Resources
Blog
Insights on events, technology, and the future of gathering
Latest articles
Insights on events, technology, and the future of gathering
Quick answer: Pre-event communication is everything you tell attendees before an event: how to register, how their data stays secure, who is presenting, the event timeline, and food and drink options. Share these details early and often - by email or through your event platform - so attendees arrive informed and ready to participate.
Registration information - how to sign up and what happens next
Safety and security precautions - data privacy online, physical safety on-site
Presenters and event highlights - the names and sessions that fill seats
Event timeline - so attendees can plan their participation
Food and drink considerations - catering plans and dietary options
If the pandemic taught us anything, it’s that good communication never goes out of style. From health updates to business announcements, people feel in control when they feel informed - and the same holds true for event communication. If you use event management software like Canapii, a lot of the heavy lifting is done for you.
Event communication is any communication with attendees, facilities, vendors, and staff before, during, and after an event. Savvy event planners create a communication strategy that outlines what needs to be communicated, when it needs to be said, and how the message will be delivered - by email, digital signage, or physical signage.
These strategies are usually very detailed and take an extraordinary amount of work, which is why some event planners skip them altogether. That can be risky: it may mean important messages never reach the right people. This guide focuses on the communication basics before the event.
Registration information is an essential component for your attendees. They need to know how to register and what happens next. Be forward-thinking about the questions they may have:
Will they need to check in on-site if they registered online?
Can they sign up on the day of the event?
If the event is online, when will they receive a link to join?
How and when will they receive event materials?
Registration can get hairy, and attendees who do not feel prepared to attend may drop out before the day.
Physical safety isn’t a concern for online event-goers, but attendees do care about secure logins and keeping their data private. Answer their questions upfront: if the event is being recorded, what happens to the content once it’s over? Will attendees log into a secure portal? Will they have to download files that could be susceptible to viruses? Will their registration details be shared with presenters for a follow-up?
If you’re running a hybrid event, physical safety and security should also be part of your communications - for example, guidance on masks, social distancing, and hand sanitizing stations. Transparency is key, and the earlier you share these details, the better for all involved.
Sharing information about your presenters and event highlights is often enough to fill your seats. Some event planners choose to roll this information out over time; others share all the details upfront, especially with a big name on the agenda. Offering this information early and often helps attendees get excited about what’s to come and plan accordingly.
Attendees need to know how to plan their participation. Some might want to experience the entire event; others might only be interested in a certain talk or session. What they get out of the event is up to them - but helping them make informed decisions is up to you.
A short event might not warrant any catering or snack options, but when you have several days of sessions, food and drink become important considerations. Let your attendees know what you’re planning to serve, so those with dietary restrictions can bring their own food or seek other options.
As an all-inclusive event planning software, Canapii takes the guesswork out of pre-event communication. You can create messages directly in the event platform, schedule them for sending, track engagement, and keep everyone informed leading up to the day of the event. Canapii has powered 2,000+ events for 300,000+ attendees since 2020, with 24/7 support behind every one.
All the information you share with attendees, vendors, and staff before an event - including registration steps, security and data privacy details, presenter announcements, the event timeline, and catering plans.
As early as possible. Sharing details like presenters and the agenda early - and repeating them often - builds excitement and gives attendees time to plan their participation.
Anything that helps attendees prepare: how to register or check in, when they’ll receive a join link and event materials, who is presenting, the schedule, and any safety or catering details.
Yes. With an event platform like Canapii, you can build your communications in advance, schedule them for sending, and track engagement - no manual sending required.
Ready to take the guesswork out of pre-event communication? Get a free demo of Canapii today.