Let’s be honest—promoting and managing events can feel like a lot, especially when traditional methods like email and social media don’t deliver the desired results. 

For example, a recent Mailchimp research indicates that the average email open rate is only about 34%, which means email communication from your brand frequently risks going unread. On the other hand, the sheer volume of information shared on social media platforms makes it challenging for your branded content to stand out.

In this scenario, with an impressive 98% open rate, SMS stands out as a reliable way to reach your audience. Whether mounting a marketing campaign, sending event reminders or handling last-minute changes, this good-old, time-tested communication channel allows you to connect with customers directly. 

In this article, we’ll explore some top actionable strategies and best practices for using SMS effectively for event promotion and management.

Why use SMS marketing for event promotion and management?

According to the Mailchimp study, while event emails see a decent 21% open rate, this falls short of the 30% average across all industries. This is why SMS has emerged as the go-to option for event organizers to reach a broad audience instantly and keep everyone informed at every step. 

Here are some compelling reasons why event SMS should be part of their marketing strategy:

High open rates and engagement

As mentioned above, SMS have a high open-rate due to their nature of immediacy. Typically, most messages are read within minutes of receipt. This makes it an ideal channel to ensure your event-related communications are noticed and acted upon.

Budget-friendly

Compared to other marketing channels like email or paid ads, SMS is highly cost-effective. It’s significantly cheaper than CPC (cost-per-click) marketing, which can cost upwards of $6 per click on average. 

This makes SMS a budget-friendly option for event organizers looking to drive high engagement and attendance.

Fast and efficient

SMS is delivered almost instantly. 90% of people read a text message within the first 3 minutes, making it invaluable for real-time updates and last-minute announcements during events.

Timely and direct communication

Unlike emails that might sit unread or social media posts that can get lost in the feed, SMS delivers your message directly to the recipient’s phone.

Companies like Amazon use it to automate essential tasks like order confirmations and delivery updates, ensuring timely and efficient communication.

Broad audience reach

With 98% of Americans owning a cellphone and 91% using smartphones, SMS stands out as one of the most accessible ways to reach audiences across all demographics. 

Personalized messaging

31% of consumers sign up for SMS to receive more personalized messages. Marketers can personalize SMS by addressing recipients by name, tailoring content to their interests, and sending messages based on their behavior or preferences. 

Now that you know the benefits of SMS marketing for event promotion and management, let’s take a look at how you can use SMS at every stage of your event.

Key strategies for using SMS in event management and promotion

Effective event management has three key phases: pre-event planning, real-time management, and post-event engagement. Here’s how SMS can play a pivotal role at each stage:

Pre-event management

Promotion phase: Start by sending event announcements via SMS to ensure your audience is aware of the upcoming event. 

For example, an online fashion brand could send:
"🛍️ The wait is over! Our Fall Collection Launch Event is happening this Friday at 7 PM EST. Be the first to shop—RSVP now: [link]."

You can also include early-bird offers with direct RSVP links to encourage early sign-ups and create a sense of urgency. This makes it easy for attendees to confirm their participation with just a click.

For example:
"Exciting news! [Event Name] is coming on [date]. RSVP now and save 20% with early-bird pricing: [link]."

Reminder phase: As the event date approaches, schedule reminder texts to keep attendees informed. A quick, friendly nudge like:

"Just a heads-up! [Event Name] is tomorrow at 2 PM. We can’t wait to see you there!"

This keeps your event top of mind and reduces no-shows.

Furthermore, sending timely reminders ensures they don’t forget to attend. Highlight key event details like the event’s time, location, and agenda, so that attendees are fully prepared.

These reminders and updates minimize no-shows.

Real-time event management

Updates and alerts: Send real-time updates about schedule changes, important announcements, or helpful info like parking details.

For example:
"Reminder: Session 3 is starting in 15 minutes in Room 102. Don’t forget to check out the parking lot near the venue!"

Engagement during the event: Share links to session materials or highlight key moments throughout the event to keep attendees captivated.

For example: "Check out the session slides here: [link]. Don’t miss our live Q&A at 4 PM!"

