Texting Guide for Entertainment Businesses

Entertainment businesses thrive on audience engagement and timely coordination. From event updates and ticket confirmations to talent scheduling, clear and fast communication keeps operations running smoothly. TextUs helps entertainment companies centralize messaging, automate updates, and keep audiences and teams connected.

How TextUs Fits Entertainment Workflows

TextUs Campaigns let you reach focused lists from your CRM, event management tool, or guest list platform with concise messages that drive instant action. You can attach PDFs or images like show schedules, venue maps, performer lineups, or ticket QR codes so guests and staff stay informed without checking email.

Keywords such as RSVP, TIX, CREW, or INFO route replies into Sequences that confirm attendance or send event details automatically.

Replies appear in the Shared Inbox, where marketing, production, and operations can assign owners and respond with Templates. Integrations keep conversations synced with your CRM or ticketing software so every interaction is tracked.

TextUs lets you view deliveries, replies, and clicks, then export CSVs to link engagement data with ticket sales or attendance.

What to Set Up First

Connect your CRM, ticketing, or production management system so lists and conversations sync both ways. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE are processed automatically.

Review compliance requirements for promotional messages before your first send.

Create Templates for your most common workflows: event reminders, lineup announcements, guest confirmations, crew scheduling, and post-show surveys. Assign Shared Inbox coverage across marketing, ticketing, and production teams.

Build segments such as Upcoming Events, VIP Guests, Season Ticket Holders, Active Crew, and Venue Staff.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your CRM, such as “VIP Guests for Friday’s Show.” This ensures your message reaches the right group.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, your tickets for [Event Name] on [Date] are confirmed. Reply INFO for entry details or VIP for early access options.”
3. Attach media: Add a PDF or image like a venue map, seating chart, or event flyer. Visual context helps guests prepare quickly.
4. Set up an A/B test: Create a second version that changes tone or CTA. Compare reply or click rates to optimize engagement.
5. Schedule your campaign: Send reminders 24 hours and 2 hours before the event. Use recurrence for weekly performances or multi-date tours.
6. Create a keyword: Add a keyword such as RSVP, INFO, or CREW and reference it in your message. TextUs automatically detects and categorizes replies.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send event details or call time. Step 2: Follow up with a thank-you or post-show survey.”
8. Send and monitor: Launch your campaign, track replies, and assign follow-ups quickly from the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for confirming! Doors open at [Time]. See you at [Venue Name].”
• Step 2 (reminder): “Quick reminder—[Event Name] starts soon! Reply INFO if you need parking or timing details.”

Segmentation and Personalization Strategy

Segment by audience type and engagement level to keep every message relevant. Examples include Attendees, Subscribers, Staff, Performers, Sponsors, and Media. Exclude opt-outs and completed guests to avoid overcommunication.

Personalize messages with first name and event details. Example: “Hi {{first_name}}, your backstage pass for [Show Name] is confirmed. Check in by [Time].” Set fallbacks for missing data to maintain professionalism.

Refresh segments daily for active events and weekly for subscribers or partners. Clean data improves deliverability and audience trust.

Template Library for Entertainment Scenarios

Keep a small, high-usage template library your team can send without edits.

• “Hi {{first_name}}, tickets for [Event Name] confirmed. Reply INFO for details or VIP for upgrades.”
• “Reminder: [Show Name] starts at [Time]. Doors open one hour earlier. Reply LATE if delayed.”
• “Performer call time for [Date] is [Time]. Reply CONFIRM when received.”
• “Thank you for attending [Event Name]! Reply SURVEY for a short feedback form.”
• “New season lineup announced—reply TIX for early access to tickets.”

Review the template performance monthly with compliance. Update references, measure reply rates, and retire outdated promotions.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join that data with CRM or ticketing metrics like ticket sales, attendance, and RSVP confirmations. Preserve campaign name, keyword, and audience segment for trend tracking.

Track reply-to-RSVP and click-to-purchase rates for each event. Include timing and media variables to see what drives attendance. Summarize weekly results in a one-page dashboard showing delivery rate, reply rate, and conversion lift.

Event Logistics and Team Coordination

Use TextUs to coordinate crew and vendors before and during events. For example, send shift reminders, arrival times, or safety notes. Example: “Hi {{first_name}}, call time for [Event Name] is [Time]. Reply CONFIRM once on-site.”

For sponsors and media, create informational sequences. A reply with INFO can trigger maps, agendas, and contact details. Post-event, send thank-you messages and surveys through automated Sequences to gather feedback.

Keep crew notifications short and role-specific. Use separate numbers or segments for different venues or event series to keep communication clear.

Managing Replies in the Shared Inbox

All replies land in the Shared Inbox for full visibility across marketing, ticketing, and production. The first responder assigns the thread to themselves so ownership is clear. Templates keep responses accurate while allowing quick personalization.

Use tags such as Guest, Performer, Sponsor, Crew, and Media to organize threads. Add short notes before forwarding to another team so context is preserved. If someone goes quiet, move them into a re-engagement Sequence that provides one clear action.

Keep notifications active during show hours for real-time coordination. Quick replies prevent confusion and enhance guest satisfaction.

Tracking Results and Improving Performance

Check delivery and reply rates a few hours after each send. Delivery below 95 percent usually indicates outdated contact data or unregistered numbers. Compare A/B message versions weekly to refine tone and timing.

If your message included a link or attachment, review click rates to measure interest. Export data and compare it against ticket scans, event attendance, or staff confirmations. For example, including the event name in the subject line can raise reply rate by 15%.

Adjust cadence by audience type. Guests respond best to reminders within 24 hours of an event, while performers prefer details 48 hours ahead. Keep tests small and repeat successful variations.

Compliance and Deliverability for Entertainment Businesses

Use registered 10DLC numbers for all business messaging. Keep opt-out handling active so STOP and UNSUBSCRIBE are processed automatically. Always include “Reply STOP to opt out” in your first message.

Avoid spam triggers by limiting punctuation, links, and all caps. Don’t send payment or personal data through SMS; use secure links for those actions. Keep attachments relevant and under one megabyte.

Send messages during local hours and match cadence to your event calendar. Consistency builds trust and ensures compliance with carrier standards.

FAQs About Texting Guide for Entertainment Businesses

Can I attach tickets or event flyers to my texts?

Yes. TextUs allows PDFs, images, and GIFs in both campaigns and one-to-one messages. Entertainment companies often attach ticket QR codes, show flyers, or maps for convenience.

Can I automate reminders or guest confirmations?

Yes. You can schedule and repeat campaigns or use Keywords and Sequences to handle confirmations automatically. For example, a reply with RSVP can trigger event details or a thank-you message.

How do Keywords and Sequences help event operations?

When guests reply with a keyword like INFO or RSVP, TextUs can enroll them in a Sequence. The first message confirms attendance, and the follow-up checks in or shares updates automatically.

How does the Shared Inbox help event teams?

All replies appear in a single shared view so marketing, production, and guest services stay aligned. You can assign owners, tag threads, and use Templates for consistent, timely responses.

What metrics should I track to measure engagement?

Track delivery, reply, and click rates within TextUs. Export CSVs and connect them to ticketing data such as RSVPs, redemptions, and attendance. Weekly reviews help refine timing and message style.