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Final event details - these points belong in the communication to your guests

Your event is just around the corner and the excitement is building. Now is the perfect time for you as a event manager to provide your participants with the latest information. In this article, you will find out which information is essential and how to communicate it in the best possible way.

April 24, 2024
4 min
Two people are discussing at an event
Anna Fredholm
Co-Founder
Oniva
Two people are discussing at an event

What are the final event details?

The final event details are crucial details that are communicated to participants shortly before the event. They are often referred to as "reminder emails" as they serve as a reminder and summary.

Why should I send out the final event details?

If the registration was weeks or months ago, renewed communication is essential. The final event details serve to remind participants once again of the upcoming event, communicate changes and ensure that all your guests are well informed.

When is the best time for sending?

The best time to send out final event details depends on a number of factors, including the type of event and the target audience. Ideally, the information should be sent out 2-3 days before the event to allow for any last-minute changes.

Which communication channel should be chosen?

Digital channels such as email, SMS or social media are best suited for last-minute communication. The choice of channel should be the one that has already been used for the event invitation to ensure reliable accessibility. Using multiple channels can increase the reach.

What final event details should be included in the event communication?

An email with the latest event information should be clear and concise. Which points are relevant must be determined individually for each event. The following points can be included in the final event information:

  • Title, time and location of the event
  • Directions to the event
  • Entry instructions, such as bringing an e-ticket
  • Agenda and schedule of the event
  • Information on speakers and sponsors
  • Information on dress code
  • Cancellation options if unable to attend

Highlight the most important information clearly to ensure that participants are aware of it.

Pre-event communication can also help to reduce the no-show rate to improve your event marketing. You can find more tips on this in our blog post on "Reducing the no-show rate".

We wish you every success with your event and hope that these tips will help you as an event manager to organize a smooth event.

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