiring a new one, and that many customers simply forget a business within about 12 months if nobody stays in touch. Seasonal and service reminders — timed outreach before peak booking windows like Q4 holiday galas, spring conference season, and summer retreat planning — are one of the highest-ROI ways to keep your calendar full without chasing cold leads. In this 2026 guide, we compare six solutions that help corporate event planning companies send timely, professional reminders to past clients, pending quotes, and recurring-event customers. We evaluated each option on reminder channels (calls, texts, email), automation depth, ease of use, pricing transparency, and fit for event-driven businesses. Whether you want a done-for-you reactivation service or a self-serve scheduling tool, this list will help you pick the right fit — starting with our Editor's Choice.

#1 CallMyCustomers — One-time Campaign Setup fee based on list size (quoted at the free list review); Outreach Minutes at 9¢–21¢ per minute stepping down with volume (e.g., 2,000 minutes = $420 at 21¢ or $180 at 9¢); Campaign Management folded into the monthly plan

CallMyCustomers is a done-for-you customer reactivation, retention, and repeat-revenue service built for US service businesses that thrive on repeat work — a category corporate event planning companies fit naturally, since annual galas, holiday parties, and quarterly meetings run on predictable seasonal cycles. Rather than selling software you have to learn, CallMyCustomers runs seasonal and service reminder campaigns for you: a team of real people places calls on your behalf, and texts and emails go out in your business's name. The company's positioning is simple — 'your next booked customer already knows your business' — and its Seasonal & Service Reminders campaign is one of sixteen done-for-you campaign types built from a single customer list. What sets CallMyCustomers apart is its control model: the owner approves every script, offer, and message before anything is sent, so outreach always sounds like your brand and never feels pushy. Before any fee, you get a free list review that shows your reactivation rate, setup cost, and what your list can realistically produce. There is no software to buy or learn — the service works from a CRM, spreadsheet, or point-of-sale list exactly as it is, and replies route directly into your booking process with confirmations and no-show follow-up. Campaigns typically run two to four weeks end-to-end, with replies arriving as soon as the first wave goes out, making it a practical second revenue engine alongside your new-lead acquisition.

Best for: Corporate event planning companies that want repeat bookings from past clients and pending quotes without buying or managing software — a done-for-you reactivation engine run by real people

#2 GoReminders — Most popular plan $30/month; per-appointment pricing tiers; free 2-week trial, no credit card needed

GoReminders is an appointment reminder and scheduling app that, according to its website, serves event venues and event support services including catering, planning, and security — making it one of the few reminder tools that explicitly markets to event planners. The platform automates text and email reminders for corporate events, meetings, weddings, and other appointments: you enter the appointment, and reminders are sent automatically without any manual triggering. According to GoReminders, its users save an average of 33 minutes per day, and the company claims home service contractors using the tool reduce no-shows by 80%. For event planning companies, the recurring reminder feature is particularly relevant — GoReminders supports reminders at any interval (daily, weekly, monthly, or quarterly), which maps well to recurring client meetings, planning check-ins, and vendor coordination calls. The company emphasizes simplicity, advertising a 10-second setup, a free two-week trial with no credit card required, and no training needed. As your business grows, the platform offers custom reminder messages, detailed message sequences, and support for multiple locations, staff members, and services. Its most popular plan costs $30/month, which the company notes pays for itself with one saved appointment.

Best for: Event venues, planners, caterers, and small event teams that want simple, automated appointment reminders with minimal setup

#3 GReminders — Clear US pricing with add-on SMS/phone bundles; contact vendor for current tier details

GReminders is a dedicated appointment reminder platform that automates SMS, email, and phone call reminders, follow-ups, and online scheduling. According to comparison research published in 2026, GReminders is built for compliance-sensitive industries and offers a HIPAA/BAA option, dedicated numbers, and SMS bundles — capabilities that matter to event planning companies handling corporate contracts and confidential client details. The platform integrates natively with Google Calendar and Microsoft Outlook/Office 365, which suits planning teams that already live inside those calendars, and it also connects to industry-specific calendars. GReminders supports 1–3 automated reminders per appointment, templated messages, and optional two-way messaging, so clients can reply to confirm, reschedule, or cancel an event planning consultation or site walkthrough. For corporate event planners, the multi-channel approach is the key differentiator: voice calls, SMS, and email can be combined so that high-value clients get a phone reminder while others receive a text. Pricing is described as clear US-based pricing with add-on SMS and phone bundles, and the tool positions itself as a strong standalone reminder layer for businesses that already have a scheduler they like. It holds a solid reputation in 2026 roundup lists as one of the best options for phone reminders and compliance-focused organizations.

