Event Planning SMS - From RSVP to Thank You

SMS Throughout the Event Lifecycle

Events require constant communication. SMS ensures your messages get read and responded to quickly.

Pre-Event Phase

Save the Date

"Mark your calendar! [Event Name] is [Date]. Details coming soon. Reply SAVE to confirm we can text you updates."

Send: 4-8 weeks before event.

Invitation

"You're invited! [Event] on [Date] at [Time]. [Location]. RSVP by [Date]: Reply YES or NO."

Send: 3-4 weeks before event.

RSVP Reminder

"Don't forget! RSVP deadline for [Event] is [Date]. Can you make it? Reply YES or NO."

Send: 1 week before RSVP deadline.

Confirmation

"Great! You're confirmed for [Event] on [Date] at [Time]. Watch for more details soon!"

Send: Immediately after RSVP received.

Event Details Phase

Logistics

"[Event] Details: [Date] at [Time]. Location: [Address]. Parking available at [Details]. See you there!"

Send: 1 week before event.

What to Bring/Wear

"[Event] Reminder: Dress code is [casual/formal/costume]. Please bring [items]. Questions? Reply here."

Send: 3-5 days before event.

Last-Minute Updates

"Update for [Event]: [Important change]. All other details remain the same. See you [tomorrow/tonight]!"

Send: As needed.

Day-Of Communication

Morning Reminder

"Today's the day! [Event] at [Time]. Location: [Address]. Can't wait to see you!"

Send: Morning of event.

Running Late Notice

"[Event] Update: We're starting 15 minutes late. New start time: [Time]. Thank you for your patience!"

Send: As soon as delay is known.

Live Updates

"Keynote starting in 10 minutes in the Main Hall. Grab your seats!"

Send: During event as needed.

Weather Alerts

"Rain expected at [Time]. Umbrellas available at the welcome desk. Indoor backup plan ready!"

Send: When relevant.

Post-Event Phase

Thank You

"Thank you for attending [Event]! We hope you had a great time. Feedback? Reply to this message!"

Send: Within 24 hours after event.

Photo/Recording Share

"Missed something at [Event]? Photos and recordings now available: [link]. Enjoy!"

Send: When content is ready.

Next Event Preview

"Loved [Event]? Save the date for our next gathering: [Date]. Early bird tickets: [link]."

Send: 1-2 weeks after event.

Event Types and Specific Tips

Corporate Events

Conference:

Session reminders throughout the day

Room change alerts

Networking event invites

Company Party:

"[Company] Holiday Party reminder! Tonight 6pm at [Venue]. Plus-ones welcome!"

Weddings

Save the Date:

"John & Jane are getting married! [Date] in [City]. Formal invite coming soon. So excited to celebrate with you!"

RSVP Reminder:

"Final RSVP reminder for John & Jane's wedding! Please respond by [Date]: [link]"

Day Before:

"See you tomorrow at the wedding! Ceremony 4pm at [Venue]. Attire: [Dress code]. Map: [link]"

Fundraisers

Ticket Reminder:

"Only 10 tickets left for [Charity Gala]! Don't miss this special evening. Purchase: [link]"

Donation Thank You:

"Thank you for your generous donation to [Charity]! Your support makes a difference. Receipt: [link]"

Sports/Recreation

Game Reminder:

"Game day! [Team] plays at [Time]. [Location]. Wear your team colors!"

Practice Update:

"Practice moved to Field B due to maintenance. Same time, different field. See you at 4pm!"

Classes/Workshops

Class Reminder:

"Cooking class tomorrow at 6pm! Bring an apron. Ingredients provided. Can't wait to cook with you!"

Materials Needed:

"For tomorrow's workshop, please bring: [list]. See you at [Time] at [Location]!"

Managing Responses

RSVP Tracking

Create simple reply system:

YES = Confirmed attending

NO = Declined

+1 = Bringing a guest

? = Need more information

Automate When Possible

Set up auto-replies:

"Thanks! Your RSVP is received. We'll send event details closer to the date."

Handle Changes

"Need to change your RSVP? No problem! Just reply UPDATE and we'll help."

Capacity and Waitlist

Full Event

"Thank you for your interest! [Event] is at capacity. Reply WAIT to join the waitlist."

Waitlist Update

"Good news! A spot opened for [Event]! Reply CLAIM within 2 hours to secure your place."

Sold Out Courtesy

"Sorry, [Event] is fully booked. We'll notify you first for our next event. Thanks for your interest!"

Group Segmentation

Send different messages to different groups:

VIPs: Early access, special seating info

Speakers: Schedule, AV requirements

Sponsors: Recognition opportunities

General attendees: Standard event info

Measuring Event SMS Success

Track

RSVP response rate

Attendance rate (RSVP vs actual)

Day-of message engagement

Post-event feedback rate

Improve

Test different message times

A/B test invitation wording

Track which reminders reduce no-shows

Conclusion

SMS keeps your event attendees informed, engaged, and showing up. From the first save-the-date to the final thank-you, text messaging ensures your messages get seen.

Start with RSVP collection and confirmation. Add reminders and day-of updates. Watch your attendance rates improve and stress levels drop.