Texting Guide for Event Promotion

Event promotion works when messages are timely, clear, and simple to act on. Attendees want easy RSVPs, concise details, and reminders that fit their schedule. TextUs helps marketing and operations teams run focused SMS that can fill seats and improve show-up rates.

How TextUs Fits Event Promotion Workflows

TextUs Campaigns can target lists from your CRM, event platform, or past attendee files with one clear action per message. You can attach PDFs or images like agendas, venue maps, speaker one-pagers, or sponsor flyers so people can see what matters at a glance.

Keywords such as RSVP, INFO, VIP, or TIX can route replies into Sequences that acknowledge interest and can send links automatically.

Replies appear in the Shared Inbox, where marketing, field, and registration teams can assign owners and answer with templates. Integrations can log conversations to your system of record so you can match engagement to registrations and attendance.

You can review deliveries, replies, and clicks, then export CSVs to connect texting with check-ins and post-event surveys.

What to Set Up First

Connect your CRM or event system so segments and conversations can sync in both directions. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically. Align on approved topics, quiet hours, and which attachments you can send.

Create templates for invite, countdown reminders, day-of logistics, and post-event surveys. Define Shared Inbox coverage by function and time zone so replies can get fast attention. Build segments like Past Attendees, Registrants Without RSVP, Local Prospects, VIPs, and Speakers.

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 “Registrants Without RSVP.” This can make sure messages reach people most likely to attend.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, can you join [Event] on [Date] at [Time]? Reply RSVP for the link or INFO for the agenda.”
3. Attach media: Add a PDF or image when helpful, such as a one-page agenda, venue map, or speaker lineup. Attachments can reduce questions and decision time.
4. Set up an A/B test: Create a second version that changes one element like opener or call to action. Compare reply and click rates to choose the winner.
5. Schedule your campaign: Send an invite, a 7-day reminder, and a 24-hour reminder. Use recurrence for multi-day conferences or roadshows.
6. Create a keyword: Add a keyword such as RSVP, INFO, or VIP and reference it in your message. TextUs can detect the reply and route enrollment automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send the registration or agenda link. Step 2: Follow up 24 hours later if there is no response.”
8. Send and monitor: Launch your campaign, watch replies, and assign follow-ups quickly in the Shared Inbox.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for your RSVP. Here is your confirmation and calendar link: [short URL].”
• Step 2 (reminder): “We start soon at [Venue]. Need parking or entry details? The info is here: [short URL].”

Segmentation and Personalization Strategy

Segment by relationship, location, and intent so every text can drive one action. Useful dimensions include distance to venue, past attendance, buyer stage, and role. Exclude opt-outs and people who already registered or declined.

Personalize with first name and one context field such as city, session, or track. Example: “Hi {{first_name}}, seats for the [Track] session are limited. Reply RSVP to hold yours.” Set fallbacks for missing fields so messages stay clean.

Refresh local lists daily and high-velocity lists hourly during the final week. Clean segments can lift deliverability and reduce duplicate messages.

Template Library for Event Promotion Scenarios

Keep a compact library that teams can send without rewriting. One goal per message and one action.

• “Hi {{first_name}}, join us at [Event] on [Date] at [Time]. Reply RSVP for your spot.”
• “Speaker lineup is live. Reply INFO for the agenda link.”
• “Reminder for [Event] tomorrow. Reply MAP for parking and entry details.”
• “We are saving VIP seats for partners. Reply VIP for early access.”
• “Thanks for joining [Event]. Want the slide link or replay? Reply REPLAY.”

Review the template performance monthly with compliance. Update phrasing, retire low performers, and keep files lightweight.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join that data with event metrics like registrations, check-ins, attendance by session, and survey completion. Preserve campaign name, segment, keyword, variant, and send time so you can run cohort analysis.

Track reply-to-registration and click-to-check-in rates by audience and city. Include attachment and link usage to see whether maps or agendas can lift attendance. Publish a one-page summary that shows delivery rate, reply rate, registrations, and show rate lift.

Event Cadence, Offers, and Partnerships

Plan a three-touch cadence that balances visibility and respect for inboxes. Use an invite, a 7-day reminder, and a 24-hour logistics note. For multi-day events, add a morning-of message with room or stream details.

Offer design should highlight value first. Use social proof or a featured session and then provide the RSVP link. Keep discounts or promo codes for late-stage nudges or partner lists.

Partnership lists can extend reach when handled carefully. Coordinate tags and suppression to avoid duplicates. Share a short change log for send windows and copy decisions so teams can repeat what works.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox for visibility across marketing, field, and registration teams. The first responder assigns the thread to themselves so ownership stays clear. Templates keep answers consistent, while a short personal line can maintain tone.

Use tags like RSVP, Info, VIP, Speaker, and Sponsor to organize threads. Add a brief note before forwarding to operations or venue contacts so context travels with the conversation. Keep notifications active during event hours to resolve issues quickly.

Tracking Results and Improving Performance

Check delivery and replies a few hours after each send. Delivery below 95 percent can indicate list hygiene or registration settings that you should fix before the next batch. Compare A and B versions weekly and standardize on the stronger performer.

If your text included a link or attachment, review clicks as a readiness signal. Reconcile TextUs data with registrations, badge scans, and session counts to prove impact. Small changes to opener length and send time can lift reply rate by 15%.

Tune cadence by format and city. Breakfast events prefer early reminders, while evening meetups respond to mid-afternoon nudges. Keep tests small and continuous so learning can compound.

Compliance and Deliverability for Event Promotion

Use registered 10DLC numbers for all event traffic. Keep opt-out handling on so STOP and UNSUBSCRIBE can process automatically. Include a short line in the first message, such as “Reply STOP to opt out.”

Avoid spam triggers by limiting links and punctuation. Do not send payment details via SMS. Use secure links for tickets, forms, and portals.

Keep attachments relevant and lightweight so files can open quickly on mobile. Send during local business hours and match frequency to event proximity.

FAQs About Texting Guide for Event Promotion

Can I attach agendas or maps to my texts?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Event teams often attach agendas, venue maps, and speaker one-pagers so attendees can act quickly.

Can I automate RSVPs and reminders?

Yes. You can schedule and repeat campaigns or connect Keywords and Sequences to automate these steps. A reply with RSVP or INFO can trigger links now and a timed reminder later.

How do Keywords and Sequences improve attendance?

When someone replies with a keyword like RSVP or VIP, TextUs can enroll them in a Sequence. The first step can send the right link, and the second can confirm attendance or provide logistics before start time.

How does the Shared Inbox help during the event?

All replies appear in one shared view so teams can assign owners, use templates, and add notes for fast handoffs. This can reduce confusion at doors and help resolve last-minute issues.

What metrics should I track to measure event impact?

Start with delivery, reply, registration, and show rates. Export TextUs data and match it to badge scans, session counts, and survey completion. Weekly summaries can show which audiences and messages can drive the best turnout.