Event Communication Best Practices: What to Send Before, During, and After

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Before the Event

2 Weeks Before: Reminder to Assign Tickets 

Why: Table hosts often buy several tickets but never provide contact details for their guests. Ticket holders with emails in Trellis can bid from their own phones and check in faster, and two weeks gives buyers time to collect contact 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. Lead with your best item. This is also a great way to get contact details for your guests before the fundraiser. 

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: It 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 early walk right in, keeping the registration line short. 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]

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During The Event

Guests have their phones in hand, so short texts work best. Time each one with an announcement from the stage.

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 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 have the link open when the emcee starts the appeal. Those who prefer to complete a 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, and it sets expectations about payment early.

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.

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After the Event

1 Business Day After: Pay Now or be Charged on [Date]

Why: It gives guests a simple way to check out themselves or request a different payment method, and 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 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]