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Event Management Communication Templates

The following templates are suitable for use with communicating with attendees and staff in relation to changes to event schedules, staff rosters, and event cancellations

You can add an additional Opt-out message by clicking on "Opt-out" in the message content field in the web portal once you have pasted the template content in to the message field.

We have included some data templates as well (which should automatically download when you click each link), to help you save your contact information in a format that will work with the field references in each message template. Each data template has column headers in row 1, a description of the required data in row 2, and an example of the data in row 3. Make sure you delete the contents of rows 2 and 3 before adding your contact data, but do not delete the content in row 1 (unless you want to change the header name and the field references in the message).

This video explains how field references work (the "Personalising Broadcasts" segment can be found 20 seconds in to the video)

Read this article to see how to use the templates if you are using your own data files.




1. Event schedule changes

Purpose:

This template can be used to notify attendees of any changes to event schedules, or if an event is to go ahead as planned (to alleviate any confusion).

Please note - there are two templates - the first to advise of schedule changes, and the second to advise of events proceeding as normal

These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. an event website). You may need to use a URL shortener (i.e. the "short trackable links" feature) to limit the web address to 22 characters in order to keep your message clean and to get the most out of your character limit per message (160 standard characters per SMS)


Field references:


Variable fields:


Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Event Update.xlsx


Additional Support:


Template 1 (schedule change):

Hi #firstname_column_1#, please click the link below for important information about changes to the #event_column_3# schedule due to the Coronavirus pandemic. The safety of all attendees and staff is our top priority and we will be taking all reasonable precautions. We are monitoring the situation and will update you with any further changes. Click here for more information <insert URL>
Thank you.


Template 2 (event to continue as planned):

Hi #firstname_column_1#. At this stage the #event_column_3# on #eventdate_column_4# will go ahead as planned. The safety of all attendees and staff is our top priority and we will be taking all reasonable precautions. We are monitoring the situation and will update you with any further changes. Click here for more information <insert URL>
Thank you.




2. Event cancellation

Purpose:

This template can be used to notify attendees of an event cancellation/postponement, and to provide a link to an additional information source such as a website.

These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. an event website). You may need to use a URL shortener (i.e. the "short trackable links" feature) to limit the web address to 22 characters in order to keep your message clean and to get the most out of your character limit per message (160 standard characters per SMS)


Field references:

\Variable fields:


Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Event Update.xlsx


Additional Support:


Template:

Hi #firstname_column_1#. We regret to inform you that due to the Coronavirus pandemic, the #event_column_3# has been postponed until further notice. We sincerely apologise for the inconvenience and will provide updates as more information becomes available. For more information click here: <insert URL>
Thank you.




3. Staff communication

Purpose:

This template can be used to notify staff of any changes/cancellations to shifts, and to provide a link to an additional information source such as a website.

These templates require you to add a URL (i.e. the web address) for a link to further information (e.g. an event website). You may need to use a URL shortener (i.e. the "short trackable links" feature) to limit the web address to 22 characters in order to keep your message clean and to get the most out of your character limit per message (160 standard characters per SMS)

Field references:


Variable fields:


Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred:

Contact Data Template - Shift Update.xlsx


Additional Support:


Template:

Hi #firstname_column_1#. Due to the Coronavirus pandemic, all staff rostered on from #shifttime_column_4# on #shiftdate_column_3# are no longer required. We sincerely apologise for the inconvenience and will provide updates as more information becomes available. For more information click here: <insert URL>
Thank you.



4. Government Enforced Shutdown

Purpose:

This message refers to a confirmed shutdown of your organisation. It is suitable for internal and external use.

This template requires you to add a URL (i.e. the web address) for a link to further information (e.g. a website). You may need to use a URL shortener (i.e. the "short trackable links" feature) to limit the web address to 22 characters in order to keep your message clean and to get the most out of your character limit per message (160 standard characters per SMS)


Field references:


Variable fields:


Supporting Data Template:

You can use this template example to save your contact data to work with this message template if preferred (example data has been added to the first two rows)

Contact Data Template - Confirmed shutdown.xlsx


Template:

Dear #firstname_column_1#
As per <state> government requirements, <organisation> is closing from <date> until further notice. Please visit <insert URL>, or call #phone_column_4# for more details. 
Thank you.


Still not sure what to write? Our team of message experts is on hand and will be happy to help you plan and create your message strategy. 


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