How to Use WhatsApp Groups for Effortless Event Planning

Do you know many people who use WhatsApp groups for business, such as event planning? Yes, this is an effective communication channel for people to send invitations to the invitees to take the event execution to another level.

WhatsApp event planning is one of the best innovations that can be used to improve the event experience and help attain success. Many companies have picked WhatsApp as the best way to engage the audience through event marketing. Today, many brands use WhatsApp groups to achieve communication and marketing objectives. Many users feel connected with the business with whom they can message easily.

WhatsApp business automation is the best tool to ensure that a business’s marketing and promotional activities will be successful. So, why don’t you take advantage of the tool in event management and planning? Yes, you heard it right. You can use this tool for event planning effortlessly.

1. Event Registration

When you digitalize the whole system, the registration process for the event can be swift. You can send the users the registration details and QR code-based tickets. It will digitize the whole registration process of the event and let you go paperless without having to create tickets in paper form. It allows people to do online and spot registrations and get quick responses.

You can collect feedback after the event and increase the communication of people who are interested in such events. You can also offer WhatsApp-based support to attendees in the WhatsApp groups.

2. RSVP Management

Customers can get the best experience through RSVP management. You can send out digital invitations through WhatsApp groups for event planning and receive the opportunity to collect the confirmation of the attendees through the chat.

You can easily manage the invites list and list of guests besides simultaneously handling conversations with multiple guests. You can send direct invites to people and gather information. The functionality continues further. You can also send out invites to the guests and quickly send a list over the phone.

3. Event Ticketing

Event ticketing is a manageable stress for event managers. You can share the booking confirmation for an event through SMS, email, and WhatsApp. The best thing is that the guests can enter the event venue without showing the physical ticket. The host will be able to track the live stats of the user journey as soon as the attendees enter the location.

4. Push notifications and alerts

Another best way to use WhatsApp groups for event planning is through push notifications. You can send push alerts and broadcasts as one of the best WhatsApp promotion ideas to keep the audience engaged by sending out information about the event every day until the event happens.

Many event managers use push notifications to greet the visitors and make them attend the event. You can easily track attendees’ journey through the touch points of WhatsApp discussions they have with you by using the automated WhatsApp chat.

By using this capability, you can save a lot of time and effort since everything is automated. You can also handle multiple chats simultaneously to boost the audience event notification experience.

5. Database Marketing

Before the event, you can use WhatsApp group-driven database marketing to increase sales. It allows you to create campaigns that are rich in multimedia format to have effective interaction.

The campaigns and messages will also be highly interactive, offering quick response buttons and CTAs. There is no denying that nothing engages the audience more than adding interactive elements. Similar to the other event solutions, the campaign is easy to trace. You can watch the whole campaign through the backend.

6. Audience participation in live

Increase the audience’s engagement by moving the event’s interactive parts to WhatsApp drive communication. You can share the event’s agenda through WhatsApp with the participants and let them respond by conducting chat-based polling during the live session. The capability to collect feedback from customers for every session is also excellent. Using the technology, you can increase participation and event interaction.

7. Allow you to collect feedback continuously

You can gather feedback from people who participated in the event. It is crucial in WhatsApp promotion. It helps you assess the event’s effectiveness and make the audience feel the importance. It is time-consuming for you to provide the audience with input since many people love participating in something that can be answered quickly over something time-consuming.

You must get these elements on WhatsApp to gather feedback from people promptly. You can integrate the WhatsApp event promotion ideas and take the event’s success to another level. You can also take the event online in a captivating way.

8. Automatic Event Updates

Event managers or organizers can occasionally use WhatsApp Business API to send attendees automated updates about the event. You can send out updates regarding upcoming events, changes in schedule, venue details, and other critical announcements. Automating this process through WhatsApp groups lets the organizers keep the attendees informed and engaged throughout the event’s lifecycle.

For example, if you are organizing a music festival, you must integrate the WhatsApp business API into your system. It will send out updates and reminders about the upcoming musical festival, changes in the artists, weather alerts that can impact the stage performance, parking instructions, and emergency contact details.

