Event Communications Guide

Purpose

Use this guide to understand how EventSuite supports template libraries, personalisation tokens, previews, and send workflows for invitations, reminders, and operational updates.

Who should use this guide

• Marketing and communications leads preparing attendee messaging
• Event operators sending reminders, updates, and day-of notices
• Admins maintaining shared templates across events

How to do it

• Start from a shared template library so teams clone proven messages instead of rewriting from scratch.
• Personalise with approved tokens for names, event details, and links — then preview before send.
• Use clear template names aligned to workflows such as RSVP invite, reminder, or ticketing ops.
• Check mobile-friendly layout and token rendering before any live send.
• Monitor send results and keep one canonical template per workflow to reduce drift.

Template library

In EventSuite: Communications · Templates

Used for: Creating and organising reusable message templates for common event workflows.

Configure

• Create base templates for invite, reminder, update, and exception messages.
• Name templates by workflow so operators can find the right starting point quickly.

Use day-to-day

• Clone a base template for event-specific variants instead of editing the master casually.
• Keep category and search filters tidy so teams can find My, Base, and shared templates.

Pro tips

• Keep one canonical template per workflow and clone from it for variants.
• Preview after every edit — token mistakes are the most common send failure.

Personalisation and preview

In EventSuite: Communications · Editor

Used for: Inserting approved tokens and checking how messages render for real recipients.

Configure

• Confirm which tokens your organisation allows in public attendee messages.
• Use stable hosted image URLs when uploads are restricted in your environment.

Use day-to-day

• Insert tokens for guest name, event details, and action links.
• Run preview checks for desktop and mobile before scheduling or sending.

Pro tips

• Keep image dimensions reasonable for email so wide assets still read well on mobile.
• If a send fails, check token spelling and missing required fields first.

Send and follow-through

In EventSuite: Communications · Campaigns / Sends

Used for: Sending or scheduling messages and confirming delivery readiness.

Configure

• Confirm sender identity and audience segments before the first live campaign.

Use day-to-day

• Select the audience, schedule or send, and confirm status moves from draft to live.
• Review results and pause or adjust underperforming campaigns.

Pro tips

• Use keyboard shortcuts for faster block authoring once the template structure is stable.
• Treat reminders and exception notices as separate workflows so urgency stays clear.

Runbook

Daily checklist

• Confirm today’s scheduled sends still match the live event plan.
• Preview any edited template before it goes out.
• Check that reminder and exception templates are easy to find.
• Capture send issues so the next event starts from a stronger template set.

Troubleshooting

• If templates are missing, check My vs Base vs shared filters and search terms.
• If images fail, use approved hosted URLs instead of ad-hoc links.
• If tokens break, preview with a sample recipient before resending.