Email Templates

All templates are organized under the relevant stakeholder that you will be reaching out to, on one page for convenience. Please use the shortcuts below to skip ahead to the section you need and copy and paste the information into your communications. Be sure to replace all bracketed content with event-relevant information.

Sponsors

Subject: Thank you for supporting Techstars Startup Week [CITY]!

Hello [NAME],

We want to thank you from the bottom of our hearts for being a part of our team for [CITY] Techstars Startup Week!

We could not have done this without you. You supported us to recruit [NUMBER] mentors, [NUMBER] speaker/panelists, our wonderful keynote speaker, [NAME], and [NUMBER] volunteers. 

We had a total of [NUMBER] tracks (themes), attended by a total of [NUMBER] attendees, of which [NUMBER] signed up for mentorship hours. 

We had a total of [ADD MARKETING INSIGHTS] people sharing information about the event and [ADD MORE IF YOU HAVE MORE INSIGHTS]

A notable quote from an attendee over the week: [INSERT] — without you this wouldn’t be possible. 

If you are interested in learning about other entrepreneurship events in our community, you can subscribe to Startup Digest, where you can find a curated list of startup-related events in your city. 

Thank you again for your generosity in supporting our local entrepreneurial ecosystem! We would love to work together again on projects in the future. Please let us know if we can help with any of your upcoming events or projects as well.

Best,   Techstars Startup Week [CITY] Organizing Team

[ORGANIZING TEAM GROUP EMAIL ADDRESS]

Mentors

Subject: Mentoring at Techstars Startup Week [CITY]

Hi [NAME],

I am coordinating this year's [CITY] Startup Week mentorship programming and would love for you to be one of our mentors for the event. 

In case you’re not familiar with [CITY] Startup Week, we’re organizing a free five-day, entrepreneur-lead, community-focused, volunteer-run event in [month, year] that will bring entrepreneurs in our community together to celebrate their achievements and make valuable connections. Over the course of this week, attendees of [CITY] Startup Week can choose the events they’d like to attend. To make things interesting, we hold our events at several venues across [CITY]. Speakers from the community, and outside it, are invited to share their stories to educate, motivate, and inspire the entrepreneurial community. On top of that, we select tracks (themes) we feel are most relevant to our community and choose speakers based on those tracks.

The mentorship program is a volunteer program as part of [CITY] Startup Week. Aside from the mentor program, there are many other sessions ranging from panel discussions and lectures to workshops happening throughout the week of the event. Mentors and the organizing team members are all volunteers who are doing this to contribute to the local startup community. 

Here are the details of the mentor sessions:

  • We’re asking for two hours of your time to meet with Startup Week mentees during the hours of [time] on any day of your choice during the week of [DATE] to [DATE].

  • The sessions will take place at [BASECAMP LOCATION ADDRESS].

  • Each mentor session will be around [25 MIN] (up to four one-on-one sessions total).

  • When mentees register for mentor sessions, they will provide a brief description of the topic that they want to discuss which we will share with you ahead of time. 

Given your deep experience and knowledge in the startup world, we would be grateful to have you on board. Learn more about [CITY STARTUP WEEK - ADD LINK TO YOUR WEBSITE].

I look forward to hearing from you.

Thanks [NAME]! Techstars Startup Week [CITY] Mentor Lead

Subject: Your mentor schedule and information for Techstars Startup Week [CITY]

Hi [NAME],

Thank you again for volunteering to be a mentor at [CITY] Startup Week! 

I have scheduled your mentoring slot for [FRIDAY, NOVEMBER 26TH] at [10:00 AM to 12:00 PM].  When you arrive, please sign in at the registration desk and our mentor volunteer will show you to your designated meeting space.

Each session will be [25 MINS] long, with 5 minutes in-between sessions.

The sessions: The mentees will send me the topic they want to discuss with the mentors when they register and I will then forward the information to the mentors prior to the mentor sessions. It may be that we don’t have all four of your mentor sessions booked in advance. We ask that you remain at your designated meeting space in case we have any last minute signups at the registration desk. 

