An event communication plan sets out who needs a message, what they need to do, when they need it and who sends it. For a corporate event, include attendees, suppliers, speakers, approvers and the delivery team. The template below is for organising an event, with practical messages for invitations, reminders and changes.
One large chat is not a communication plan. An attendee needs a joining instruction; a supplier needs access times; finance needs a decision and its deadline. Those are different messages even when they concern the same event.
Copy this communication plan
| Audience | Message and requested action | Timing or trigger | Owner | Channel |
|---|---|---|---|---|
| Budget owner | Review the proposal and approve or query it | Before quote expiry and commitment | Event lead | Agreed approval route |
| Attendees | Save the date and flag availability | Once dates can be shared | Guest lead | Work email or agreed team channel |
| Attendees | Confirm attendance and relevant requirements | Invitation issued | Guest lead | Invitation and reply route |
| Non-responders | Reply by the stated deadline | Before catering or travel cutoff | Guest lead | Targeted reminder |
| Suppliers | Confirm access, scope and day contact | Before the delivery briefing | Supplier lead | Direct confirmed channel |
| Speakers | Review timing, assets and rehearsal | Before technical checks | Programme lead | Direct briefing |
| Attendees | Read travel and joining instructions | When details are confirmed | Travel or guest lead | Direct message or email |
| Delivery team | Review final run of show | Before doors open | Producer | Team briefing and current document |
| Affected people | Follow an updated instruction | Material change | Named decision owner | Agreed change channel |
| Attendees | Share feedback | After the event | Event lead | Short survey invitation |
Add the planned send date, status and current document link. The table should show whether a message is drafted, approved, sent or acknowledged where acknowledgement matters.
Write each message around one action
An invitation should tell the guest what the event is, when and where it takes place, and how to reply. Keep optional background after the essential instruction.
Subject: confirm your place at [event] by [date]
We are meeting on [date] at [venue] to [purpose]. Please confirm whether you will attend using [reply route] by [deadline]. Tell [contact] privately about any arrangements you need us to consider. Travel information will follow by [date].
For a reminder, target the people who still need to act rather than sending the same chase to everyone:
We are finalising arrangements for [event]. Please confirm [specific action] by [deadline] at [reply route]. If you have already replied through another route, let [contact] know so we can update the record.
These are editable examples. Replace every placeholder and verify the details against the current event plan before sending.
Make changes unmistakable
A change message needs the old detail only where it helps prevent confusion. Lead with the new instruction and identify who it affects.
Update for [group]: [session or pickup] will now start at [new time] at [location]. This replaces the earlier instruction. Please [required action]. Contact [owner] if this changes your travel arrangements.
Update the source document as well as sending the message. Otherwise the next person to open the agenda receives the old instruction again. The run of show template gives the delivery team a current operational reference.
Check delivery and ownership
Choose a fallback for people who cannot use the primary channel. Ask suppliers and session owners to acknowledge critical instructions. For ordinary attendee reminders, record replies in the guest list so people are not chased after confirming elsewhere.
Keep restricted information out of broad broadcasts. Traveller details, dietary arrangements and supplier commercial terms belong with the people handling them, not automatically with every attendee.
Comtev supports corporate guest gathering over Slack and WhatsApp and messaging by email, SMS and WhatsApp. Sends are usage-based; a communication plan is not a promise of unlimited messaging or guaranteed delivery. Explore guest management and use the travel checklist for joining information.
FAQs
What should an event communication plan include?
Include each audience, message, requested action, timing or trigger, owner, channel and status. Identify who approves changes and where recipients find the current information.
How often should you remind event attendees?
Plan reminders around real deadlines and unresolved actions. Target people who still need to reply and stop chasing once the response is recorded. The appropriate cadence depends on the event and recipients.
Who should send an event change message?
Name an owner in advance. That person checks the decision, updates the current plan and sends the new instruction to the affected audience through the agreed channel.