Post-event SMS engagement

Gathering feedback: After the event, sending a short survey link via SMS is a quick and easy way to gather valuable attendee feedback.

For example:
"We’d love your thoughts! Please take 2 minutes to complete our survey: [link]. Your feedback helps us improve!"

This helps you understand what worked well and what can be improved for future events.

Sharing highlights: Show appreciation by sending thank-you messages and sharing event highlights like recordings, photos, or key reports.

For example:
"Thank you for attending [Event Name]! Check out the event highlights and photos here: [link]. Hope to see you at our next one!"

Promoting future events: Encourage attendees to stay engaged by promoting upcoming events through follow-up SMS.

For example:
"Don’t miss our next event on [date]! Register now and be the first to know about exciting updates: [link]."

This helps build anticipation for future events.

SMS helps you draw in attendees before, during, and after the event. Now, let’s explore some of the most used event SMS templates for event promotion and communication.

Top 10 ready-to-use SMS templates for event promotion

Here’s a selection of customizable templates for your event SMS campaigns:

1. Limited seat reminder

Only a few spots left for [Event Name] on [date]! Don’t wait—secure your place now: [link]

Example: Only a few spots left for the Business Growth Conference on June 10th! Don’t wait—secure your place now: [link]

2. RSVP confirmation

Thanks for RSVPing to [Event Name]! We're excited to see you on [date]. Your ticket: [link]
Example: Thanks for RSVPing to the Annual Networking Gala! We're excited to see you on July 5th. Your ticket: [link]

3. Countdown reminder

[Event Name] is just 3 days away! We’ve got an exciting lineup of speakers, workshops, and networking opportunities, so don’t forget to mark your calendar. Check out the full agenda and get ready for an unforgettable experience! [link]

Example:
The E-Commerce Expo is just 3 days away! We’ve got an exciting lineup of speakers, workshops, and networking opportunities, so don’t forget to mark your calendar. Check out the full agenda and get ready for an unforgettable experience! [link]

4. Last-minute registration

Time is running out! Registration for [Event Name] closes in 24 hours, and we don’t want you to miss out. Reserve your spot before it’s too late. Hurry, register now, and join us for an amazing event!  [link]

Example:
Time is running out! Registration for the Business Strategy Workshop closes in 24 hours, and we don’t want you to miss out. Reserve your spot before it’s too late. Hurry, register now, and join us for an amazing event!  [link]

5. VIP early access

Get exclusive early access to [Event Name]! Be the first to enjoy all the perks—secure your VIP spot here: [link]

Example: Get exclusive early access to the Luxury Fashion Show! Be the first to enjoy all the perks—secure your VIP spot here: [link]

6. Ticket reminder

Your ticket for [Event Name] is waiting! Don’t forget to grab yours before it’s gone: [link]
Example: Your ticket for the Annual Startup Expo is waiting! Don’t forget to grab yours before it’s gone: [link]

7. Session highlights

We have some exciting sessions lined up for [Event Name]! Get a sneak peek at the key topics and speakers. Plan your day with these session highlights: [link]

Example:
We have some exciting sessions lined up for the E-Commerce Innovation Conference! Get a sneak peek at the key topics and speakers. Plan your day with these session highlights: [link]

8. Thank you message

Thank you for attending [Event Name]! Check out the event highlights and photos here: [link]
Example:  Thank you for attending the Annual Networking Gala! Check out the event highlights and photos here: [link]

9. Upcoming event teaser

Exciting news! [Upcoming Event Name] is coming soon. Stay tuned for more details.
Example: Exciting news! The Annual Innovation Forum is coming soon. Stay tuned for more details.

10. Exclusive offer

As a thank you for attending, enjoy exclusive content from [Event Name]: [link].

Example: As a thank you for attending, enjoy exclusive content from the Marketing Innovators Summit: [link].

Now that you’ve got your event SMS templates, let’s look at some best practices to make your event communication even more effective.

Best practices for using SMS for events

To get the best results from your event text messaging, follow a few key practices. Let’s go over some tips for success:

Keep it concise

SMS messages have a character limit, so it’s essential to keep your messages short, clear, and to the point. Users are more likely to interact with short messages, as they can quickly understand the key details.

