The Ultimate Guide to Streamlining Event Attendee Communication
Have you ever been overwhelmed by event emails to the point where you stopped opening them? We have. Or arrived at an event feeling unprepared and unsure of what to expect? We have been there! These common pitfalls stem from a lack of effective attendee communication. At Bash Creative, we believe in the Goldilocks Principle for event communication: not too much, not too little—just the right amount. It’s a balance that can be difficult to navigate alone, if you can relate, let’s chat.
All events are different and require their own unique communication strategies, but they all should have the same goal: setting your attendees up for success while maintaining excitement and engagement. Here are our insider best practices for pre-event attendee communication, connecting with your attendees during the event, and post-event follow-up.
1. Curate Your Invitation Strategy
Curating a guest list for your corporate event is about aligning attendees with the event’s goals, ensuring meaningful interactions, and maximizing impact. Start by defining clear objectives, profiling your target audience into primary and secondary tiers, and prioritizing quality over quantity to create an engaged and relevant group. Interested in how to create the perfect guest list?
2. Create a Centralized, Easy-to-Navigate Landing Page
Confusion is the enemy of engagement. Build a clean event landing page that includes the event schedule, FAQs, and critical updates. Include this landing page in your website updates and maintenance along with your email and text communication to ensure consistency and avoid outdated or conflicting information. A centralized hub enhances event communication strategies and improves the attendee experience.
3. Tailor Your Communication Channels
Not all attendees prefer the same communication method and not all events require the same level of communication. Consider your audience and attendee avatar's daily routines, bandwidth, and interests to determine the best delivery method. While emails work for detailed updates, consider using text messages for real-time notifications during the event. Tailor your approach based on attendee needs and timing for maximum engagement. Some of the best events we have planned and/or attended have included pre-event onboarding video calls in small groups or personal outreach via text to set up a customer service consultation.
4. Consolidate Pre-Event Updates
Rather than overwhelming your attendees with multiple emails, combine updates into a single, visually appealing Know Before You Go (KBYG). Include everything they need to know: schedules, speaker highlights, packing list, tips for success, and hyperlink back to your landing page for a more detailed view. This aligns with best practices for pre-event attendee communications by keeping communication clear, concise, and providing a centralized reference point to come back to.
5. Use On-Site Communication to Stay Agile
Don’t stop communicating once your event begins! Leverage text updates or event apps to provide real-time information like schedule changes, venue tips, or exclusive opportunities. These proactive measures enhance the on-site experience and show that you’re attentive to attendee needs. For those who chose to opt out of text messaging, offer an alternative live event landing page where they can see updates as they are sent out by text. Keep it simple and concise, just like the texts.
6. Plan a Post-Event Wrap-Up
Engagement doesn’t end when your event does. Send a follow-up email with key takeaways, session recordings, thank-you notes to attendees, and most importantly a call to action for the next event! We cannot say this enough, it is so important to build on the momentum you JUST created! Engage attendees immediately by offering pre-registration for the next event or an incentive to fill out a feedback survey in exchange for exclusive discounts, insider access, a sample of your service or product, the list goes on. Momentum is everything.
When attendee communication is clear, timely, and thoughtfully designed, it not only removes hurdles but also enhances the overall guest experience and your ROI. Whether you’re strategizing how to engage attendees before a corporate event or improving on-site coordination, these six tips will ensure your event communication strategy is just right.
Ready to elevate your event planning with expert-driven insights? Contact Bash Creative today to make your next event unforgettable.
Bash Creative is an event planning company that specializes in incredible gatherings that go beyond just great design. We’re known for teasing out smart goals for your event and serving up a stylish execution that will keep your guests buzzing. Located in San Francisco, but often found in New York, Austin, Las Vegas, Miami, and beyond.