Communication is a main part of the event organization.
Let’s avoid unpleasant surprises whenever possible, especially if and when we have the tools to control the situation.
Depending on the event, the communication will be more or less extensive and elaborate but always necessary.
Let’s take some practical examples.
If we talk about an exhibition or corporate event, communication will be done through different media. If you have budget you can think of a complete advertising campaign, using TV, press, radio, billboard, leaflets, websites. Otherwise you can rely on social networks or mailing lists to send to your guests. Take advantage of the press offices, send press releases to the media, organize press conferences for presentation, invited journalists to the opening.
If the event is a wedding or a birthday, the communication will be addressed only to your guests but again you can exploit different media. You can create a Facebook page for the event, with all the details on the location and give the preliminary information that you are interested in sending. You can create groups in Whatsapp or mailing list. It is always advisable to print the invitations and any instructions anyway. The paper works as a reminder and reaches those who are not used to smartphones and PC. Invitations are also the first image of your wedding, they reflect the event to come and raise guests’ expectation.
It is common practice to avoid the invitation in case of birthdays or small ceremonies. Big mistake! The result will be an avoidable and useless catering cost for last minute cancellations, phone calls from guests lost in the fields because they have a wrong address, lack of chairs because you had not calculated your neighbor’s aunt and her 5 children.
By communication I do not mean only the invitation with place and date but the whole spectrum of information that the guests must have for
- Arrive on site (address and map because not everyone has the navigator)
- Arrive on time
- Have appropriate clothing for the event (if there are activities for example)
- Put in their agenda the time necessary to participate without having to run away at mid-dinner
- Define their budget for the event (gift, clothing, travel …)
- Establish how many can participate (with or without children for example)
- Have a dead line to confirm presence
Do not give all this information at once. Remote messages are useful reminder and allow your guest to better assimilate information, so that you get their feedback on due time