When writing a communication for an upcoming event, it is important to provide clear details like when and where an event is. We may feel like we have communicated this a few times, but repetition is great. Here are some great tips for communicating about an upcoming meeting or event you have.
When promoting an event, clear communication helps people understand what the event is, why it matters, and how to participate. Missing details can lead to confusion, low attendance, or extra follow-up questions.
Use this quick checklist whenever you send an event communication.
Include the Basics Every Time
Before sending your communication, make sure you answer these key questions:
What is the event?
Provide the event name and a brief description.
Example:
Join us for our Annual Staff Appreciation Breakfast celebrating employee achievements and milestones.
When is it happening?
Include:
- Date
- Day of the week
- Start time
- End time (if applicable)
Example:
Thursday, June 12, 2026 | 8:00–9:30 a.m.
Where is it?
Be specific.
Include:
- Building or venue name
- Room number or meeting space
- Address if off-site
- Virtual meeting link if online
Example:
Conference Room B, Administration Building
or
Join via Microsoft Teams: [meeting link]
Who should attend?
Clarify the intended audience.
Example:
All staff are encouraged to attend.
or
This meeting is for all DreamTeam Coordinators.
Include Action Steps
Tell people exactly what they need to do next.
RSVP or Registration Information
If registration is required, include:
- Deadline
- Registration link or contact person
- Cost (if any)
Example:
Please RSVP by June 5 using the registration form.
Any Important Instructions
Include details people need before attending.
Examples:
- Parking information
- Dress code
- Materials to bring
- Food provided
- Technology requirements
Keep It Easy to Read
Use Clear Subject Lines
Good subject lines help people quickly understand the message.
Better Examples:
- Staff Training – June 12
- RSVP Today: Employee Wellness Workshop
- Reminder: Town Hall Meeting This Friday
Keep Messages Short and Organized
Use:
- Short paragraphs
- Bullet points
- Headings
- Bold text for key details
Avoid large blocks of text whenever possible.
Quick Event Communication Checklist
Before sending, confirm you included:
✅ Event name
✅ Purpose or description
✅ Date and time
✅ Location or virtual link
✅ Intended audience
✅ RSVP or registration details
✅ Important instructions
✅ Contact information