Manual Registrant Emails with Attachments – How to Send Files to Attendees

Event Genius lets you include file attachments when you manually email a registrant from the admin (Standard tier and above). This is ideal for sending PDFs (like a parking pass), schedules, waiver forms, or other event documents without asking attendees to download from a separate link. This guide starts with when attachments are helpful, then walks through where to find the email tool, how to add attachments, and the limits to keep delivery reliable.

Why use attachments in manual registrant emails?

Manual emails are best for one-off communication: a quick update, a personal message, or sending a document to the right person at the right time. Adding attachments keeps everything in one place for the attendee—no extra steps, no “where is that link?” follow-ups.

Common use cases

• Event PDFs — agendas, maps, schedules, menus, or speaker handouts.
• Proof-of-registration documents — printable check-in details or a custom document you generate for a registrant.
• Forms and policies — waivers, code-of-conduct acknowledgements, or other required paperwork.
• Logistics — parking instructions, load-in details, or venue entry directions that you don’t want publicly indexed.

Where to send a manual email (with attachments)

You can send manual emails to registrants from the admin registration management screens:

• Single registration — open a registration and use the Contact tab to send an email to that registrant.
• Multiple registrations (bulk) — select multiple registrations and use Send Email to message them. Emails are sent individually to each recipient.

How to add attachments

In the Send Email interface, scroll to the Attachments section. You can attach files in two ways:

Option 1: Attach from the Media Library

Click Media Library, choose one or more items, then confirm. This is great for documents you reuse (like a standard waiver), or files you’ve already uploaded to WordPress.

Option 2: Upload a file for this email

Click Upload File and select one or more files from your computer. These uploads are used for the email and aren’t meant to become part of your reusable library—think of this option as “attach a file just for this message.”

Review and remove attachments

Attached items appear in a list with their source (Media Library or Temporary) and size. To remove an attachment before sending, click the remove icon next to it.

Attachment rules and limits

To protect deliverability and keep emails fast, manual email attachments follow these limits:

• Maximum attachments — up to 5 files per email.
• Maximum per file — up to 5 MB per file.
• Maximum total size — up to 20 MB total across all attachments.
• Allowed file types — PDF, JPG/JPEG, PNG, DOC, DOCX, XLS, XLSX, TXT.

If a file exceeds the limits or uses a blocked type, the email won’t send until the attachments are adjusted. Keep in mind that some email providers enforce their own limits too—if you’re close to the size limit, consider sending a download link instead of an attachment.

Notes for bulk emails

When emailing multiple registrants at once, Event Genius sends messages one at a time to each recipient. The same attachments are included for each email, so choose files that make sense for everyone in the selection.

Troubleshooting

My attachment won’t add or won’t send

• Check the type — only the allowed file types can be attached.
• Check the size — large files may exceed the per-file or total size limits.
• Try fewer files — there’s a maximum of 5 attachments per email.
• Media Library permissions — if you can’t attach a Media Library item, confirm your WordPress user role has access to that media item.

The recipient didn’t receive the email

Email delivery depends on your site’s mail setup. If messages aren’t arriving, verify your outgoing email configuration (many sites use an SMTP plugin), and consider reducing attachment size to improve deliverability.