We will have mentor volunteers in the space who will make sure that it remains a safe and positive experience for mentors as well as mentees. 

We don’t expect you to have the answers to everything. We simply ask you to guide and listen with empathy and inclusivity, and help mentees ask the right questions. Constructive feedback and encouragement are both important to the process, as is sharing expertise from personal experiences with a consultant mindset.

A request: Please send me a headshot, your twitter handle or LinkedIn profile link, and a short bio (one paragraph which includes your area(s) of specialty) which I will include on our event website [LINK TO EVENT WEBSITE]

Please let me know if you have any questions at all. 

Thanks again [NAME]!

When to send: Send this text or email the day before the event.

Subject: Mentorship timeslot reminder [CITY] Startup Week

Hi [NAME],

[YOUR NAME] here from [CITY] Startup Week. Just sending you a quick note to remind you that you signed up to meet with a mentor tomorrow at [TIME] at [VENUE AND VENUE ADDRESS] during Startup Week. If you need to cancel, please let me Mentee reminder email/textknow right away; otherwise, we’ll see you tomorrow!

Thanks [NAME]!

Techstars Startup Week [CITY] Mentor Lead

Speakers/Panelists

Subject: Speaker invitation for Techstars Startup Week [CITY]

Hi [NAME],

I am coordinating this year's [CITY] Startup Week programming for our [add track if applicable] track and would love for you to be one of our speakers for the event.

In case you’re not familiar with [CITY] Startup Week, we’re organizing a free five-day, entrepreneur-lead, community-focused, volunteer-run event in [MONTH, YEAR] that will bring entrepreneurs in our community together to celebrate their achievements and make valuable connections. Over the course of this week, attendees of [CITY] Startup Week can choose the events they’d like to attend. To make things interesting, we hold our events at several venues across [CITY].

Speakers from the community, and outside it, are invited to share their stories to educate, motivate, and inspire the entrepreneurial community. On top of that, we select tracks (themes) we feel are most relevant to our community and choose speakers based on those tracks. As we’re a volunteer-run organization, and do everything we can to make sure our events are free for all attendees, your participation would be on a voluntary basis.

There are many sessions to take part in, ranging from panel discussions and lectures to workshops. Given your background in [ENTREPRENEURSHIP/INDUSTRY/ETC] we would be honoured for you to speak at our event.

Thank you for considering. I look forward to hearing from you.

Thanks [NAME]!

Techstars Startup Week [CITY] team

Volunteers

Subject: Volunteering at Techstars Startup Week [CITY]

Hello [NAME],

I hope you are well. 

I am coordinating this year's [CITY] Startup Week volunteering efforts and I’m reaching out because I think you might be interested in helping us out. 

In case you’re not familiar with [CITY] Startup Week, we’re organizing a free five-day, entrepreneur-lead, community-focused, volunteer-run event in [MONTH, YEAR] that will bring entrepreneurs in our community together to celebrate their achievements and make valuable connections. Over the course of this week, attendees of [CITY] Startup Week can choose the events they’d like to attend. To make things interesting, we hold our events at several venues across [CITY]. You can read more about the event here - [INSERT LINK TO EVENT WEBSITE]

As we’re a volunteer-run organization, and do everything we can to make sure our events are free for all attendees, we need as much help from our community as possible. This is where you come in. :)

There are a number of roles we’re looking to fill during the week. Please [fill out our volunteer form] to register interest and we will reach out to you with more information and your role assignment about three to four weeks out from the event.

If you want to chat more about this, let me know. Looking forward to connecting and working together to make [CITY] Startup Week a success!

Thanks [NAME]!

Techstars Startup Week [CITY] Volunteer Lead

Subject: Volunteer role confirmation at Techstars Startup Week [CITY]

Hello [NAME],

I hope you’re as excited as I am about our upcoming [CITY] Startup Week!

