Text messaging can be a powerful tool for event management, from invitations to real-time updates. Discover how SMS, RCS and WhatsApp can keep your guests informed and engaged.
If you’ve got an event coming up, whether it’s a store opening, influencer party or festival, communication is key to building up hype and keeping attendees suitably informed. This could be reminders of the correct time and date, to buy their tickets before the cut-off or just to get them excited about the whole experience.
SMS offers a fast way to reach guests ensuring they have the latest event details, itinerary, dress code and much more. You can also create a memorable and interactive experience with rich communication services (RCS) or WhatsApp where you can pin the event location, and send exclusive behind the scenes videos or pictures.
SMS for events: How does it work?
SMS is an instant way to reach customers, and with its high open rates, your invitation won’t get lost in the post. Whether it’s Black Friday, a birthday or in-store competition, events are exciting and you can amplify that excitement with handy texts that serve as reminders and encourage RSVPs.
Invitations
Once you have sorted a guest list, create a contact list using your SMS platform. Then it’s time to craft and send your invitation.
Keep it informative including details about the time, date and venue. Also include a link for guests to RSVP or secure their ticket. Address invitees by their first name and add emojis to create excitement and set the tone for the event.
SMS automations are incredibly helpful for event invitations because they work in the background, can be planned in advance and scheduled to be sent at the right time. Your team can then get on with planning the event or creating promotional content.
Bulk SMS can also be sent to an entire list or specific group of people in seconds. It’s handy to target specific groups of guests, like those who have exclusive access or have paid for added extras like goody bags.
Promotion
Once your guests have confirmed their attendance, you need to keep momentum going.
Send promotional texts about what’s on the agenda like guest speakers, competitions, raffles or free drinks. If it’s an event like a Christmas sale or Black Friday, you could offer early access or promo codes to loyal customers to create a buzz.
Include links to a tailored landing page so customers can get more information about the event or secure access to booking links or sales. If there’s limited space left, send a text with urgent language like ‘only five spots left’ or ‘act now’ to encourage those final RSVPs and close off your ticket sales.
Reminders
To prevent no-shows and keep the momentum going, send scheduled SMS reminders and confirmations to attendees.
You could do this a week before the event, and then again a couple of days later, to alert your guests. Repeat key information like the time and date and encourage attendees to complete forms like dietary requirements or enter competitions before attending.
With Esendex, you can also use RCS and WhatsApp to create a memorable branded and engaging experience, and drum up excitement.
Send GIFs, voicenotes, documents, videos and pictures with the reminders to keep guests interested and pin the event location on a map, so they know exactly how to get to and from the event.
Event management
SMS is a fast and direct way to reach guests and staff, so it’s perfect for event management.
As well as using it to send invitations and build your guest list, use SMS to share event changes. For example, if there’s a last minute venue change, alert customers directly so they don’t end up in the wrong locations. Or if there’s other important information like parking or weather alerts, use SMS to communicate with your staff and customers at speed.
Running an event can be stressful, whether it’s in-person or online. The key is to communicate well with tools like SMS because most guests or staff will have their phones to hand. You could even use SMS Chat for two-way conversations with staff on the night to find out where they are or to assign them tasks.
Feedback
After the event, send a thank you message to guests and staff for their attendance, and ask for their feedback.
SMS Surveys are a great way to get immediate feedback about your event. How much did your guests enjoy it on a scale of one to 10? Is there anything that could have been done better? Or did it live up to expectations?
These key insights will help you plan your next event ensuring satisfaction. With Esendex, surveys are quick to set up, can be delivered instantly and you will get a report with the results displayed in an easy to digest way.
The benefits of using SMS for events
Most guests or employees will have their phones at hand during your event, so SMS is a fast way to get their attention or alert them to sub-events like lunch, competitions or Q&As.
Here are some key benefits of SMS for events:
Quick and direct: Organisers can share event changes immediately or communicate time-sensitive promotions.