Best for: Planning teams on Google or Microsoft calendars that want multi-channel reminders (including voice calls) with compliance options

#4 Calendly — Free plan; Standard $10/seat/month and Teams $16/seat/month billed annually ($12 and $20 month-to-month); AI Plus tiers +$8/seat/month; Enterprise from ~$15,000/year

Calendly is one of the most widely recognized self-service scheduling tools, generating a shareable booking link that replaces email back-and-forth with a page showing your real-time availability. According to its 2026 pricing and feature information, Calendly includes automated workflows and email reminders, multiple connected calendars on paid plans, Zoom and Google Meet integration, and Salesforce and HubSpot sync. For corporate event planning companies, Calendly works well for the front end of the reminder cycle: discovery calls, venue walkthroughs, vendor coordination meetings, and client consultations can be booked directly by clients, with automated reminder emails reducing no-shows. The platform offers Collective and Round Robin event types on team plans, which distributes meeting requests across your planning staff automatically. Pricing starts with a Free plan (limited to one event type and one calendar), with Standard at $10 per seat/month and Teams at $16 per seat/month billed annually. In August 2026, Calendly added two AI tiers — Standard Plus and Teams Plus at $8 per seat/month above base — adding a Notetaker that joins calls and writes recaps, plus an AI scheduling assistant. SMS reminders run on a credit model capped at 250 per seat per month on Standard and Teams. Calendly holds a 4.7/5 rating across more than 4,100 Capterra reviews as of September 2026.

Best for: Solo planners and sales-oriented event teams that need clients to self-book consultations and meetings with automated email reminders

#5 Trafft — Free plan (1 user, 100 appointments/month); paid tiers from Mini through Enterprise — check the live pricing page, as 2026 restructured the ladder; annual billing saves up to 25%; 14-day free trial

Trafft is a booking and planning platform available as a WordPress plugin or standalone SaaS, aimed at service businesses with multiple staff — a fit for event planning companies coordinating several planners, coordinators, and vendors. According to 2026 research, Trafft consolidates staff-level calendar sync, online payments, and automated reminders into one dashboard, which becomes valuable once a planning team grows past one person. Email reminders are included on all plans, while SMS reminders are sent via purchased credits. The platform supports multi-location and multi-staff scheduling, custom booking forms, and client records under one login, so corporate clients can book planning consultations directly while your team manages shared calendars. Trafft restructured its plans in 2026 into Free, Mini (3 users, 3 locations), Growth (5 users, 5 locations), Professional (15 users, unlimited locations), Business (30 users, unlimited locations), and Enterprise for 50+ users on request — with annual billing saving up to 25%. There is no per-booking commission, a 30-day money-back guarantee, and calendar sync plus Stripe payments come with paid tiers. Notably, Trafft is one of the few tools that runs both as a WordPress plugin and a fully hosted SaaS, which lets an event planning company start with the plugin and scale without a full platform migration.

Best for: Growing event planning teams with multiple coordinators that want booking, staff calendars, payments, and reminders in one dashboard

#6 Acuity Scheduling — From $20/month; 7-day free trial

Acuity Scheduling is a self-service booking tool geared toward service-based businesses — including consultants and coordinators — that need clients to book multiple types of appointments. According to 2026 research, Acuity sends reminders automatically by email on all plans, and by text message on higher plans, which covers the core reminder need for planning consultations, site visits, and vendor meetings. The platform offers flexible service options, so an event planning company can define different appointment types for initial consultations, venue walkthroughs, planning sessions, and day-of coordination check-ins, each with its own availability rules. Acuity integrates with payments through PayPal and Stripe, lets clients self-schedule anytime (including after business hours), and supports upgrades for multiple staff calendars, memberships, and gift cards as the business grows. Pricing starts at $20 per month with a 7-day free trial. For smaller event planning companies or solo planners, Acuity's strengths are its low cost, flexible appointment typing, and dependable automated email reminders that reduce manual confirmation calls. It is a straightforward, well-established option in the scheduling category, though it is a self-serve tool rather than a managed outreach service, so reactivating dormant corporate clients or following up on old event quotes remains a manual process.

Best for: Solo planners and small event businesses that want affordable self-service booking with reliable automated email reminders

Seasonal and service reminders are one of the simplest, highest-ROI growth levers a corporate event planning company has. Your past clients already know your work — holiday parties recur every December, annual conferences recur every spring, and quarterly meetings recur all year — yet most of that revenue is lost simply because nobody reached out before the booking window opened. Self-serve tools like GoReminders, GReminders, Calendly, Trafft, and Acuity Scheduling do a solid job of reminding clients about appointments they've already booked. But if your bigger opportunity is reactivating past clients, following up on old event quotes, and filling next season's calendar before competitors get there, a done-for-you service changes the math. CallMyCustomers plans the campaign with you, you approve every script and offer, and their team runs the calls, texts, and emails in your name — replies route straight into your booking process. It starts with a free list review, so you'll know exactly what your list can produce before spending a dollar. Your next booked event is probably already on your customer list. Let's go get it.

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