How to plan your event communication on WhatsApp with EVA

Someone registers for your event, receives the confirmation and gets on with their day. A week later, they might remember they have something in the diary, but not what time it starts or where they saved their ticket. You have sent the information. They still need to find it and make plans to attend.

With EVA, you can prepare your WhatsApp communication and start a conversation with each attendee from the first message. They receive a reminder, ask whether they can park nearby and get directions for the event in the same chat. If you have connected their ticket information or interests, EVA can also use that context to tailor the answer.

At Sinapser, we recommend planning that journey before you start sending messages: what each person needs to know, when it will be useful and what they will be able to ask EVA afterwards. The schedule matters. So does what happens between one message and the next.

Prepare the information that will make conversations useful

The work starts at registration. Alongside phone numbers and ticket details, you can collect information that helps you support each attendee: which topics interest them, what they hope to learn or the kinds of people they would like to meet.

Each question should help you make a decision. If you plan to promote workshops by topic, offer options you can use to create those groups later. If different tickets grant different access, retain that distinction so each person receives the right instructions.

Imagine an event in Madrid with sessions on sustainability and technology for events. Clara selects sustainability when she registers. Her answer can help you send her a notification about a workshop that interests her and help EVA recommend relevant content when she asks which sessions would suit her. This kind of personalisation goes well beyond saying “Hello, Clara”.

Information reaches EVA through the connected registration platform or the data the organising team provides. Before you activate the communication, also prepare the programme, access details, transport information and team contacts. Decide who will update that information if anything changes.

Using an attendee’s phone number should be part of a communication arrangement they understand and have agreed to. WhatsApp requires permission to contact people and respect for requests to stop receiving messages. Explain this during registration, following its business messaging policy.

One week before: introduce the assistant and help attendees save the date

The first message should make clear who is writing, which event it concerns and what the conversation is for. EVA can use the name and image the organiser chooses, along with the number configured for the event.

Introduce EVA as an AI assistant. The tone can be friendly without suggesting that a person is writing each reply.

EVA: Hello, Clara. I’m EVA, the AI assistant for the event. We’ll see you on Thursday at 9:00 in Madrid. You can check the directions and add the event to your calendar. If you have any questions about the day, ask me here.

Message actions: Get directions · Add to calendar

Clara: What time should I arrive to collect my badge?

EVA: Badge collection opens at 8:30 at the main entrance. The first session starts at 9:00.

That exchange shows the difference EVA makes: the message leads into a conversation. Clara can get an answer while planning her day, without finding a contact or waiting for the next announcement.

One week is a starting point for this schedule. For an incentive trip, you might need to start the conversation earlier to explain flights and travel documents. For a straightforward event, you can send the reminders closer to the date.

One or two days before: put the ticket within reach

The next message helps turn the intention to attend into a concrete plan. Remind attendees of the date, deliver their ticket with its QR code and highlight any instructions they need to get in.

EVA: Clara, here is your ticket for tomorrow’s event. Save this QR code or show it from this conversation when you arrive. Badge collection opens at 8:30. Do you need any information to help plan your arrival?

Attachment: Ticket with QR code

EVA delivers the ticket from the connected system. The event’s access control platform validates it at the entrance.

Check what each type of attendee needs. Someone with an afternoon ticket should receive their own start time; a speaker may need different instructions. In EVA, you can prepare messages by ticket type, profile or interests collected through predefined options.

This reminder is particularly useful when attendance is optional: it puts the information within reach when someone is deciding how to plan their day. To understand its effect on your event, you will need to compare it with recorded attendance afterwards.

On the day: share what helps people arrive and take part

In the morning, or a few hours beforehand, send information that can prevent a practical difficulty: public transport, parking, a particular entrance or a coach departure point.

There is no need to repeat the entire programme. Choose what that person needs at that moment.

EVA: Good morning, Clara. If you’re coming by metro, the nearest entrance to the venue is next to the station’s north exit. We’ll be ready to welcome you from 8:30. Your QR code is in the previous message.

Apply the same principle during the event. A reminder about the sustainability workshop can go to people who expressed that interest; a transfer departure notice can go to the group using it. You should be able to describe each message’s purpose as an action: reach the meeting point, remember a session or find an entrance.

From EVA’s panel, you can prepare messages and schedule when they are sent. If an issue arises, update the event information and review the affected messages so notifications and replies use the same details.

No single frequency suits every event. Before adding another message, ask what it helps with and who needs it. Having a direct channel is no reason to use it constantly.

Collect feedback while the experience is happening

The conversation is also a chance to learn. You can define what you want to find out and give EVA the objective of collecting that information when it makes sense to ask.

