Event planning is a growing industry as many businesses and individuals realize the value of having a professional event plan. This may include weddings, birthday parties or events designed to promote a business. Because every event is unique, event planners need every tool at their disposal to help the event run smoothly. These tips on using group texting are a great way to efficiently and effectively plan an event.
RSVP Management
One of the biggest issues facing event planners is the need to count who will attend the event accurately. This means a need for RSVP responses. Using bulk text options is a great way to manage RSVPs. This can also be used to provide invitees updates on the event. Ask those invited to subscribe to text messages from your organization.
Send occasional updates about the event, even to those who have not yet RSVP’d, as a reminder that they need to do so. There is evidence that someone invited to an event is 98% more likely to read a text sent to them by the organizer and is as much as eight times more likely to respond to that text.
Before the Event
Group texts can be used to send out invitations or simply notify invitees that they have received an invitation via email or postal mail. Once someone has RSVP’d to the event, a group text can alert them that their reservation is confirmed.
After that, group texts can be used to send updates, let them know of changes in the schedule, send directions and even send links to forms that may be necessary prior to the event. Group texts can also be used to answer questions in a timely fashion. However, it is critical that you obtain permission from invitees to contact them via text, as fees can be involved. Unsolicited text messages can work against you in planning the event.
During the Event
You can continue to use group texts during the event as well. Use this option to send any changes that may occur, like a speaker moving from one room to another or a change in time for an activity. You can also send details on where questions can be answered or things to do in the surrounding area during downtime. Reminders of seminars they may have been signed up for or other details are also a great way to use group texts during the event.
After the Event
One of the best ways to use group texts after an event is to request feedback. Evidence shows that sending feedback forms via email is less likely to get responses. However, sending a link in a text message results in more attendees providing you with information about their experience.
Be sure to include options for them to leave positive and negative feedback so that you know what worked and what did not. Send this group text by a day or two after the event, so everyone receiving it has fresh information to share.
You can also use a group text to thank those who attended. One idea to promote attendance at future events is to offer a discount coupon for pre-registration in the text. If this is an annual event, this will encourage early registration for the next conference, occasion or meeting.
One way to keep your event running smoothly is to use group texting the proper way. By contacting your attendees via text, you are more likely to offer them a positive experience and encourage them to attend the next event you plan.
You want to be sure to ask permission to add them to a group text and to use group texting in a controlled manner. You will also want to allow someone to opt out of the group text should they decide they are no longer interested in receiving texts. For more information on the best way to use group texts for events, contact experts today. Finally, they can help you develop a group texting program that will be perfect for your next gathering.
