Guest Communication Plan: What to Send Event Guests and When
Most guest problems at events are communication problems. People arrive late because the start time was buried in paragraph three, park in the wrong place because nobody told them about the side entrance, or turn up in heels for a ceremony on grass. A short, planned sequence of messages prevents almost all of this. This guide sets out what to send guests, when to send it and what each message should contain, with templates you can adapt for weddings, parties and corporate events.
Why a plan beats ad hoc messages
When information goes out piecemeal, guests receive five messages, read two and remember one. A plan does three things: it limits the number of messages, it puts each piece of information in the message where guests will look for it, and it gives you one reference document to answer questions from. It also makes life easier for anyone helping you, because they know which message has already gone out.
The core sequence
Adjust the timings to the size and type of event. A small birthday dinner might need only the invitation and a reminder; a destination wedding or a two-day conference needs every step.
| Message | When | Purpose |
|---|---|---|
| Save the date | 4 to 8 months before (longer for travel) | Hold the date and location; no detail yet |
| Invitation | 6 to 10 weeks before | Formal invite with RSVP deadline |
| RSVP chaser | 3 to 5 days after the deadline | Collect missing replies |
| Guest information pack | 2 to 3 weeks before | Everything practical in one place |
| Final reminder | 2 to 3 days before | Time, place, weather and anything that changed |
| Day-of update | Only if needed | Delays, wet-weather switch, parking changes |
| Thank-you and follow-up | Within 1 to 2 weeks after | Thanks, photos, feedback or lost property |
1. Save the date: keep it short
A save the date answers three questions: who, when and roughly where. Resist the temptation to add a dress code or schedule; details change, and guests will remember the first version. Add a line saying the formal invitation will follow, and if guests need to travel, mention the town or region so they can start looking at transport.
2. Invitation: one clear deadline
The invitation carries the date, start time, venue name and full address, the dress code if there is one, and a single RSVP deadline with one way to reply. Two reply methods (a form and a phone number, say) usually mean two lists to reconcile. Ask for dietary and access requirements on the reply form rather than later. Our guide to RSVPs and final numbers covers wording, deadlines and chasing in detail.
3. Guest information pack: the most useful message you will send
This is where most practical details belong. Send it as a single email, page or PDF that guests can open on their phone on the day. A good pack covers:
- Timings. Arrival time (not just start time), main moments and finish time. For example: “Please arrive from 15:30; the ceremony starts at 16:00.”
- Getting there. Full address, a map link, the nearest station, taxi advice and the time of the last train or bus back.
- Parking. Where it is, whether it is free, and how far the walk is from the car park to the entrance.
- What to wear and bring. Ground conditions (grass, sand, cobbles), whether it will be outdoors after dark, and anything specific like a jacket for an evening by the water.
- Food and drink. When food is served, whether there is a cash bar, and that dietary requirements have been passed to the caterer.
- Accessibility. Step-free routes, accessible toilets, seating and quiet areas. The event accessibility checklist lists what to confirm with the venue first.
- Children. Whether they are invited, and any arrangements made for them.
- Who to contact. One name and phone number for questions on the day, ideally not the host.
4. Final reminder: what changed and what the weather says
Two or three days before, send a short message: date, arrival time, address, the contact number and the forecast with any advice that follows from it. If you have a wet-weather plan, say which version is expected and when you will confirm it. The wet-weather planning guide explains how to set a decision time so guests are not left guessing.
5. Day-of updates: only when something changes
On the day, silence is good news. Send an update only for a real change: a later start, a different entrance, a switch to the indoor layout. Keep it to two sentences, start with the change, and send it through the same channel guests already use. A group chat with two hundred guests tends to fill up with replies; a broadcast list or an email with a clear subject line is usually calmer.
6. After the event
Thank guests within a week or two while the day is still fresh. If you have photos to share, say where and when they will be available. For corporate events, a short feedback form sent the next working day gets far more responses than one sent a fortnight later. Include a line about lost property: a forgotten jacket or phone charger is common at any event.
Choosing the channel
- Email suits longer information and works well for packs and corporate events.
- Messaging apps are read faster and suit reminders and day-of updates. Use a broadcast list rather than a group if you do not want reply storms.
- A simple web page is useful for weddings or multi-day events: you update it once and every guest sees the latest version. Put the link in every message.
- Printed cards still matter for older guests or formal invitations; follow up digitally for practical details.
Template: final reminder
“Looking forward to seeing you on Saturday. Please arrive from 15:30 at The Old Mill, Mill Lane (map: [link]); the ceremony starts at 16:00. The forecast is dry but cool after sunset, so bring a layer. Parking is free in the field opposite. Any questions on the day, call Sam on [number].”
Common mistakes
- Giving the start time but not the arrival time, so guests arrive exactly as things begin.
- Putting key details only in an attachment that does not open on phones.
- Changing details after the invitation without clearly flagging the change.
- Listing the host as the day-of contact, when the host will be too busy to answer.
- Forgetting guests who RSVP’d late, so they miss the information pack.
Guest communication checklist
- Save the date sent with date, region and “invitation to follow”
- Invitation with one RSVP method and one deadline
- Dietary and access needs collected on the RSVP
- Information pack with timings, travel, parking, dress, food, access and contact
- Final reminder with forecast and any changes
- Day-of contact who is not the host
- Late RSVPs added to the mailing list
- Thank-you and follow-up scheduled
Frequently asked questions
How many messages is too many?
For most events, four or five planned messages plus any genuine day-of change is the limit. More than that and guests start skimming.
Should I send the schedule to guests?
Send the main moments guests need to be present for. The detailed minute-by-minute timing belongs in your run sheet for suppliers, not in guest messages.
