Pre-Event Attendee Communication

Prior to your event, a pre-event communication message or “Know Before You Go message" (Fig. 1) should be sent to attendees. This message can be created and sent using the e-Marketing module. The purpose of this message is to provide attendees with final details about the event, a preview of the attendee’s badge, instructions for how to edit information if the registration data is not accurate and, if a customer is using the on-demand badge solution, the check-in QR code and directions for checking in and printing badges onsite at the event.

Fig. 1 - Sample Know Before You Go Message

When composing the “Know Before You Go message”, consider the following: 

• Include a link to preview the attendee's badge to reduce the need for attendees to make changes to personal information onsite at the registration desk. To do this, follow these steps: 
  • Design the badge template in the custom badge designer and set it for the event. 
    • For Basic Badges, set your preview settings here. 
    • For On-demand Badges, select the badge template for your event. 
  • Use the <# Badge Preview #> mail merge tag to insert the registrant's unique badge URL into the email 
    
    
• If attendees can change their records, include instructions for attendees to log into the system and update records. Use the mail merge tag <# SelfServiceLogin #> to insert the login link for the event, which will allow attendees to log into their record and make changes. 
  
  
• If attendees cannot change their records, the Know Before You Go message should include a method for attendees to contact the meeting planner to make changes to their records. This will reduce the number of changes needed onsite at the registration desk. 
  
  
• If a customer is using Check-in and Badging, the check-in QR code must be included in the Know Before You Go message using the following mail merge tag: <# QRCode #> Attendees will scan the check-in QR code in this email at the check-in kiosk to print their badge. 
  • To ensure only paid registrants can print their badge on-demand onsite, a customer should only send this QR code to attendees who have paid their registration fee. Consider sending a separate email with payment requirements to any unpaid registrants. 
    
    
• Include any additional information that will help the attendee navigate to or access the event, including parking information. 
  
  
• Include information on how to access the event website or mobile app, including download links and login details. 

To learn more about the next steps for implementing Check-in and Badging at your event, return to the Check-in and Badging Event Planner's Guide.