Emailing everyone registered for your show
A schedule change, parking directions, a rain call. One message reaches every registrant, from your club's name, with replies coming back to you.
Updated September 3, 2026
Something changed. Gates open an hour later, the overflow lot moved, the weather turned. You need every registered driver to know by tonight, and the registrant list is four hundred people long. Registrants, then Email registrants, is the page for it.
Writing one
A subject and a message, in the same editor you use for your show pages. Headings, bold, lists and links all work; keep it short, because it is being read on a phone in a parking lot. The page shows how many people it will go to before you press Send email, and once it is sent it appears under Sent emails with the count.
Who receives it
Everyone with a live registration for this show and a real email address. That means pending payment, confirmed, and checked in. Left out: cancelled entries, anyone who used the unsubscribe link, anyone whose data has been erased, and any address that bounced or reported an earlier email as spam. The page tells you when some of the recipients came in through the spreadsheet importer, as a reminder to send only what those people registered to hear about.
What it looks like to them
The email arrives from “Your Club via Car Show HQ”, where Your Club is your organization’s name, so the sender is someone they recognize. The reply address is the person who sent it, so answers land in your own mailbox. The footer says what car they registered and when, and carries an unsubscribe link. Their mail app also gets a one-click unsubscribe, which is what Gmail and Yahoo now expect from anyone sending to a list.
Unsubscribes
Someone who unsubscribes stops receiving emails from your organization, not just this show, and stays unsubscribed until they register for something of yours again. You do not see who; you see the recipient count go down. Do not try to work around it by adding them by hand somewhere. The link is there so people who do not want the mail have a way out other than the spam button, which is the outcome you want.
Two a day
A show can email its registrants twice in any rolling day. Two covers “gates open at 8” and “sorry, we meant 9”. The third message is where a list starts treating you as noise, and a registrant who reports one email as spam hurts delivery for every show on the platform. If your organization draws enough spam reports, emailing pauses until we have talked it through, and the page says so.
What it does not do
- It does not email spectators or voters. Only registrants.
- It does not send to anyone outside this show. A club running two shows emails each show’s list from that show.
- It does not attach files. Link to the flyer on your show page instead.
- It is not a newsletter tool. Show updates to the people who entered the show, nothing more.
Next, if you have not yet, put your parking and arrival instructions in the welcome message under Settings, Registration, so every confirmation carries them and the day-before email can be short.
Keep reading
- Check-in and cards
- Gate Mode
- Gear & services
- Group entries
- Importing entrants
- Judged scoring
- The location check
- Payments and payouts
- Recurring shows
- Results and awards
- Roles and staff access
- Security and reliability
- Setting up registration
- Spectator donations
- Spectator voting
- Sponsor invoices
- Sponsors and tiers
- Testing your show
- Your own pages
Emailing registrants, answered
Who receives the email?
Everyone with a live registration for this show and a real email address: pending payment, confirmed, and checked in. Cancelled entries, people who unsubscribed, and addresses that bounced or reported an earlier email as spam are left out. The page tells you the count before you send.
Do people I imported from a spreadsheet get it?
Yes. The import brings your show's own roster over, so those people registered for your show and hear from it like anyone else. The page tells you how many of the recipients came in through the import.
Where do replies go?
To the account of whoever sent the email. The message goes out as "Your club via Car Show HQ" and the reply address is yours, so a driver asking about parking lands in your inbox, not a noreply.
Why can I only send two a day?
Two covers a schedule change and a correction. More than that in a day is how registrants start reporting mail as spam, and spam reports hurt delivery for every show on the platform, not just yours.
Can I attach a file or a flyer?
No. The editor takes headings, lists, links and formatting, and links are the way to share a flyer that lives on your show page.
