Even if you have a perfect plan for every single aspect of your meeting or event, there is one element of event planning that is crucial to flawless event execution: communication. If you and your event agency have a breakdown in communication or if your agency does not communicate well with others (such as vendors), there are bound to be issues. Miscommunication at corporate events can have huge ramifications and a lasting impact, so learning how to maximize technology and make a communications plan is vital.
Logistics, programming, and design often take center stage when it comes to planning standout corporate events—but communication is the thread that holds it all together. From initial planning meetings to on-site coordination and post-event follow-ups, clear and consistent communication ensures that every stakeholder—from internal teams to vendors to attendees—is informed, aligned, and engaged.
Effective corporate event communication is more than just sending reminders or pushing out updates; it's a strategic approach to building clarity, preventing missteps, and delivering an experience that feels seamless from start to finish. We've put together nine proven strategies to strengthen your corporate event communication plan before, during, and after the event to ensure flawless execution and a memorable guest experience.
Quick Links- What Is Event Communication?
- Why Is Event Communication Vital?
- Important Elements of Event Communication
- Actionable Event Communication Strategies for Every Phase
What Is Event Communication?
Many might think event communication is centered around event marketing, including items such as how your attendees learn about the event or how reminders are sent with important information before attending. However, there's a considerable amount of necessary information that must be effectively and efficiently communicated before, during, and after the event. Event communications encompass all details being dispersed, not just with guests but also with presenters, vendors, venues, entertainment, and the event planning team.
It's also important to note that event communication isn't just about relaying information. Effective communication relies on speaking and listening, so event communication also includes listening to the needs of the client and guests. Listening is an imperative aspect of all successful communication.
Why Is Event Communication Vital?
One of the primary goals as an event host is a seamless experience for attendees, delivered by an events team that provides service and assistance that looks effortless. The secret to achieving both of these goals is a communication plan.
Not only do clear communication strategies have an impact on the overall event, but should something go wrong, having a communication plan in place will facilitate your team’s ability to quickly and effectively address issues. A plan for the unexpected will help ensure you distribute information to the necessary team members and parties as needed.
Important Elements of Event Communication
As you create your event communication strategy, you'll want to consider a few important elements that may help determine the tools you utilize to execute your plan.
Know Your Audience
Rule number one for virtually everything event-related is knowing your audience and their preferences. For example, if your event emails have a low open rate, email communication may not be the most effective communication tool at your disposal. You should find the method of communication that is used most often and easily by your audience.
Choose Your Technology
The right event technology can elevate your entire communication strategy. Select tools that support real-time messaging, push notifications, team collaboration, and attendee engagement. Whether you're building a custom event app or using a pre-built platform, make sure your chosen technology is accessible, user-friendly, and tailored to your audience. Test early and often to ensure your team and stakeholders are comfortable using it before event day.
Timing Matters
As you move through event milestones, your communication methods may change. Email communications are likely best suited for before and after the event. However, during the event, you may want more immediate communications. You may also find it valuable to utilize a tool that allows you to create polls or enables your attendees to connect and communicate with one another.
Stay Within Budget
It's important to work within your event budget when selecting the tools. Having an event planner familiar with how to maximize your spend can mean you're able to utilize the best communication tools for your budget, especially since they'll know which ones have worked well for them in the past. You may also consider using pre-existing channels for internal communication. For example, if Zoom is your office go-to, creating an event-specific channel may be an option—but be sure to have a backup method in case of an application outage or WiFi issues.
Actionable Event Communication Strategies for Every Phase
One of the best ways to create a seamless event is to establish a clear event communication strategy. Many plans have failed due to unspoken assumptions or expectations, so ensuring that every team member is aware of the strategy is crucial. Should there be an issue of any kind, you want everyone on your team to know the appropriate person to contact and the channel to use.
Before the Event
- Create a Timeline: A timeline is essential for communications to be effective. Giving your team an idea of when each step of the process should be completed allows them to communicate about meeting deadlines for booking venues, sending out notifications, and managing vendor details. A shared timeline also keeps everyone aligned and avoids last-minute scrambles.
- Use Communication Tools Early and Often: Introduce your event communication platform as early as possible—whether it's a custom app, a messaging platform like Slack, or an event-specific tool. The earlier your team and stakeholders begin using the tool, the more familiar and efficient they'll become. Pre-event use also allows time to troubleshoot any technical or user adoption issues.
- Enable Push Notifications: Encourage your team and attendees to enable push notifications from your chosen platform. This ensures key updates—like session changes or schedule reminders—reach the right people in real-time. Push notifications are especially effective for time-sensitive details once the event is live.
During the Event
- Keep Messaging Relevant: Be intentional about what you send through your communication channels. If attendees receive too many nonessential notifications, they may disable alerts altogether. Prioritize content that is timely, helpful, and enhances their event experience.
- Leverage Social Media to Drive Engagement: Social media is more than a marketing tool—it's a live communication channel. Use it to generate excitement, share real-time updates, and encourage guests to interact with your event. Your usage sets the tone for how attendees engage with your brand and each other.
- Segment Your Audience: Use communication tools that allow you to segment your messaging based on attendee type or role. Send targeted updates to VIPs, exhibitors, or session registrants. This strategy keeps communication personalized, actionable, and effective without overwhelming attendees with irrelevant info.
After the Event
- Send a Mobile-Friendly Survey: Make it easy for attendees to share feedback by using mobile-accessible surveys sent through your event platform or communication tools. Offering multiple delivery methods (email, app notifications, text) increases response rates and ensures you gather diverse input.
- Debrief with Your Team Using Tech Insights: After the event, meet with your team to assess communication strengths and weaknesses—but also use analytics from your app or platform to guide the conversation. Metrics like message open rates, app engagement, or social activity can offer valuable insight into what worked and what didn't.
- Continue the Conversation Post-Event: Use your communication channels to follow up with attendees, speakers, sponsors, and vendors. Post-event touchpoints help nurture relationships, build loyalty, and generate excitement for future events. Consider sharing highlight reels, thank-you notes, or sneak peeks of what's next—all through your chosen platform.
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Event logistics can be complex. That's one of the reasons having a clearly defined communication strategy is an essential part of event planning; it helps keep moving parts moving. It's also one of the reasons that hiring an event planner can be an important part of your overall event strategy.
With years of experience and expertise, Bishop-McCann can help you create the kind of corporate event that excites and delights your guests. From your communications strategy to event logistics and technology, we're ready to help you make your event stress free for your team. Get in touch with our team today, and let's start planning!
