Before the curtains rise and attendees flood the venue, the groundwork of pre-event communication lays the foundation for a memorable experience. It serves as the conduit for engaging participants, building anticipation, and setting the stage for what lies ahead.

Regular Communication with Attendees

Establishing clear information about your event well in advance is essential. This allows attendees to plan accordingly and increases the likelihood of their participation. Consider these approaches:

• Timely Countdowns and Reminders: Keep your event at the forefront of attendees' minds with strategic reminders. SaaS Insider’s SAASCON conference effectively uses countdown emails to maintain anticipation and ensure high attendance.

From SaaS Insider SAASCON24

From NY Tech Week

From TechCrunch Disrupt 2025

• Teasers and Sneak Peeks: Excite your audience with glimpses of what awaits. For instance, SaaStr excites potential attendees with previews of keynote speakers and session topics, building curiosity and excitement.

From SaaStr

From DevRev Effortless'24 conference

• Games and Lucky Draws: Start online contests for lucky draws before the event begins to generate buzz and engagement.
• Interactive Content: Boost engagement and foster community by incorporating interactive elements.

With EventHQ's Marketing Module, you can easily manage all these communications in one place.

Comprehensive FAQs

Any information that needs to be communicated before the event can be effectively shared through well-structured FAQs. This resource serves as a one-stop reference point for attendees and reduces repetitive inquiries.

Speaker Communication Journey

Proper communication with speakers is vital and follows a clear path:

1. Speaker Onboarding

Begin with a warm welcome and clear explanation of expectations. Make your speakers feel valued from the start by providing an overview of the event and their role in it.

2. Topic Finalization

Work collaboratively with speakers to refine their presentation topics, ensuring alignment with your event's themes and audience interests.

3. Collecting Materials

Request and organize essential materials from speakers:

• Professional headshot/image
• Detailed biography
• Session materials and presentation files
• Any special requirements for their presentation

4. Promotional Collaboration

Share social media posters and suggested content for speakers to help promote their session and the overall event.

5. Pre-Event Checklist Email

Send a comprehensive email shortly before the event with all critical information:

• Venue details and directions
• Session date, time, and stage location
• Event agenda
• Fellow panelists (if applicable)
• Emergency contacts
• Request for +1 guest information
• Final presentation submission instructions
• Request for promotional video
• Social media sharing templates and graphics

EventHQ's Speaker Portal simplifies this entire process from nomination to post-event engagement.

Sponsor Communication Journey

Establishing clear and consistent communication with sponsors ensures mutual success:

1. Sponsor Onboarding

Begin the relationship with clarity about mutual expectations and benefits.

2. Contract Signing

Formalize the partnership with clear documentation of responsibilities and deliverables.

3. Brand Asset Collection

Gather logos, brand guidelines, and other necessary materials to ensure proper representation.

4. Promotional Materials

Provide sponsors with promotional content they can use to highlight their participation.

5. Pre-Event Checklist

Send a detailed email before the event covering:

• Venue information
• Transportation options
• Event agenda
• Booth specifications and dimensions
• Team member registration process
• Deadline for creative materials submission
• Video promotional opportunities
• Logistics for sending branded goodies
• Setup timing and on-site assistance
• Accommodation options

EventHQ's Sponsor Portal makes your life easy with AI-powered tools

As you plan your event, remember that the journey to success begins long before doors open. Clear, strategic pre-event communication sets the tone for everything that follows.

Set the stage for success. Engage attendees, speakers, and sponsors with ease!

Master Pre-Event Communication!