Use email for information attendees may need to revisit, such as agendas and travel instructions. Use WhatsApp for concise, timely messages to attendees who have chosen that channel. Keep both connected to the same registration record so cancellations, ticket changes and attendance updates do not leave people receiving the wrong message.
This guide provides a suggested schedule and adaptable examples. Adjust the timing to your event, audience and communication preferences; it is a planning framework, not a guaranteed formula for higher attendance.
Choose a purpose for each channel
| Attendee need | Suggested channel | What to include |
|---|---|---|
| Registration confirmation | Event name, date, location, ticket link and support contact | |
| Travel and preparation | Directions, access requirements, agenda and accessibility contact | |
| A timely reminder | WhatsApp, where selected | Start time, entrance and a link to the current ticket |
| A detailed programme change | Email, with a brief WhatsApp alert if needed | What changed, who is affected and what to do next |
| Feedback and follow-up | Survey, promised resources and an appropriate next step |
Avoid sending the same long message through both channels. Each message should have one main action, such as viewing a ticket or confirming attendance. For broader setup decisions, see the event registration guide.
Build a communication schedule
Start with the essential messages below. Add reminders only when they answer a real attendee need.
| When | Message | Operational check |
|---|---|---|
| After successful registration | Confirmation and ticket access | Confirm the ticket exists before sending |
| About a week before | Agenda, transport and preparation | Exclude cancelled registrations |
| One or two days before | Time, entrance and ticket reminder | Use the attendee's selected channel |
| Event day, if useful | Specific arrival or programme update | Target only the affected audience |
| After the event | Resources, feedback and follow-up | Separate attendees from no-shows |
For paid events, distinguish a successful payment from a pending order. For events requiring approval, explain that a request has been received without implying admission has been granted.
Segment attendees before sending
At minimum, separate confirmed attendees, pending registrations, cancellations and people already checked in. Speakers, exhibitors, staff and general attendees may need different entrances or arrival times.
Use session selections for session-specific reminders. Do not send every attendee updates about a room they have not booked. Where several languages are supported, use the language selected during registration and review translations before scheduling.
Keep a named owner for the communication schedule. Before launch, have a second person check dates, time zones, venue names and links against the event's current information.
Confirmation email template
Subject: Your ticket for [Event name]: [Date]
Hello [First name],
Your registration for [Event name] is confirmed.
- When: [Date, start time and time zone]
- Where: [Venue and entrance]
- Your ticket: [Ticket link]
Save your ticket before travelling. You can view the latest programme and arrival information at [Event information link].
If you need to update your details or can no longer attend, use [Manage registration link]. For help, contact [Support contact].
Replace every placeholder and test the links before sending. Include only actions your registration system actually supports.
WhatsApp reminder template
Hello [First name], a reminder that [Event name] starts tomorrow at [Time and time zone]. Please use [Entrance] at [Venue]. Your ticket is here: [Ticket link]. Questions? Contact [Support contact].
Keep the message short enough for the arrival instructions to be easy to scan. Avoid including sensitive registration details in a message preview. Follow the attendee's communication choices and check the current WhatsApp Business messaging policy before configuring automated campaigns.
Prepare for event-day changes
Before the event, agree who can approve an urgent update. Prepare drafts for a changed entrance, delayed session or room move, then fill in verified details when needed.
A useful update states the change first: “The 14:00 workshop has moved to Room B.” Follow with directions and a support contact. Avoid vague alerts that force attendees to search for the actual change.
Keep ticket links and event information current. If a QR code is replaced, make the current ticket easy to identify and confirm how the old code will be handled at check-in. The QR check-in and badge printing guide covers the arrival workflow.
Measure attendance and message usefulness
Track delivery failures, ticket-link clicks, cancellations and actual attendance alongside registrations. Email opens alone are not enough to establish whether a message helped someone attend.
Use a consistent denominator: attendance rate can be calculated as checked-in attendees divided by confirmed registrations, with your treatment of cancellations recorded. Compare similar events and audience groups before attributing a change to messaging.
For an experiment, vary one useful element, such as reminder timing, while keeping the audience and event context as comparable as possible. Record the sample sizes and avoid presenting small differences as proven improvements.
Read the registration analytics guide for measurement planning and the no-show guide for further attendance ideas.
Pre-send checklist
- Verify event date, time zone, entrance and support details.
- Confirm the audience and remove cancelled or ineligible registrations.
- Respect channel preferences and suppression lists.
- Test ticket and registration-management links on a phone.
- Check translated messages with a fluent reviewer.
- Assign a person to handle replies and failed deliveries.
- Confirm that scheduled reminders will stop or change after cancellation.
Connect the workflow in Eventrize
Explore email and WhatsApp campaigns to discuss attendee communication alongside registration and check-in. Bring your intended audience segments, message schedule and event-day requirements to the conversation so the workflow can be reviewed against your needs.