Texting Guide for Event Management

Event management runs on timing, coordination, and clear ownership. Guests, speakers, vendors, and staff all need short messages that move plans forward. TextUs helps planners, operations, and marketing deliver concise, trackable SMS that keeps every part of the event on schedule.

How TextUs Fits Event Management Workflows

TextUs Campaigns let you reach targeted lists from your CRM, ticketing, or event platform with concise prompts tied to one action. You can attach PDFs or images like venue maps, agendas, set lists, or sponsor one-pagers so recipients can act without opening email.

Keywords such as RSVP, INFO, CREW, VIP, or HELP route replies into Sequences that acknowledge intent and send the next step automatically.

Replies appear in the Shared Inbox where registration, production, and speaker management teams can assign owners and respond with Templates. Integrations keep contact records and message history synced with your system of record for auditing.

You can monitor deliveries, replies, and clicks in TextUs and export CSVs to connect messaging with check-ins, attendance, and post-event surveys.

What to Set Up First

Connect your CRM, registration, or production tool so lists and conversations sync in both directions. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE are processed automatically. Align with legal on approved topics, quiet hours, and file types before your first send.

Create Templates for high-volume moments. Prepare versions for ticket confirmations, session reminders, speaker call times, vendor logistics, and survey prompts. Assign Shared Inbox coverage by track and day so someone owns replies during doors, sessions, and strike.

Build segments that map to event roles. Useful lists include Attendees, VIPs, Speakers, Exhibitors, Crew, Sponsors, Press, and Venue Staff. Smaller, role-based segments ensure each first touch is relevant and easy to act on.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your event system, such as “Friday Attendees.” This makes sure your messages reach the right people.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, check-in for [Event] opens at [Time] at [Entrance]. Reply INFO for the map or LATE if you will arrive after [Time].”
3. Attach media: Add a PDF or image if helpful, such as a venue map, agenda, or parking note. Attachments reduce questions and lines at the door.
4. Set up an A/B test: Create a second version that changes one element, like opener or call to action. Keep the rest identical and compare reply or click rates.
5. Schedule your campaign: Send 24 hours before doors and 2 hours prior for a final reminder. Use recurrence for multi-day events and daily schedules.
6. Create a keyword: Add a keyword such as RSVP, INFO, CREW, or VIP and reference it in your message. TextUs will recognize and route these replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send map or call time. Step 2: Follow up near start time if there is no confirmation.”
8. Send and monitor: Launch your campaign, watch confirmations and issues, and handle escalations quickly through the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for confirming. Doors open at [Time]. Here is your map: [short URL].”
• Step 2 (reminder): “We start soon at [Location]. Need parking or ADA entry details? Reply INFO for the guide.”

Segmentation and Personalization Strategy

Segment by role, day, and location so each text drives one action. Common dimensions include day of attendance, track, badge type, arrival gate, and hotel block. Exclude opt-outs and contacts who have already completed the step you are driving.

Personalize lightly to stay accurate at scale. Use first name and one context field such as session name, door, or call time. Set fallbacks for missing fields so no message looks broken.

Refresh segments daily for attendees and hourly for crew and speakers. During load-in and show hours, enable near real-time updates for room changes and weather shifts. Clean segments improve deliverability and reduce confusion.

Template Library for Event Scenarios

Keep a small library your team can use without rewriting. One goal per message, one action, and mobile-friendly phrasing.

• “Hi {{first_name}}, your ticket for [Event] on [Date] is confirmed. Reply INFO for the entry map.”
• “Session ‘[Session Name]’ begins at [Time] in [Room]. Reply SAVE for the agenda link.”
• “Speaker call time for [Session Name] is [Time]. Reply CONFIRM when you arrive at green room.”
• “Exhibitor load-in at [Dock] from [Time] to [Time]. Reply ARRIVED for dock guidance.”
• “Thanks for coming to [Event]. Reply SURVEY for a 60-second feedback form.”

Review the template performance monthly with compliance. Retire low performers and store approved language for sponsors and press. Keep attachments small and relevant so they open quickly on mobile.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly or after the event. Join that data with registration or ticketing metrics such as check-ins, session attendance, sponsor scans, and survey completions. Preserve campaign name, segment, keyword, and variant fields so analysis is repeatable.

