Write On: A Sample Pre-Event Communication to Your Attendees

Sending out an email, letter or packet to those who register for your event is an excellent idea.  It allows you to provide them with necessary details and to communicate your event purpose and personality.  Here is a sample of what such a letter might include:

Dear Thomas,

We have received your registration for the 2012 Pastor’s Training Event on March 15, 2013 in Asheville, NC.  We are looking forward to providing you with encouragement and tools that will enable you to better teach, inspire, comfort, train and pray for your congregation when you return home.

Schedule:

March 15 2013
3 pm    Registration, Rollings Conference Hall
5 pm    Dinner in Ballroom
6:30     Large Group Worship, Rollings Room 500

March 16 2013
7 am    Breakfast, Dining Hall
8 am    Large Group Worship Rollings Room 500
10 am  Break out Sessions (see attached sheet for details, no reservations needed)
12 noon Lunch, Dining Hall
3 pm    Final Large Group Worship, Rollings Room 500

Included in this packet you will find recommendations on lodgings, all of which provide an airport shuttle to the Rollings Conference Center.  The average temperature in Asheville, NC in March is 43 degrees Fahrenheit, the locals dress in layers and wear a good coat outside!  During this time of training, encouragement and worship, please feel free to dress casually.  We encourage you to bring your Bible, and participants in the past have told us they benefit greatly by bringing a notebook and business cards.  Wireless internet access will be provided in the conference hall, but we ask that computers not be used during the large group worship sessions.  If you have any questions, please contact Jeremy Tyler, Event Support Leader at 828.669.1234 or jeremy.tyler@pte.com

Sincerely,

David Grouper
Pastor’s Training Event

A letter like the one above communicates care, organization and intentionality.  The attendee now knows where to make reservations, what to pack, and what the main purpose of his time in Asheville will be.  Detailed packing lists are needed only when younger participants are involved or the situation will be out of the ordinary (like camping).  Think carefully through what information it is important your participants have before arriving, and also what questions they might have.  Addressing these in a pre-conference communication will save you lots of time and phone calls!

Your Thoughts?

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