Timing matters

When it comes to event SMS, timing is everything. With 71% of people checking their phones first thing in the morning, it’s important to send messages at peak times—avoid early mornings or late nights. 

By reaching your audience when they’re most likely to respond, your message stands a better chance of being noticed.

Add a call-to-action

Whether it's promoting limited-time offers, exclusive discounts, or flash sales, a clear CTA like “Shop Now” or “Grab Your Deal” encourages recipients to act quickly, increasing engagement and sales.

Here’s a great example from Amazon Prime Day deals. Their SMS campaign focuses on urgency and simplicity, offering a strong call to action:

Make it personal

90% of customers are more likely to make a purchase when they receive a personalized SMS. Use your recipient's name, reference their past interactions, and tailor your message to make them feel valued. This relevance increases interaction and drives action.

Offer value

Whether it’s a special discount, exclusive product access, or early access to event registration, always offer value to your SMS recipients. When customers see a direct benefit, they’re more likely to act.

Test messages before sending

Testing ensures your SMS messages are clear, error-free, and contain the right information. It’s always best to test with a small group before sending it to a larger audience. 

Target your audience

91% of consumers are more likely to engage with brands that offer personalized offers. By segmenting your audience and sending targeted messages based on their interests or needs—whether VIPs or first-time attendees—you make them feel valued and more connected to the event.

Mobile-friendly pages

With 19% of marketing budgets in the U.S. now dedicated to mobile advertising, it’s important to ensure your event registration page links are mobile-friendly. They should load quickly and display perfectly across all devices for a good experience.

Measure performance

Track the effectiveness of your SMS campaigns by monitoring open rates, click-through rates, and registration conversions. Based on the results, you can optimize your messaging strategy and adjust your tactics for future events to achieve even better results.

By following these best practices, you’ll see an increase in engagement and attendance for your event. To elevate your SMS strategy, you need a robust platform that simplifies managing event communication and maximizes your impact.

Plivo CX, an omnichannel customer service platform, simplifies your event SMS strategy, making it easy to send personalized messages, track performance, and keep your audience connected every step of the way. 

Simplify event SMS strategy with Plivo CX

Managing event communication can be a challenge—whether it’s promoting the event, sending reminders, or providing real-time updates, getting the right message to the right people at the right time is crucial.

Plivo CX facilitates campaign management for event organizers looking to send timely event promotions, reminders, and updates. The tool helps you automatically connect with your audience more personally. 

Here’s how Plivo CX can charge up your event SMS strategy:

• Send bulk SMS: Launch, manage, and monitor your campaigns with ease. With just a few simple steps, you can select your audience, create targeted messages, and send them at the optimal time to maximize engagement and ROI. 

• Segment and build contact lists: Segment customers using the Audiences feature based on rules like purchase history or engagement. Send targeted campaigns to specific groups for higher relevance and engagement.
  
  
• Generate personalized messaging at scale: The Copywriter AI is designed to streamline message creation. You can specify event objectives, parameters, timing, urgency, and desired voice for the message.
  
  
• Analyze SMS campaigns: Use Plivo CX's detailed analytics to track performance metrics, measure ROI, and improve your SMS strategy. Adjust message content, timing, and targeting based on insights for better results.

• Timely updates: Instantly notify attendees about important event changes, updates, or reminders, ensuring they stay informed and engaged throughout the event journey.

• Cost-effective: Plivo CX offers affordable SMS solutions with high ROI, making it a budget-friendly choice compared to other SMS marketing platforms. Get discounts on SMS volume and spending as your usage scales.

With Plivo CX, you can manage your event communication more efficiently, reduce costs, and increase engagement. Also, Plivo CX taps into its premium carrier network, spanning 220+ countries, which ensures your event sms messages reach anywhere in the world with minimal delays.

Plus, with the affordable pricing, you can cut your SMS marketing costs by up to 70%.

See the difference Plivo CX can make for your event promotion and management. Book a demo today!