Event Management Communication Templates

Updated 1 week ago

The following templates are suitable for use with communicating with attendees and staff in relation to changes to event schedules, staff rosters, and event cancellations

You can add an additional Opt-out message by clicking on "Add Opt Out" in the SMS campaign screen within the dashboard, once you have pasted the template content in to the message field. You can choose from 'Reply stop' or an unsubscribe link (if sending from your business name).

We have included some data templates as well (which should automatically download when you click each link), to help you save your contact information in a format that will work with the field references in each message template. Each data template has column headers in row 1, a description of the required data in row 2, and an example of the data in row 3. Make sure you delete the contents of rows 2 and 3 before adding your contact data, but do not delete the content in row 1 (unless you want to change the header name and the field references in the message).

This article explains how to add field references or placeholders.

1. Event Schedule Changes

Purpose:

This template can be used to notify attendees of any changes to event schedules, or if an event is to go ahead as planned (to alleviate any confusion).

Please note - there are two templates - the first to advise of schedule changes, and the second to advise of events proceeding as normal.

These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. an event website). You may need to use a URL shortener to limit the web address to 13 characters in order to keep your message clean; bearing in mind the 160 character limit for a single SMS.

Field references:

  • This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.
  • This template also utilises a custom field called "event", populated with the name of your event. When uploading your CSV file during your contact import, ensure that you match this column to Custom 1.
  • The second template also utilises a custom field called "eventdate", populated with the date of your event. Please note - be careful when inputting dates in Excel, as sometimes the format will be converted to a number. In the attached template, the example given is written in a text format. When uploading your CSV file during your contact import, ensure that you match this column to Custom 2.

Where the message says "<Insert URL>" - this is where you need to paste the link to the location where recipients can view the information referenced in the message (e.g. your website).

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Event Update.xlsx

Template 1 (schedule change):

Hi (First Name), please click the link below for important information about changes to the (Cust. 1) schedule due to the Coronavirus pandemic. The safety of all attendees and staff is our top priority and we will be taking all reasonable precautions. We are monitoring the situation and will update you with any further changes. Click here for more information <insert URL>
Thank you.

Template 2 (event to continue as planned):

Hi (First Name). At this stage the (Cust. 1) on (Cust. 2) will go ahead as planned. The safety of all attendees and staff is our top priority and we will be taking all reasonable precautions. We are monitoring the situation and will update you with any further changes. Click here for more information <insert URL>
Thank you.

2. Event Cancellation

Purpose:

This template can be used to notify attendees of an event cancellation/postponement, and to provide a link to an additional information source such as a website.

These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. an event website). You may need to use a URL shortener to limit the web address to 13 characters in order to keep your message clean; bearing in mind the 160 character limit for a single SMS.

Field references:

  • This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.
  • This template also utilises a custom field called "event", populated with the name of your event. When uploading your CSV file during your contact import, ensure that you match this column to Custom 1.

Where the message says "<Insert URL>" - this is where you need to paste the link to the location where recipients can view the information referenced in the message (e.g. your website).

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Event Update.xlsx

Template

Hi (First Name). We regret to inform you that due to the Coronavirus pandemic, the (Cust. 1) has been postponed until further notice. We sincerely apologise for the inconvenience and will provide updates as more information becomes available. For more information click here: <insert URL>
Thank you.

3. Staff Communication

Purpose:

This template can be used to notify staff of any changes/cancellations to shifts, and to provide a link to an additional information source such as a website.

These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. an event website). You may need to use a URL shortener to limit the web address to 13 characters in order to keep your message clean; bearing in mind the 160 character limit for a single SMS.

Field references:

  • This template utilises the "firstname" field in the contact profile; when uploading the CSV file during your contact import, ensure that you match this column to the First Name field in the dropdown.
  • This template also includes a custom field "shifttime", populated with the date of the shift in question. Please note - be careful when inputting times in Excel, as sometimes the format will be converted to a number. In the attached template, the example given is written in a text format (e.g. "2pm to 11pm"). When uploading your CSV file during your contact import, ensure that you match this column to Custom 1.
  • This template also includes a custom field "shiftdate", populated with the time of the shift in question. Please note - be careful when inputting dates in Excel, as sometimes the format will be converted to a number. In the attached template, the example given is written in a text format. When uploading your CSV file during your contact import, ensure that you match this column to Custom 2.

Where the message says "<Insert URL>" - this is where you need to paste the link to the location where recipients can view the information referenced in the message (e.g. your website).

Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Shift Update.xlsx

Template

Hi (First Name). Due to the Coronavirus pandemic, all staff rostered on from (Cust. 1) on (Cust. 2) are no longer required. We sincerely apologise for the inconvenience and will provide updates as more information becomes available. For more information click here: <insert URL>
Thank you.


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