Pre-event attendee reminders and logistics communication

Purpose

1. Automate pre-event attendee reminders and logistics communication workflows to ensure all participants in military and veteran events are well-informed of schedules, location, access instructions, parking, protocols, last-minute changes, and support resources.

2. Enhance operational efficiency and information reliability by automating multi-channel communications for events with strict security and procedural requirements.

3. Increase attendance rates, compliance, and attendee preparedness through automated, scheduled, and tracked reminders and logistical details.

4. Prevent miscommunications and last-minute confusion by automatedly centralizing event data dissemination to all stakeholders.

Trigger Conditions

1. Trigger on calendar date (e.g., 1 week, 1 day, 1 hour prior to event).

2. Trigger upon attendee status update (e.g., RSVP confirmed, attendee assigned, badge generated).

3. Trigger on event logistics update (e.g., venue change, agenda adjustment).

4. Trigger on automated batch upload of roster or contact list.

5. Trigger upon manual trigger by event organizer in automator dashboard.

Platform Variants

1. Twilio SMS

 • Feature/Setting: SMS Messaging API; configure programmable messaging to send automated text reminders.
 • Sample: Automate POST to /Messages endpoint with [msg_body], [to], [from] parameters.

2. SendGrid

 • Feature/Setting: Email API; configure automated mass emails with dynamic fields for logistics updates.
 • Sample: Automate POST to /mail/send with templated event data and personalization tokens.

3. Outlook 365

 • Feature/Setting: Automated calendar invites/reminders; use Graph API to schedule reminders and logistics emails.
 • Sample: Automate POST to /me/events and /me/sendMail with event details.

4. Google Calendar

 • Feature/Setting: Automated event reminders; use Calendar API to create events and automatedly send notifications.
 • Sample: Automate POST to /calendars/{id}/events with reminders field set.

5. Slack

 • Feature/Setting: Message Scheduling via Bot; use chat.scheduleMessage for automated logistics announcements.
 • Sample: Automate call to chat.scheduleMessage with channel and message payload.

6. Microsoft Teams

 • Feature/Setting: Automated Teams notifications; automate sending proactive messages via Bot Framework.
 • Sample: POST to /v3/conversations/[conversationId]/activities.

7. WhatsApp Business (via Twilio)

 • Feature/Setting: Automated WhatsApp notifications; configure template-based message automation.
 • Sample: Automate POST to /v1/messages with template_sid and parameters.

8. Eventbrite

 • Feature/Setting: Automated attendee email reminders; set up email triggers through Eventbrite API.
 • Sample: Automate POST to /events/{id}/emails.

9. Zoom

 • Feature/Setting: Automated Zoom reminders; schedule automated email invites and use meeting.registration_approved webhook.
 • Sample: Automate POST to /meetings/{id}/registrants.

10. Salesforce

 • Feature/Setting: Workflow automation; configure Process Builder or Flow to trigger message sends on contact update.
 • Sample: Automate creation of Task/email via Flow Builder API.

11. HubSpot

 • Feature/Setting: Automated email workflows; create and automate sequences for event reminders/logistics.
 • Sample: Automate POST to /automation/v3/workflows.

12. Mailchimp

 • Feature/Setting: Automated email campaign triggers; use trigger-based journaling for event automation.
 • Sample: Automate POST to /campaigns with schedule_time and segment_opts.

13. AirTable

 • Feature/Setting: Airtable Automations; automate sending SMS and email on status or record update.
 • Sample: Configure Airtable automation to trigger webhook/integration.

14. ClickSend

 • Feature/Setting: Automated SMS/Email Broadcast; use API for batch messaging to attendee lists.
 • Sample: Automate POST to /v3/sms/send with message templates.

15. Pipedrive

 • Feature/Setting: Workflow Automation; trigger reminder notifications based on deal/event status.
 • Sample: Automate POST to /activities with custom fields for event reminders.

16. Zoho CRM

 • Feature/Setting: Workflow Automation; trigger emails or tasks from CRM event records.
 • Sample: Automate scheduled workflow rules for events with email task action.

17. Trello

 • Feature/Setting: Automated card notifications; use Power-Ups/Butler to send reminders to assigned users.
 • Sample: Automate card due reminders with Butler automation.

18. Discord

 • Feature/Setting: Automated scheduled event notification; use Discord Bots to send event reminders.
 • Sample: Automate bot to POST scheduled messages in event channels.

19. Asana

 • Feature/Setting: Automated project reminders; use Asana API to automate task or event notification.
 • Sample: Automate PUT to /tasks with due date reminders.

20. Calendly

 • Feature/Setting: Automated scheduler reminders; configure event reminder emails/SMS via Calendly API.
 • Sample: Automate update of scheduled_events event_type/reminders.

Benefits

1. Automates attendee outreach, reducing manual workload and potential for human error.

2. Automating logistics communication ensures prompt, accurate updates are always delivered.

3. Automated reminders increase event attendance, engagement, and readiness.

4. Automation in multi-channel communication supports accessibility and inclusivity.

5. Automator monitoring provides analytics for message delivery and response tracking.

6. Automatable processes accelerate response times for logistical changes and emergencies.

7. Automatedly manages compliance and audit trails for communication records.

8. Improves overall event coordination, leading to more successful, mission-critical military & veteran gatherings.