I can confirm that you have been assigned the following role:

Role: [E.G. REGISTRATION DESK]

Date: 

Arrival time: 

Duration of assignment: 

Venue:

Address:

Volunteer coordinator email and contact number: 

[IF APPLICABLE] Training sessions will take place on [DATE] at [TIME] at [VENUE]. Please make sure that you attend one of the training sessions, as we will cover all the details associated with this role to get you comfortable and help you crush this assignment. It will also be a great opportunity to meet your fellow volunteers over some drinks and snacks!

On the day of your assignment, please sign in with our volunteer coordinator at [VENUE] before your shift starts to get a name badge and a T-shirt. Please feel free to bring a refillable water bottle with you.

Please reply to this email confirming that you are able to do this volunteering assignment and provide us with your T-shirt size. All shirts are unisex and sizes range from XS to XXL. 

Finally, we’d love your help to promote [CITY] Startup Week! Here is how you can help: [ADD HASHTAGS AND SHORT DESCRIPTION OF YOUR EVENT WITH THE EVENT WEBSITE LINK, PRE-DESIGNED TWITTER (CLICK-TO-TWEET) OR OTHER SOCIAL MEDIA POSTS GO A LONG WAY].

Please let me know if you have any questions.

Thanks [NAME]!

Best,

Techstars Startup Week [CITY] Volunteer Lead

Promotional

When to send: As this is your initial outreach to the community to get involved, you should send this around 5 months out.

Subject: [CITY’S] [FIRST/SECOND ETC] Startup Week!

Hello,

Join us at [CITY’S] [FIRST/SECOND ETC] Startup Week! The startup community will come together in a week packed with fun, educational, and free events around the [CITY] and we would love you and your network to be involved. 

A bit more information: [CITY] Startup Week will be between [DATE AND DATE]. It’s a series of events hosted and sponsored by many of our local startups, speaking on different topics, from [TRACK] to [TRACK].

Additional information about the event, speakers, and locations are found on the website: [EVENT WEBSITE]

Our request: We would love for you to get involved and participate during the week. You can mentor, speak on a panel (or moderate a panel), sponsor, host an event or fun activity, simply share ideas, and anything else that you would like to contribute to the local community. Reply to this email to let me know your availability and your ideas. 

We would also appreciate it if you could share our event with your network. We’ve added summarized information and copy-paste text examples and images to share with your audience below to help make this an easy lift.  

[CITY] Startup Week: Shareables 

Summary

  • Website:

  • Name: 

  • Date: 

  • Location: Various coworking spaces and businesses across [CITY] and suburbs

  • Tagline: Startup Week is 5 action-packed days that celebrate [CITY’S] vibrant startup community

 Social

  • Tweet: 5 action-packed days that celebrate [CITY’S] vibrant startup community [WEBSITE LINK]

  • Tweet: [CITY]Startup Week. Enter and explore the entrepreneurial community. [DATES] [EVENT WEBSITE] #[CITY] StartupWeek

  • Facebook: [CITY] Startup Week is five action-packed days that celebrate [CITY’S] vibrant startup community. Showcasing entrepreneurs right here in [CITY], [EVENT WEBSITE]

  • Facebook: Interested in the world of startups? [EXAMPLES OF TRACKS - CURIOUS ABOUT HOW TO USE TECH TO GROW YOUR BUSINESS? EAGER TO LEARN ABOUT THE FUTURE OF COWORKING?] Welcome to [CITY] Startup Week [EVENT WEBSITE]

Images:

[ADD]

Thank you in advance for helping us to get the word out!

[NAME]

Techstars Startup Week [CITY] team

When to send: You would ideally send this email as soon as you open up registration for events, around two months out from your event date. 

Subject: [CITY'S] [FIRST/SECOND ETC] Startup Week!

Hello,

Please join us at [CITY’S] [FIRST/SECOND ETC] Startup Week! 

The startup community will come together in a week packed with fun, educational, and free events around the city and we would love you and your network to attend. 

A bit more information: [CITY] Startup Week, is a free five-day, entrepreneur-lead, community-focused, volunteer-run event in [MONTH, YEAR] that will bring entrepreneurs in our community together to celebrate their achievements and make valuable connections. 