For example, if you want feedback on a workshop, EVA can introduce a question when the conversation indicates that someone took part. Connecting the question to the context avoids treating everyone as though they had the same experience.

Clara: I’ve just come out of the sustainability workshop. Where is the next session?

EVA: The next session is in the main room. As you took part in the workshop, which part did you find most useful?

Clara: The examples of reusable materials. I would have liked to see more suppliers.

The reply gives you something a reminder alone cannot: feedback and a specific need. EVA stores that information, and you can analyse it alongside other answers to prepare the event report or decide what to expand in the next edition.

Prepare focused questions. “What did you think of everything?” usually gives you less detail than asking about a session’s usefulness, how easy a transfer was or a topic the attendee wants to explore. You can also combine predefined options with open-ended answers, depending on what you need to measure.

After the event: close the conversation and use what you have learnt

The closing message can thank attendees and collect any information you still need. You can link to a traditional survey or ask a few questions in the conversation.

EVA: Thank you for coming, Clara. As we prepare the next event, which topic would you like us to explore in more detail?

Feedback collected during the event complements that final exchange. It helps connect a response to a particular moment, rather than asking attendees to reconstruct the whole experience the next day.

With EVA Insights, interests and the information collected help you create audiences for future communication from the same organiser. If several people ask for more content about sustainable suppliers, you can use that insight to plan a future activity and tell the relevant audience about it.

When interpreting the results, check who responded and which experience they were commenting on. A group’s answers provide useful signals, but do not automatically represent your entire audience.

A schedule to prepare with your team

For each message, write down the recipients, purpose, expected action and information source. That gives you a way to review the communication before scheduling it.

Timing	Recipients	Main content	Expected action	Information needed
One week before	Registered attendees	Assistant introduction, date, map and calendar	Plan to attend and start asking questions	Confirmed event details
One or two days before	Each ticket group	QR code, start time and relevant entrance	Have the ticket within reach	Tickets and access conditions
Before the start	Groups based on arrival arrangements	Transport, parking or transfer	Arrive at the right place	Up-to-date logistics
During the event	Relevant audiences	Session, meeting or coach departure	Take part or get to the next location	Programme and interests or assigned group
In a relevant conversation	People with sufficient context	Question about a specific experience	Share feedback	Defined objective and conversation context
At the end	Relevant participants	Thank-you message and closing questions	Give feedback and share future interests	Information still to collect

You can start with a small number of well-chosen messages. Before opening the channel, test the questions you expect to receive and check that EVA has the information to answer them.

How to assess whether the communication worked

Reading a message does not prove that someone attended the event. Compare registrations with attendance recorded through access control, and consider what other circumstances might have influenced attendance.

Also look at what happens within the conversations: which questions recur, which need the team’s intervention and what information is missing. If lots of people ask where to park after the arrival message, it may need different directions.

To assess feedback, count the answers and separate the topics. For a segmented message, check whether the expected action took place, where you have the data to establish this. Each objective needs its own measure.

In EVA, we combine message planning with personalised support and audience knowledge. If you want to prepare that journey for your event, tell us what you need: we will start with your programme, your attendees and the information you already have.

Common mistakes

• Sending the same content to everyone. Start times, access arrangements and interests can change what each person needs to receive.
• Starting the conversation before preparing the answers. The first message already invites questions. EVA needs the event information from that point onwards.
• Scheduling messages and forgetting about changes. A programme change should also be reflected in any messages still waiting to be sent.
• Asking for feedback without context. Before asking about a session, you need a basis for knowing that the person took part.
• Confusing messages read with attendance. Access control and audience replies help you check different results.

Sources

• WhatsApp Business messaging policy: requirements for contacting people, respecting opt-outs and using templates to initiate conversations.
• User controls for business messages on WhatsApp: expectations of relevance and control over communication.
• EVA, Sinapser’s AI assistant for events.

Frequently asked questions

Can I use my event’s name and image?

Yes. The organiser can personalise the assistant’s identity and the number used for communication, depending on the project’s configuration. Clearly introduce it as the event’s AI assistant.

Does EVA reply from the first message?

Attendees can ask questions as soon as they receive the first message. Prepare the information before sending it so replies have context about the event and, where available, the person.

Do attendees need to download another app?

They do not need to install an event-specific app to chat on WhatsApp. If a feature requires the organiser’s app, EVA can tell them where to access it.

Can I schedule any message I like?

Communication is subject to WhatsApp Business rules. Approved templates are used to initiate conversations; plan their preparation alongside your sending schedule. The WhatsApp policy sets out the current conditions.

How many messages should I send?

As many as are needed to help people take part in your event. A one-day event might need only a few reminders; an organised trip might need messages about several transfers and activities. First define what each message helps with and who needs to receive it.