Event Communication Plan

Start with the audiences

List every group that needs to hear from you. Each has its own questions.

Pick the channels

Use fewer channels and use them well. Each one should have a clear job.

• Email

  Best for invitations, confirmations and reminders. It leaves a record people can search.

  Event invitation email template

• Messages during the event

  Best for changes on the day: a room switch, a session starting soon, a prize draw.

  Event mobile app

• Event page

  The single source of truth. Every message should point back to it.

  Event landing page

• Social media

  Best for building interest before the event and sharing moments during it.

  Event promotion ideas

• Signs and announcements

  On site, signs and a clear voice on the microphone reach people who are not looking at their phones.

  Event signage

A before, during and after schedule

Work back from the event date. Adjust the gaps to the length of your sales cycle. A free webinar needs fewer weeks than a paid conference.

A message you can reuse

Most event emails follow the same shape. Say what, when and where. Tell people what to do next. Keep one action per message.

Subject: [Event name] is next week: here is what you need

Hi [First name],

[Event name] starts on [date] at [time] at [place or link].

Before you come:
1. Check your agenda: [link]
2. Bring your registration QR code: [how to find it]
3. Plan your arrival: [parking, transit or log-in tips]

If anything changes, we will tell you by email and in the event app.

Questions? Reply to this email or contact [name] at [address].

See you soon,
[Sender name]

Rules that keep communication clear

Follow these habits and the plan stays easy to run.

1. 1

   Name one owner

   One person approves every message. Others write drafts.

2. 2

   Segment your lists

   Send each group only what is relevant to it. A speaker does not need the ticket reminder.

3. 3

   Prepare messages for problems

   Write drafts for a delay, a cancelled session or bad weather before you need them.

   Event cancellation
4. 4

   Check every link and time zone

   A wrong link or time causes more support questions than anything else.

5. 5

   Track what works

   Note which messages people opened and answered. Use that next time.

   Event KPIs

Where Eventdex fits

Eventdex's pages describe communication to attendees through its platform and event app, along with registration, check-in and reporting. Eventdex's pages do not describe a message-scheduling calendar, so keep the schedule above in your own planning document and use the platform to send and track what you plan.

• Event management software

  Registration, app and attendee communication in one platform.

  Event management software