Over the course of this week, attendees of [CITY] Startup Week can choose the events they’d like to attend. We hold our events at several venues across [CITY] and speakers from the community, and outside it, are invited to share their stories to educate, motivate, and inspire the entrepreneurial community. You can view details of the different sessions and events and register for them, including signing up for free mentoring sessions by industry experts on [OUR EVENT WEBSITE].

Here are a few reasons to attend: 

  • Startup Week is 100% free to attend, therefore removing barriers to mentorship and networking which are usually associated with expensive conferences.    

  • We facilitate networking and connection by hosting various networking events and providing opportunities for serendipitous connections. 

  • We provide access to quality mentors who are influential industry and subject matter experts, keen to support their local entrepreneurial ecosystem. 

  • We curate content for the week. You’ll hear from entrepreneurs who have had valuable experiences to share with you and inspire you.

  • We take care of the snacks while you concentrate on learning, networking, celebrating, and building the wonderful local entrepreneurial ecosystem!

Please let us know if you have any questions. We hope to see you there! 

[NAME]

Techstars Startup Week [CITY] team

When to send: You would ideally send this email around one month out from your event date. 

Subject: [CITY] Startup Week is almost here! November 3-8

Hello [NAME],

[CITY] Startup Week starts on [DAY, DATE], and we want to see you there! This FREE celebration of our entrepreneurial ecosystem just won’t be the same without you. 

[City] Startup Week 

[DATE, YEAR] 

[WEBSITE LINK]

Whether you’re an entrepreneur, a student, a corporate leader, an investor, or someone who’s checking out entrepreneurship for the first time, we’ve got sessions and meetups to meet your needs.

Come to as many events as you like, across the entire week. There’s a lot here to learn about all aspects of entrepreneurship. Check out the [FULL SCHEDULE]

We have two special sessions that we want you to be aware of:

[examples]

Startup Tips for Achieving Sustainable Growth PANEL | Morning Minute | Powered by Salesforce 

Monday, November 4th at 9:00 am 

Come join Salesforce and special guests for an interactive session on how to implement strategies for long-term success. During this fireside chat, we'll cover topics such as:

  • How to attract, enable, and retain top talent

  • How to define and protect your company culture

  • How to create processes that can scale with your company

Invention to Impact WORKSHOP: Practical Fundraising Tips from America’s Seed Fund | Powered by the National Science Foundation

Thursday, November 7th at 11:00 am 

Come check out the National Science Foundation workshop, where they will walk you through practical fundraising tips and offer advice on securing non-dilutive funding from NSF’s Seed Fund. EXTRA: Sign-up for a 15 minute session at registration and learn more about fundraising opportunities! 

Come join us at [CITY] Startup Week, and bring a friend. Let’s grow this community, celebrate this community, and keep making it better than ever!

Techstars Startup Week Team  [CITY]

Venues and Catering

Subject: Techstars Startup Week [CITY] - catering for community event

Hi [NAME],

I'm reaching out because I'm volunteering with a team of entrepreneurs to host [CITY] Startup Week [INSERT EVENT WEBSITE LINK] on [DATES]

I wanted to reach out because in [NUMBER] weeks, [DATES], [CITY] Startup Week is happening and it’s poised to be epic! We’re all about bringing the local entrepreneurial community together all day for five days. About [number] passionate, emerging and successful entrepreneurs will be at venues all over the city for nearly [NUMBER] meetups, panels, etc. You'll probably recognize a lot of names on the speaker lineup!

Since I know your entrepreneurial story, I was wondering if you would be willing to sponsor [THIS] or [THAT] for our main venue (Basecamp) at [LOCATION] each morning? There will be about 60-80 attendees for these morning sessions.

If you're interested, we'll make sure to get your logo up on our site immediately, and lay out an area just for you.

We'd love for you to hang out and talk to attendees at any point as well! Here's the link to our website and schedule each day: [event website]

Please let me know as soon as you can if you're interested.