Track reply-to-check-in and click-to-session rates by day and track. Include attachment and link usage to see whether maps, agendas, or QR instructions improve throughput. Maintain a short change log with send time and copy decisions for future planning.

Publish a one-page summary. Show delivery rate, reply rate, check-in rate, and session fill. Note which opener and send window improved outcomes so teams can repeat the pattern at the next event.

Onsite Operations and Vendor Coordination

Use TextUs to control the flow of people and assets during load-in, show, and strike. Send crew call times, lockout windows, and dock instructions to reduce radio chatter. Example: “Hi {{first_name}}, dock access opens at 8:00 at Gate C. Reply ARRIVED for a bay assignment.”

For vendors and exhibitors, share build rules and service orders as attachments. A reply with HELP can route to operations for quick triage. Short, structured messages keep aisles clear and maintain safety standards.

For weather or room changes, broadcast targeted alerts only to affected segments. Include a map or room code and confirm receipt with ACK. Logged replies create a clean audit trail in your system of record.

Managing Replies in the Shared Inbox

All replies land in the Shared Inbox for visibility across registration, ops, speakers, and sponsors. The first responder assigns the thread to themselves so the contact has one owner. Templates speed up routine answers, and a short personal line maintains hospitality.

Use tags like Attendee, Speaker, Exhibitor, Crew, Sponsor, and Press to organize threads. Add a brief note before forwarding to ops or programming so context is preserved. If someone goes quiet, move them into a brief re-engagement Sequence that offers a clear option.

Keep notifications on during show hours. Fast replies prevent door jams, backstage delays, and missed sessions. Clear ownership avoids duplicate outreach and mixed instructions.

Tracking Results and Improving Performance

Check delivery and replies a few hours after each send. Delivery below 95% usually indicates list hygiene or registration issues that you should fix before the next batch. Compare A and B variants weekly and standardize on the stronger performer.

If your text included a link or attachment, review click rates as a readiness signal. Export CSVs and reconcile with scans, check-ins, session counts, and survey completion to prove impact. For example, adding a map link in pre-arrival reminders often lifts door throughput by 15%.

Tune cadence by audience. Attendees respond best to 24-hour and 2-hour reminders, while the crew prefers details 48 hours out plus a morning-of note. Keep tests small and continuous so learning compounds.

Compliance and Deliverability for Event Management

Use registered 10DLC numbers to maintain carrier trust. Keep opt-out handling on so STOP and UNSUBSCRIBE are processed automatically. Include a short line in the first message such as “Reply STOP to opt out.”

Avoid spam triggers by limiting links, punctuation, and all caps. Do not include payment info, access codes, or personal data in plain text. Use secure links for ticket changes, invoices, and portals.

Keep attachments lightweight and relevant. Agendas, maps, and call sheets should open quickly on mobile. Send during local hours and match cadence to the event journey so messages feel helpful.

FAQs About Texting Guide for Event Management

Can I attach maps, agendas, or call sheets to my texts?

Yes. TextUs supports PDFs, images, and GIFs for both campaigns and one-to-one messages. Event teams often attach venue maps, daily agendas, and call sheets so people can act without calling.

Can I automate reminders for doors, sessions, or speakers?

Yes. You can schedule and repeat campaigns or connect Keywords and Sequences for these flows. Many teams automate 24-hour attendee reminders, morning crew call times, and post-event surveys.

How do Keywords and Sequences reduce onsite confusion?

When someone replies with a keyword like INFO, RSVP, or CREW, TextUs can enroll them in a Sequence. The first message sends the map or call time, and a follow-up checks in if there is no response.

How does the Shared Inbox keep departments aligned?

All replies appear in one shared view so registration, production, and programming teams can coordinate. You can assign owners, use Templates for consistent answers, and forward threads with notes for fast handoffs.

What metrics should I track to measure impact?

Start with delivery, reply, and click rates. Export TextUs data and match it to check-ins, session attendance, exhibitor scans, and survey completion. Weekly summaries help refine timing, tone, and audience segments.