No-shows are one of the biggest frustrations for organisers and event planners. Empty spots mean lost income, wasted prep time, and sometimes even lower energy in your sessions. The good news is that small, strategic steps can make a big difference, and Bookwhen makes it simple.

We have put together 5 practical ways to reduce no-shows and help keep your sessions full:

1. Automated Reminders 📧

Send automated reminders at a set time before the class or event. Clear, timely nudges reduce forgetfulness — the number one cause of no-shows.

How it works:

• Schedule reminder emails to go out 24 hours (or a few days) before your session.

• Reminder emails contains the same info as the booking confirmation message and by standard, includes the event name, location and date/time. You can also add any additional information or friendly message to the email, such as:

Reminders reduce forgetfulness, the number one cause of no-shows, and help customers feel confident they have all the info they need.

2. Allow Cancellations & Transfers 🎟️

Sometimes it’s better to offer flexible rescheduling options and let attendees change their plans, than risk them not showing up at all.

Why it helps:

• Flexible rescheduling gives attendees control over their booking.

• Sessions stay full because empty spots are filled or moved to another date.

Bookwhen makes it easy to allow cancellations or transfers, so attendees can adjust without hassle — and you avoid last-minute gaps in your class or workshop.

3. Clear Attendance Info ℹ️

Make joining instructions clear and accessible. Clear details help attendees know exactly what to do, reducing confusion and last-minute no-shows. With Bookwhen, you can add event and attendance details in various parts of your entry setup, including event descriptions, attendee instructions, ticket info and location details.

Tips for clarity:

• Include precise joining instructions for online or in-person sessions.

• Add links, maps, or directions if needed.

• Highlight any items they need to bring or prepare in advance.

Clear instructions help attendees feel confident and reduce missed sessions caused by simple misunderstandings.

4. Use Deposits or Pre-Payment 💰

When customers have something invested, they’re more likely to turn up.

How this works in Bookwhen:

• Follow our workaround on charging a deposit or switch on online payments to enforce full payment at the time of booking.

• Take upfront payment for multi-session passes or courses.

Pre-payment increases commitment, keeps attendance high, and helps you plan with confidence.

5. Offer Incentives for Attendance 🎁

A little motivation can go a long way! Rewarding attendees for showing up encourages consistent participation.

Ideas for incentives:

• Loyalty points or reward passes

• Discounts on future classes

• Small perks like digital resources, worksheets, or exclusive content

Positive reinforcement keeps your sessions full and creates a sense of excitement for attendees.

Final Thoughts 💭

Reducing no-shows doesn’t have to be complicated. With a few simple strategies: automated reminders, flexible rescheduling, clear instructions, deposits, and attendance incentives, you can make your sessions more reliable, enjoyable, and stress-free.

Bookwhen helps you put all these tips into practice, so you can spend less time chasing attendees and more time doing what you love: teaching, coaching, or creating.

Looking for an easier way to manage bookings this school year?
Bookwhen helps you set up, organise and fill your sessions with ease. Start your free trial, or contact our friendly team via live chat or email to learn more! 🕺