Best,

[NAME]

The Techstars Startup Week [CITY]

Subject: [CITY] Startup Week - venue availability for community event

Hi [NAME],

I'm reaching out because I'm volunteering with a team of entrepreneurs to host [CITY] Startup Week [EVENT WEBSITE LINK] on [DATES]. We’re looking for unique local venues to host programming and thought you’d be the perfect partner for this.

Startup Week is a Techstars product — the world’s largest network for entrepreneurs. In case you’re not familiar with [CITY] Startup Week, we’re organizing a free five-day, entrepreneur-lead, community-focused, volunteer-run event in [MONTH, YEAR] that will bring entrepreneurs in our community together to celebrate their achievements and make valuable connections. 

Over the course of this week, attendees of [CITY] Startup Week can choose the events they’d like to attend. To make things interesting, we hold our events at several venues across [CITY]. Speakers from the community, and outside it, are invited to share their stories to educate, motivate, and inspire the entrepreneurial community. On top of that, we select tracks (themes) we feel are most relevant to our community and choose speakers based on those tracks.As we’re a volunteer-run organization, and do everything we can to make sure our events are free for all attendees, it’s vital we have the support of local businesses like yours. It’s a great way to get your name in front of our audience, as well as show your support towards making [CITY] a connected, thriving community.

Since [COMPANY/VENUE NAME] is a startup, and you have entrepreneurial roots, I thought you might be interested in opening up your space to us and connecting with local entrepreneurs. [LAST YEAR WE HAD HUNDREDS OF PEOPLE ATTEND SOME OF OUR EVENTS DAILY.] Our organizing team will be working closely with all venues and making sure that everything runs smoothly. 

Do you have availability the week of [DATES] from [TIME] to [TIME] and have a minute to discuss further?

Please let me know at your earliest convenience and I’ll schedule a time for us to connect. 

Best,

[NAME]

[PHONE]

The Techstars Startup Week [CITY] team

General

Subject: Thank you for supporting [CITY] Startup Week!

Hello [NAME],

We want to thank you from the bottom of our hearts for being a part of our team for Techstars Startup Week [CITY]!

We could not have done this without you. Your #GiveFirst efforts got [INSERT NUMBER OF ATTENDEES] attendees together to have fun together, to learn, and to make valuable connections in their local entrepreneurial ecosystem. 

We sincerely hope that you enjoyed this experience and that you made some great connections within your community. If you were inspired by this experience and want to continue to stay involved, we would love to hear from you. There will be opportunities to [VOLUNTEER/MENTOR/SPEAK] again, help organize the next Startup Week in [CITY], or run a Startup Weekend in [CITY]

We would love to invite you to our volunteer appreciation party on [DATE] at [TIME] at [VENUE] to get together and celebrate the end of a fun and impactful event. There will be food, drinks, and prizes!  

If you are interested in learning about other entrepreneurship events in your community, you can subscribe to Startup Digest, where you can find a curated list of startup-related events in your city. 

Please feel free to share your experience via social platforms using the hashtags #techstars and #[INSERT EVENT HASHTAG], and to share any images of the event you might have with us as well.

Thanks again and we hope to see you at our volunteer appreciation party!  

Techstars Startup Week Organizing Team [CITY/VERTICAL]

[ORGANIZING TEAM GROUP EMAIL ADDRESS]

Subject: Notice of [CANCELLATION/POSTPONEMENT] of Techstars Startup Week [CITY] [DATE].

Hello,

We are very sad to announce that we are postponing Techstars Startup Week on [DATE]

Unfortunately [GIVE THE REASON WHY YOU ARE CANCELING/POSTPONING THE EVENT - EXAMPLE: WE HAVE HAD SOME LOGISTICAL ISSUES, ETC]. We'll be rescheduling the event for [NEW DATE]. Our goal at Techstars Startup Week is to create awesome learning and networking experiences, and we would not want to waste your time on anything less.

