Event organizers face a formidable challenge: how to ensure their messages don't get lost in a sea of communications. Last-minute cancellations and missed updates can create chaos and confusion—piling extra stress on an already hectic event schedule.
To ensure success in your next event, SMS offers a solution that rises to these challenges.
With a 99% open rate, text messaging is the undisputed champion of direct communication. Read on for strategies that leverage SMS for event marketing and management to boost attendance, enhance experiences, and keep costs in check—all through the power of simple texts.
The Power of Direct Outreach with SMS
SMS is unparalleled in its ability to capture immediate attention. But why is this the case?
The answer: its personal nature. Phones are rarely more than an arm’s length away, and text messages arrive alongside conversations with friends and family. Unlike easily overlooked emails or social media posts lost in endless feeds, text messaging demands a different kind of attention.
It’s the digital equivalent of a tap on the shoulder.
SMS also excels in personalization. You can tailor messages to attendee preferences, behavior, or registration type, transforming a general broadcast into a real conversation.
In a world where attention is currency, SMS is your event’s most valuable asset for impactful outreach.
Timely Reminders That Boost Engagement
For events, timing is everything. This is where SMS shines.
As a big day approaches, studies show that well-timed texts offer a gentle nudge that can improve attendance. When SMS reminders send important info about an upcoming obligation, no-show rates drop by 38%.
The best thing about SMS for event management is that it’s helpful for getting bodies in seats and a powerful tool for creating buzz and excitement. Each text is a chance to build engagement before an event even begins.
As the event nears, use SMS for event details like:
- Save the date messages
- Sneak peaks of keynote speakers
- Practical details like schedules or maps
- Info on exclusive meet-and-greets
- Parking and transportation details
- Need-to-know game day essentials
Each text is a touchpoint. Use it to spark conversations, and you can create a community of informed attendees ready to make the most of their event experience.
Real-Time Updates That Keep Attendees in the Loop
When it comes to live events, things can change in an instant. With its near instantaneous delivery, SMS forms a direct line of communication that keeps everyone informed from moment to moment.
This means the ability to send:
- Instant updates about room changes
- Last-minute schedule tweaks
- Weather cancellations or postponements
- Live score updates or instant replays
Instant SMS updates like these are seamless, minimizing confusion and miscommunications that can mar the event experience.
Real-World Impact: Marketing Brew
SMS revolutionizes communication day of, in person.
Morning Brew, a popular business newsletter provider, had to coordinate nearly 500 attendees at its annual summit. Using Subtext, the company streamlined event logistics and enhanced attendee engagement throughout the day.
The result? Seamless communication of schedule changes, instant problem-solving for unexpected hiccups, and increased attendee participation via contests and surveys. Dillon Dyer, Senior Marketing Manager, called it a game-changer for the overall event experience.
SMS for Audience Engagement
Real-time capabilities open up more than one-way announcements. At the event, text messaging enables true two-way interactions that change the way attendees engage with your event. This includes:
- Live polls that gauge audience opinions in real time
- Q&A sessions that make large groups more interactive
- Networking opportunities to connect and segment attendees
SMS turns attendees into active participants that shape their own experience. This level of engagement can turn a good event into an unforgettable one.
Post-Event Followup That Keeps the Convo Going
The final applause has faded, but the conversation is far from over. With smart SMS event management, you can harness that energy to turn one-time attendees into loyal community members.
Leverage SMS for powerful post-event communication such as:
- Immediate Feedback: Send a quick survey right after the event when experiences are fresh. With SMS, you're likely to get higher response rates compared to email.
- Content Distribution: Share recap videos, presentation slides, or exclusive content. A simple text with a link can drive significant traffic to your event resources.
- Future Event Promotion: Use your SMS list to give past attendees early bird access to upcoming events. This exclusivity can boost repeat attendance rates.
- Community Building: Send periodic updates about your industry or organization. This keeps your brand top-of-mind long after the event ends.
- Personalized Follow-ups: Based on session attendance or survey responses, send tailored messages that resonate with individual interests.
Thoughtfully continuing the conversation lays the groundwork for your next big success.
Real-World Impact: Talk Media
SMS comes through for virtual events, too.
Talk Media, a Toronto-based journalism storytelling start-up, faced the challenge of creating engaging virtual events during the pandemic. Using Subtext for SMS communication, they built excitement and interaction before their "Shiny Talking People - Missed Connections" event.
The result? Over 95% event participation, personalized journalist-attendee interactions, and impressed attendees who appreciated the real, human touch in communications.
SMS as a Budget-Friendly Event Tool
Event planners know every dollar counts and SMS event marketing proves its worth by delivering impressive ROI without breaking the bank.
Breaking down the numbers:
- With high open rates, SMS ensures your message reaches its target audience.
- Reduced no-shows mean better resource allocation and potentially higher revenue.
- One mass text can reduce countless staff hours and labor costs.
- Paperless updates mean no costly reprints—or printing expenses at all.
- Unlike app development, SMS works on every mobile device.
SMS maximizes the impact of every dollar spent and allows you to focus on investing in attendee satisfaction rather than just cutting costs.
Implementing SMS in Your Event Strategy Step-by-Step
Ready to harness the power of event text messaging? Here’s how to get started.
- Choose the right platform. Look for a platform that offers event-specific features and two-way communication.
- Build your list. Start collecting phone numbers during your registration process.
- Be clear about event SMS. Let subscribers know what to expect and how often.
- Plan your campaign. Map out your SMS strategy from pre- to post-event.
- Craft effective messages. Be concise and action-oriented in your messaging.
- Encourage action. Include clear CTAs and personalize messages when possible.
- Segment your audience. Tailor messages by ticket types and behavior.
- Test and refine your strategy. Monitor engagement and adjust as needed.
- Integrate with other channels. Use SMS with event emails and social media posts.
- Measure your success. Track key metrics to gauge the effectiveness of your campaign.
Remember, successful SMS strategies are about adding value, not noise. Check out our event playbook for more SMS tips and tricks.
Embracing the Power of SMS for Events with Subtext
The benefits of SMS for event management are clear, from boosting attendance and engagement to streamlining operations and cutting costs.
The event industry will continue evolving, and embracing innovation means staying ahead. SMS sets new standards for attendee experiences and operational efficiency. If you’re ready to transform the way you approach event marketing and management, Subtext’s advanced features can help you channel the full potential of SMS.
Don’t just plan events—create experiences that resonate and engage. Whether you’re planning intimate VIP gatherings or large-scale conferences, Subtext can be the game-changer you’ve been looking for.
Book a demo with Subtext today and discover how our platform can help you create smarter, more connected experiences!