LEADING UP TO EVENT

Create your Communication Cadence

After you've sent your first welcome email, you'll want to determine the frequency of your communications leading up to and throughout your event

Welcome Email Recommendations

  • Week of Event - We recommend sending a Welcome Email for week of. You will want to adjust your initial copy to highlight the specific actions and experiences an attendee can do in that week, such as building their scheduling, networking and visiting your sponsors.

  • Day Before Event - We recommend sending a Welcome Email the day before your event. You will want to adjust your copy to express excitement that we're one day away from the big event

  • Morning of Day 1 - We recommend a welcome email morning of, perhaps 30 minutes to an hour before the first session

  • Close of Day 1 - We recommend a welcome email close of day one highlighting the amazing moments that occurred, acknowledging your sponsors and shifting focus to day two's schedule and highlights

Notification Recommendations

You may send push and/or email notifications. Once the event begins, we recommend keeping email notifications to a minimal as the majority of your attendees will be within the event where the push notifications are most helpful.

We recommend scheduling the majority of notifications you want to send out. A few notifications to consider:

  • Highlighting a sponsor - Often sent during breaks

  • Highlighting Compete - The leaderboard is heating up!

  • Sending a post session survey notification

Here's our unrivaled guide to notifications at an event for further ideation.

Onboarding Review

Visit Attendees in admin site and use the Refine filters to view number of attendees that have accessed your event. You consider using the Welcome Email a few times, just to those attendees that have not yet accessed your event.

RIGHT BEFORE THE BIG SHOW (1 Day Before Event)

Review Your Event

Spend an hour reviewing the event on web and app

Home

  • Have you created tiles linking to your main experiences and engagement?

  • Are they in the ideal order?

Schedule

  • Missing schedule details

  • Online Meeting Links is a requirement for virtual meetings, and if missing should be called out and bolded

  • Recommend adding description, imagery, etc

Menu

  • Ensure ONLY menu items intended to be used are left visible to All or specific Groups

  • On the other end, ensure menu items not yet intended to be visible are only assigned to you or an Events Team group

Live Feed

  • Have a post or two already in the Live Feed

  • If you have Twitter hashtags and handles, consider adding into your Live Feed. Visit Live Feed in your admin site, visit Options tab and enable Twitter. Then visit Twitter tab to add your hashtags and handles.

Compete

  • Missing Compete details

  • Proper description of the challenge

  • Compete dates are set appropriately

Onboarding & Engagement Review

Visit Attendees in admin site and use the Refine filters to view number of attendees that have accessed your event. You should use the Welcome Email to send a Day Before Big Event email. You may consider only sending to those that have not yet accessed event

  • We recommend at least 50% of your audience has accessed your event before day one

Visit your Event Analytics dashboard (Coming Soon!) to see the engagement within each feature of your event.

  • We recommend at least 50% of your audience has visited Schedule. The rest of the features have 25% unique views is nice.

LIVE EVENT CHECKLIST

Communication Plan

Send Welcome Email or Notification 30 minutes to an hour before first session linking directly to the schedule item. For the Welcome Email, you'll copy and paste the schedule item link. For a Notification, you may link directly to the schedule item.

We recommend that you schedule out your notifications for all your event days.

Onboarding & Engagement Review

Visit Attendees in admin site and use the Refine filters to view number of attendees that have accessed your event. You should use the Welcome Email to send a Day Before Big Event email. You may consider only sending to those that have not yet accessed event

  • We recommend at least 80% of your audience has accessed your event after first session.

Visit your Event Analytics dashboard (Coming Soon!) to see the engagement within each feature of your event.

  • We recommend at least 80% of your audience has visited Schedule, 70% for People, 50% for the rest of the features is ideal.

Event Support

Support is globally present in the header on web and in the menu in app.

The options are:

  • Contact Event Support - These sends an email to the event organizer & schedulers

  • Contact Technical Support - This opens up live chat support with the Cadence team

Imagery

Consider changing up your Home imagery throughout the event to make the event feel more dynamic and evolving

Additional Resources

Check out our other checklists for bringing a world class event to the world

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