Wide reach: Supervisors can get in touch with staff quickly, or teams can contact guests.
High open and engagement rates: With an open rate of up to 98%, your text is unlikely to be missed.
Multimedia: With RCS and Whatsapp, create memorable experiences to boost engagement and encourage attendance.
Personalisation: By addressing guests by their first name and using terms like ‘exclusive’ and ‘VIP,’ event communications can feel more personal and inviting.
Cut costs: Compared to other channels, SMS is less resource intensive reducing your overheads. Texts can also be sent for as little as 2.2p.
Automations and bulk sending: With a bulk SMS provider, you can send fast and direct messages with minimal intervention. Communications can be automated scheduled in advance, saving your team time and energy.
SMS event templates
The key to using SMS for events is to keep the language simple, persuasive and fun. It’s important to keep guests interested, while offering the necessary information. You will have a 160 character limit with SMS, but can send lengthier texts using RCS and WhatsApp where appropriate.
Webinar
[TIME] to go until our webinar on [TOPIC]. Save your spot: [LINK]
Don’t forget to join our webinar at [TIME] on [DATE]. We have lined up exclusive guest speakers and organised a Q&A session. [LINK]
Instagram Live
It’s time to tune in! We’re going LIVE on Instagram at [TIME] to launch the newest addition to the [BRAND] family.
Store events
Hey! Book [NAME]’s appointment for our [SERVICE] now. Time slots are filling up fast – don’t miss out!
Send the message as an SMS with a link, or add a ‘book now’ button if you’re using RCS.
Hi [NAME]. Get an extra 20% off until [DATE] on our [SEASON] sale when you visit our stores!
Hi [NAME]. We’ve got something exciting coming to store tomorrow, so head down any time! Receive a free glass of bubbly when you show us this text.
Promotions
Psst, [NAME]. You’re in! 🤫 Exclusive access to our Black Friday sale and an extra [%] off, sitewide. Happy saving! [LINK]
[BRAND]: Hey VIP, the big [SEASON] event is about to start and you get early access 🎉 [LINK]
Hey [NAME], our latest [PRODUCT] has just arrived and you can be one of the first to check it out! Enjoy [%] off as a little thank you. Enter [CODE] at checkout. Browse now: [LINK]
There’s just three spaces left at our launch party! Book your spot now: [LINK]
Internal comms
We need three more helpers for our [EVENT]. Please ring [SUPERVISOR NAME] if you’re available.
Birthday and anniversaries
Happy birthday, [NAME]! Here’s a little gift from us to you – use ITSMYBDAY for 25% off 😍
You’ve been a customer since [YEAR]. As a big thank you for sticking with us, take 30% off your next purchase ❤️
It’s our [NUMBER] birthday! Celebrate with us in our big birthday sale 🎂
End of season sale
Hi [NAME]. Our big end of season sale starts NOW! 🎉 Grab savings of up to 75% off. Reply STOP to unsubscribe. Shop now: [LINK]
Happy holidays
Happy [HOLIDAY], [NAME]! From all of us here at [COMPANY].
It’s the most wonderful time of the year ❄️ and we want to share the joy with you! Take [%] off your next order with [CODE].
Want more SMS, RCS and WhatsApp templates? Check out our text message template library.
The key to a successful event
To pull off your event successfully, communication is key. From drumming up excitement and keeping customers in the loop about activities, to last-minute alerts or notifications about the weather, or a festival or venue change, SMS serves as a flexible and reliable channel to keep your event running smoothly.
Find out how Esendex can support your events with quick and engaging SMS services.
Mary Henry
Mary has extensive experience in communication, PR and journalism - most recently across SaaS businesses. A keen researcher and storyteller, Mary is highly skilled in making complex concepts accessible, and in putting customers at the heart of her communication. She has supported all kinds of businesses to tell their brand, product and people stories - from global multinationals to start-ups across retail, travel/leisure, banking/finance, government and educational institutions.