When attendees receive updates on their WhatsApp, it is handy; it keeps them informed about the event and prepared to attend and enjoy it thoroughly.

9. Real-time Feedback Collection

You can communicate instantly with the attendees through WhatsApp groups by sending out feedback forms. As attendees already know how to use WhatsApp, they will instantly provide feedback on the event. It results in higher response rates and gets accurate feedback.

The attendees can give their thoughts on how the event happened immediately after the event, as the experiences will be fresh.

10. Send post-event follow-up messages

Post-event follow-up is crucial in marketing it allows the event organizers to maintain effective communication with the attendees even after the event is over. You can send out thank you messages to the attendees, event highlights, and offers and share relevant content through WhatsApp. It engages the audience and helps you generate leads.

11. Interactive Sessions

You can create interactive sessions like sending our live polls, surveys, and Q&As for active participation from the attendees. It will enhance the event experience and let them feel connected.

Why use WhatsApp for event planning?

When you take the opportunity to increase attendance and overall engagement while saving time and effort, WhatsApp is ideal to use.

1. Increase engagement

WhatsApp groups will let the hosts directly communicate with attendees, which leads to interaction and participation.

• When you engage the audience through WhatsApp, event organizers will increase attendance by quickly sending reminders to the people about the event or letting them know if there are any updates related to the event.
• Engaging the audience through WhatsApp gives them a personalized experience, resulting in increased satisfaction and attendees’ satisfaction.
• Let you communicate with attendees directly and give them valuable feedback on what worked well and what needs to be improved.
• When you keep the attendees engaged through the event, they will show interest in attending the events you organize.
• Engaged attendees will also recommend the events you organized to others or ask you to manage them. It helps you increase the attendance rate for future events.

2. Offer Personalized Communication

WhatsApp groups will allow you to communicate personally with attendees. It is attained through segmentation. You can send messages to the target customers in the group based on their interests and preferences. The message can be personalized using dynamic fields like the customer name, purchase history, and browsing behaviour.

For instance, if you promote the event and want to send the message to customers through WhatsApp instead of a generic message, you can create customized messages, adding dynamic fields to make the audience feel personalized seeing the invite.

3. Location and time-based messaging is possible

WhatsApp groups allow you to send location and time-based messages that let you send reminders when the event is nearing. You can also send out updates on specific event activities quickly. The location and time-based messages allow you to send messages based on users’ location and current time.

For instance, if you are organizing a seminar, you can send the venue details to the users an hour before the event with the timing as a reminder.

You can also automate the messages sent at particular times to remind the event attendees. You can send reminders or an update when the event venue has been changed. It offers you personalized communication with attendees and increases engagement.

Conclusion

You can integrate WhatsApp business API into event planning or management, offering you many organizing opportunities. It helps boost communication, engage audiences, and provide great event experiences for audiences. It allows event organizers to create a seamless experience for attendees, offering personalized experience throughout the event lifecycle.

Organizers can increase the event’s success by building a solid connection with attendees and driving long-term growth.

FAQs – How to Use WhatsApp Groups for Event Planning

Can we conduct events through WhatsApp groups?

Yes, you can happily organize the events and maintain continuous communication with the attendees with the help of WhatsApp business API.

How can I promote or plan an event on WhatsApp?

Promoting an event on WhatsApp groups is accessible by sending out engaging content about the event to the attendees. You can also share the details through groups, use event-specific hashtags, and use business features to automate messages.

Why use WhatsApp for business events?

WhatsApp for business events can be used with the help of WhatsApp Business API, which will let you manage the whole event, wherein you can send event updates, collect feedback, offer customer support, and promote post events about other events.

How can I create an event using WhatsApp?

You can create an event in the WhatsApp groups with ease. When you create an event, sharing details like date, time, agenda, and RSVP instructions becomes easy.

Can I send event invites through WhatsApp?

Yes, you can send event invites through WhatsApp groups with the help of WhatsApp business API to many customers in one go.