SMS (Short Messaging Service) is a widely used and standardized method of communication that provides a convenient and efficient way to exchange text messages between individuals, businesses, and organizations. It has become an integral part of mobile communication, enabling quick and direct communication between users without the need for internet connectivity or data services.
In this guide, we’re going to explore the benefits text messaging offers to event organizers and how it can greatly improve all aspects of an event’s communication. Read on to find out more about the benefits of leveraging text messaging for event planning and coordination in this ultimate guide!
SMS for Event Planning
Planning events effectively to ensure success requires all kinds of communication between all the stakeholders involved. Effective communication is necessary at all times: before, during, and after the event. Text messaging has become an essential tool for effective communication in event planning. It offers a quick and convenient way to coordinate with team members, vendors, and attendees, ensuring seamless organization and execution.
It facilitates real-time updates, enhances engagement, and enables personalized interactions, ultimately contributing to the smooth execution and success of events.
Benefits of SMS in Event Planning and Coordination
SMS communication can facilitate, expedite, and significantly improve the entire process of event planning and coordination. Below, we shed light on six different benefits it can provide:
1. Enables Quick Updates
Text messages are typically delivered instantly to recipients’ mobile devices. Unlike emails or other forms of communication that may require checking a separate platform or logging into an account, text messages are received directly on the recipient’s phone, making it highly likely that they will be read promptly.
Moreover, text messages have an extremely high open rate, with studies indicating that over 98% of text messages are read within a few minutes of being received. Due to these characteristics, SMS communication is perfect for communicating real-time updates and last-minute changes to attendees.
2. Can Help with Registrations
Another benefit SMS communication offers to event planners is the ability to make the registration process more efficient. Not only can text messages alert attendees about the commencement of the registration process but they can also streamline the process itself.
Once attendees complete the registration process, you can send them a text message to confirm their registration and provide any necessary details or instructions. This helps ensure that attendees have all the information they need and confirms their participation.
3. Allows You to Send Reminders and Updates
Communication via text messaging is also very effective in sending reminders and updates regarding an upcoming event to attendees. In the event of any changes or updates to the registration process, such as additional requirements, session choices, or payment reminders, text messages can be used to communicate these updates promptly to registered attendees.
If the event reaches maximum capacity and has a waitlist, text messages can be used to notify individuals on the waitlist about any available spots. This allows you to fill any vacancies quickly and efficiently.
4. Allows Attendees to Get in Touch before and during the Event
Another major benefit of text messaging with regard to events is that it allows attendees to communicate with the management before and during the event.
Attendees can put forth any queries they have regarding the event and get prompt responses from the management overseeing the planning of the event.
5. Enables Effective Emergency Communication
Fast emergency communication in any event is crucial, and text messaging can help with that. Text messages are delivered instantly to recipients’ mobile devices, ensuring that critical information reaches them promptly. This allows event organizers to quickly notify attendees, staff members, and other relevant parties about the emergency situation.
Moreover, text messaging allows for two-way communication, enabling recipients to respond and seek clarification during emergencies. Event organizers can establish dedicated phone numbers for attendees to report emergencies or ask questions.
6. Makes Feedback Collection Easier
There’s a high chance nearly every attendee carries a mobile phone capable of receiving SMS at an event. This high level of accessibility makes it convenient for them to provide feedback since they can do so directly from their mobile devices without the need for additional steps or platforms. At your end, you can forward these SMS to your helpdesk using an app called AutoForward. Visit the website to try the free trial offer.
Attendees can respond to feedback requests immediately after the event while their experience is still fresh in their minds. This leads to more accurate and detailed feedback since event organizers are able to collect responses in real time.
Final Thoughts
To sum it up, text messaging can significantly improve all aspects of an event’s communication, resulting in a better experience for the attendees. In this guide, we mentioned six ways in which it does that and the benefits it has over other forms of communication.
If event organizers leverage text messaging for the seamless coordination and planning of events, they will create a vastly improved experience for all attendees.
Also read: How to Choose The Right Catering Service for Your Event
