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Event Communication Best Practices: What to Send Before, During, and After
Twelve messages, from two weeks before your event to three weeks after, keep guests informed, bidding, and paying on time. Schedule them once, and your guests will always know what to do next, so your team can spend the night with donors instead of answering questions. Use this timeline as your plan, then copy the samples below.
Before the Event
The smoothest event nights are set up in the two weeks before. These four messages make sure every guest is in Trellis, knows the plan and walks in ready.
2 Weeks Before: Reminder to Assign Tickets
Why: Table hosts often buy several tickets but never share their guests’ details. Every guest with an email in Trellis can bid from their own phone and check in in seconds. Two weeks gives hosts time to collect that information.
Who: Ticket Purchasers with Unassigned Event Tickets
Email: Who's joining you at [Event Name]?
Hi [First Name], you have tickets that still need guest names. Please add them by [Deadline] so everyone can bid and check in quickly. [Assign My Guests]
1 Week Before: Silent Auction Now Open
Why: Opening bidding a week early gives guests time to browse and builds competition that carries into the room. It also brings guests into Trellis before the event, so their contact details are ready on the night. Lead with your best item.
Who: All
Email: The [Event Name] auction is now open
Hi [First Name], bidding is open! Browse items like [Item 1] and [Item 2], and place your first bids before [Event Name] on [Date]. Bidding closes at [Time]. [Browse the Auction]
SMS:
[Organization]: The [Event Name] auction is open! Place early bids here: [link]
1 Day Before: Know Before You Go
Why: This answers the questions guests would otherwise call or text you about. Send it in the morning, with logistics at the top.
Who: Attendees
Email: Know before you go: [Event Name] is tomorrow
Hi [First Name], we can't wait to see you!
When: [Date], doors open at [Time] Where: [Venue], [Address] Parking: [Parking Details] Dress code: [Dress Code]
Bring a charged phone for bidding. Tomorrow afternoon we'll text you a link to check in early. Questions? Contact [Contact Name] at [Phone or Email].
6 Hours Before: Pre Check-in on Trellis
Why: Guests who check in ahead walk straight in, so your registration line stays short and your volunteers stay calm. Six hours out is close enough that guests act on it.
Who: Attendees
SMS:
[Organization]: Tonight's the night! Skip the line at [Event Name] by checking in now: [link]. Doors open at [Time].
Email: Check in now and skip the line tonight
Hi [First Name], [Event Name] starts tonight at [Time]! Check in now so you can walk right in and start bidding. [Check In Now]
During The Event
On the night, your scheduled texts do the guiding, so your team can stay with guests. Phones are already in hand, so keep each text short and time it to a stage announcement. Guests hear it and see it at the same moment.
End of Cocktail Hour: Head to Your Table
Why: A text moves guests into the room faster than an announcement alone, and the table number saves a trip to the seating chart. Confirm every guest has a table assigned first, or the merge tag will send blank.
Who: Checked-in Attendees
Cocktail hour is wrapping up! Please head into the reception. You're seated at Table [Table Number].
5 Minutes Before Fund-a-Need: Join the Giving Moment
Why: Guests already have the link open when the emcee starts the appeal, so giving takes a tap. Guests who prefer a paper pledge form can still give in the room.
Who: Checked-in Attendees
Our Fund-a-Need starts in 5 minutes! Every gift helps [Mission]. Give here: [link]
10 Minutes Before Close: Last Call
Why: A final reminder drives the late bidding that often decides the highest-value items. Send whichever applies, or combine them if both close at once.
Who: Attendees
The auction closes in 10 minutes! Place your final bids: [link]
Raffle sales close in 10 minutes! Get your final tickets: [link]
After the Auction Closes: Pick up Your Items
Why: Telling winners where to collect items avoids crowding at the end of the night and items left behind.
Who: Auction Winners
Congratulations, you won! Pick up your item(s) at [Pickup Location] on your way out.
1 Hour After: Thank You and Your Impact
Why: The first thank-you lands while the night is still fresh. It also tells guests how payment works, so there are no surprises later.
Who: Attendees
Email: Thank you for an incredible night
Hi [First Name], thank you for joining us at [Event Name]! Together, we raised [Amount Raised], which will [Impact Statement].
If you have an unpaid cart, you can pay any time here: [Pay Now]. Unpaid carts will be charged to the card on file in [X] days.
After the Event
With these three messages scheduled, you don’t need to chase unpaid carts one by one. Guests get a clear way to pay, a firm date for automatic processing, and a final heads-up before any charge. Then you bring them back for next year.
1 Business Day After: Pay Now or be Charged on [Date]
Why: It gives guests a simple way to check out on their own or ask for a different payment method, plus a firm date for automatic processing.
Who: Unpaid Carts
Email: Complete your [Event Name] checkout
Hi [First Name], thank you again for supporting [Organization]! You still have an unpaid cart. You can pay now here: [Pay Now]. Any carts still unpaid on [Date] will be charged to the card on file.
On [Date]: Carts Processing Within the Hour
Why: A final heads-up prevents surprise charges and the support emails that follow them, and gives one last thank-you.
Who: Unpaid Carts
Email: Your [Event Name] cart is being processed today
Hi [First Name], your cart from [Event Name] will be charged to your card on file within the next hour, and you'll receive a receipt by email. Thank you for your generous support. We truly couldn't do it without you.
3 Weeks After: Impact Update and Save the Date
Why: It shows supporters what their gifts made possible, and it's the message most likely to bring them back next year. One specific story lands better than a list of programs.
Who: All
Email: Here's what you made possible at [Event Name]
Hi [First Name], three weeks ago you helped raise [Final Amount Raised]. Here's what it's already doing: [Impact Story]. [Event Photo]
Save the date: next year's event is on [Date]. Want to keep the momentum going? [Give Again]
Pro Tips
- One message, one action. Each send asks guests to do a single thing.
- Keep texts short. Under 140 characters, your organization's name first, one link.
- Test first. Send each message to yourself and tap every link on a phone.
- Respect consent. Only text guests who opted in, and honour opt-outs right away.
- Schedule ahead. Set up every message before event week so nothing slips.
You’re ready for event day when…
If you can tick every box below, your guests’ night is already mapped out, and your team can run it with confidence.
- Every message above is scheduled in Trellis, with dates and times confirmed
- Unassigned tickets are down to a handful, and most guests have an email in Trellis
- Every checked-in guest has a table assigned, so the table text won’t send blank
- Your auction close time, raffle close time and Fund-a-Need moment match your run of show
- Your emcee knows which announcements each text is paired with
- Your payment date is set and matches the date in your post-event emails
- You’ve sent each message to yourself as a test and tapped every link on a phone