Once again, apologies for the inconvenience. Please feel free to contact us at [ORGANIZING TEAM GROUP EMAIL ADDRESS] if you have any questions or concerns.

Best,

Techstars Startup Week Organizing Team

Attendees

When to send: The week before Startup Week

Subject: See you next week at Techstars Startup Week [CITY]

Techstars Startup Week [CITY] is right around the corner. Here’s everything you need to know about this exciting week of free programming.

Our startup community is open to everyone. Feel free to bring a friend along — they can register on-site. 

Techstars Startup Week [CITY]

[MONTH] [DATES], [YEAR]

[COMPLETE ADDRESS]

[EVENT WEBSITE]

Agenda:

Check out the full agenda on the [EVENT WEBSITE].

Registration:

Walk-in registration for a friend is available on site.  

When you arrive, please head to the registration desk to register. If you are waitlisted for a session, feel free to come, as seats will open up.

Refreshments:

A range of dietary options will be available throughout the week.

Transportation:

Parking 

[INSERT INFO ABOUT PARKING AND REMEMBER TO NOTE IF IT’S PAID PARKING] 

Public Transportation

Discover public transportation options here: [LOCAL TRANSPORTATION LINK]

We’re looking forward to seeing you next week! 

Thanks,

Techstars Startup Week Team [CITY]

When to send: At around 7 p.m. on Monday evening (or the day you start your Startup Week)

Subject: Techstars Startup Week [CITY]: What we loved and what’s coming tomorrow.

Hi, 

We had a terrific kickoff to Techstars Startup Week [CITY]

Don’t worry if you missed it! There’s more great programming coming up tomorrow and the rest of the week. We hope to see you there and feel free to bring a friend — registration will be open all week! 

Check out our [LINK TO COMPLETE SCHEDULE].

Don’t forget to tag us on social media: #[CITY] StartupWeek 

Thanks,

Techstars Startup Week Team [CITY]

When to send: At around 7 p.m. on Tuesday evening (or the second day of your Startup Week)

Subject: Techstars Startup Week [CITY]: What’s on tap for [WEDNESDAY]?

Techstars Startup Week [CITY] is going strong! Today, we couldn’t get enough of [INSERT SPECIAL/MEMORABLE PANEL OR OTHER EVENT]

We’ve also been blown away by how the community has come together around our [PEER MEETUP SESSIONS]!

[WEDNESDAY’S] programming has so much terrific content coming up. We can’t wait to [ADD SOMETHING ABOUT THE FOLLOWING DAY].

You can always bring a friend to any of these free events! They can register on site.

Don’t forget to tag us on social media: #[CITY]StartupWeek 

Thanks,

Techstars Startup Week Team [CITY]

Subject: Techstars Startup Week [CITY]: Only one day left!

How has this week gone so quickly? I guess that’s what happens when you’re running around town, taking in as much fantastic startup programming as humanly possible, and meeting amazing people — for four days straight!

Today, we can’t stop talking about [INSERT SPECIAL/MEMORABLE PANEL OR OTHER EVENT].

Tomorrow is the last day of Techstars Startup Week [CITY] — and we sincerely hope to see you at the [closing celebration]. But before that, we highly recommend that you check out [SOMETHING SPECIAL COMING UP ON THE LAST DAY]

All of [FRIDAY’S] programming should be terrific. As always, we love it when you bring a friend. They can register on site. 

Please tag us on social media: #[CITY]StartupWeek 

Thanks,

Techstars Startup Week Team [CITY]

When to send: Within 48 hours of your Startup Week event.

Subject: Techstars Startup Week [CITY]: Have a moment to tell us how we did?

We wanted to thank you once again for making Techstars Startup Week [CITY] such a success. We hope you enjoyed it as much as we did! 

We are always looking for ways to improve and want to hear about your experience. Our team has developed this quick [NUMBER]-question survey (add link) and would appreciate your feedback. It should take less than [NUMBER] minutes and will help us shape the future of our events. 

Thanks,

Techstars Startup Week Team [CITY]