Mastering Guest Communication

The Communication Timeline

Effective guest communication follows a rhythm. Here's your master timeline:

6+ Weeks Before

• Save-the-date or initial announcement
• High-level event details
• RSVP request with deadline

2-4 Weeks Before

• Detailed schedule and itinerary
• Logistics (parking, dress code, what to bring)
• FAQs and contact information

1 Week Before

• Final confirmation and reminders
• Weather updates if relevant
• Any last-minute changes

Day Before / Day Of

• "We're excited to see you!" message
• Final logistics reminders
• Emergency contact info

After the Event

• Thank you message
• Photo sharing links
• Feedback request (if appropriate)

Choosing the Right Channels

Different messages need different delivery methods.

For Formal/Important Info

• Event management platform (Itinerata)
• Email for longer details
• Physical mail for save-the-dates

For Quick Updates

• Push notifications via app
• Text messages for urgent updates
• Announcements feature in Itinerata

Avoid

• Important info only in social media
• Assuming everyone checks email
• Multiple conflicting channels
• Burying key details in long messages

Pro Tip: Establish ONE primary source of truth and direct everyone there. Itinerata works perfectly as your central hub.

What to Communicate (and When)

Prioritize clarity and scanability.

Essential Pre-Event Info

• Date, time, and location (with map link)
• What to wear / dress code
• What to bring
• Parking and transportation
• RSVP status and deadlines

Event-Day Info

• Final timeline with any updates
• Emergency contacts
• Weather contingencies
• Special instructions

Nice-to-Have

• Local restaurant recommendations
• Things to do in the area
• Accommodation options
• Photo sharing instructions

Formatting Tips

• Use bullet points liberally
• Bold key details (times, locations)
• Include links that work on mobile
• Keep paragraphs short

Handling Questions and Concerns

Anticipate questions before they're asked.

Create an FAQ

Common questions to address:

• What should I wear?
• Is parking available?
• Can I bring a guest/kids?
• What if I'm running late?
• Is there WiFi?
• Are there dietary options?

Designate a Point Person

• Name one or two people for questions
• Share their contact info clearly
• Set expectations for response time

For Day-Of Issues

• Have a visible information point
• Empower helpers to answer common questions
• Use announcements for changes that affect everyone