What you need to know about pre-event communication

Let’s look at some ways you can become a better event communicator for 2022 and why it matters to your success.

January 26, 2022

- 3 Minutes

If the pandemic has taught us anything, it’s that good communication will never go out of style. From health updates to business announcements, people feel in control when they feel informed. The same holds true for any type of event communication, too. And if you’re using event management software like Canapii, a lot of the heavy lifting on communication is done for you.

Let’s look at some ways you can become a better event communicator for 2022 and why it matters to your success.

What is event communication?

We define event communication as any type of communication with attendees, facilities, vendors, and staff before, during, and after an event. Savvy event planners create communication strategies for their events that outline what needs to be communicated when it needs to be said, and how the message needs to be delivered (e.g., via email, digital signage, physical signage, etc.).

As you can probably guess, these strategies are usually very detailed and therefore take an extraordinary amount of work and planning. That’s why some event planners skip it altogether. But doing so can be risky, as it could mean that important messages don’t get shared with the right people.

For the sake of this guide, we’re going to focus on communication basics before the event.

Pre-event details to communicate

A lot of communication goes into the early stages of event planning. If you’re using an online event platform, you can build out your communications within the platform and even automate them for sending. Here are some of the areas to pay attention to:

Pre-event registration info

Registration information is an essential component for your attendees. They need to know how to register, as well as what happens next. You should also be forward-thinking about possible questions they may have, such as:

●       Will they need to check in on-site if they registered online?
●       Will they be able to 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 may lead to a loss of attendees if they do not feel prepared to attend.

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Safety & security precautions

Physical safety and security aren’t concerns of online event-goers, but attendees do care about secure logins and keeping their data private. If the event is doing any type of recording, what will happen to the content once the event is over? Will attendees be able to log into a secure portal? Will they have to download files that could be susceptible to viruses? Will their registration details be shared with event presenters for a follow-up?

If you’re doing a hybrid event, then physical safety and security should also be part of your communications. For example, cautions about masks, social distancing, and hand sanitizing stations will be part of your plan. Transparency is key, and the earlier you can share these details, the better for all involved.

Names of presenters & event highlights

Sharing information about your presenters and event highlights is enough to fill your seats. Some event planners choose to “roll out” this information over time. Others share all the details upfront, especially if you have a big name coming to your event.

Offering this information early and often can help attendees get excited about what’s to come and plan accordingly.

Event timeline

Speaking of planning, 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. It’s up to them what they get out of the event, but it’s up to you to help them make informed decisions.

Food & drink considerations

A short event might not warrant any catering or snack options. But when you have several days of sessions, then food and drink become important considerations. Let your attendees know what you’re planning to serve. Those with dietary restrictions can plan to bring their own food or seek other options.

How Canapii can help with pre-event communications

As an all-inclusive event planning software, Canapii takes the guesswork out of pre-event communications. 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.

Get a free demo of our event software today!

Gemma Edwards

@GemmaLEdwards1
Co-Founder at Canapii

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