Event reminder messages: examples for WhatsApp
Four adaptable messages with EVA: an introduction, QR ticket, arrival details and a targeted reminder. What to include and how to prepare replies.
A good WhatsApp reminder tells people which event it concerns, what they need to do and where they can get a question answered. With EVA, that last part happens in the same conversation. You can adapt these four messages to your event; replace the text in brackets and check the details before preparing the send.
You do not need all four for every event. Choose the message that meets a real need for its recipient. Before sending it, give EVA the information it will need if the person asks a question.
1. An introduction and date to help people plan
Use this message to start a conversation with registered attendees and explain who is writing. You can adapt the assistant’s name to the event brand, while making it clear that it is an AI assistant.
Hello, [name]. I’m [assistant name], the AI assistant for [event]. We look forward to seeing you on [date] at [time] at [venue]. You can check directions and add the event to your calendar. If you have a question about the event, ask me here.
Prepare the map link and the resource for adding the event to a calendar as message actions or links, depending on the format. Test both on a mobile. Do not offer “add to calendar” unless you have prepared a link or file that does it.
Questions about times, entrances or ticket conditions can arise from this first contact. EVA needs those details before you send the message; do not wait until the event day to prepare its answers.
2. A QR ticket and an arrival reminder
This message brings the ticket closer to the moment it is needed. Send it to people who hold that ticket and adapt the time if there are different arrival arrangements.
[Name], here is your ticket for [event] on [date]. Check-in opens at [time] at [entrance]. You can show the QR code from this conversation when you arrive. If you need to check anything before coming, message me here.
Attach the QR ticket as message content. It comes from the connected platform: EVA delivers it, and the access control system validates it at the door.
Check that an afternoon ticket holder does not receive the morning arrival time. If registration distinguishes speakers, guests or groups, prepare the appropriate instructions. Personalisation also means avoiding instructions that do not apply to someone’s ticket.
3. Arrival instructions without repeating the whole programme
Choose a specific difficulty: an entrance that is hard to find, parking or a transfer departure point. This example is for a group with an assigned coach.
Good morning, [name]. Your transfer to [event] leaves at [time] from [meeting point]. Look for [visible landmark]. Your ticket is in this conversation. Do you need directions to the departure point?
The message only applies to people using that transfer. Another group may benefit more from public transport directions or the entrance from the car park. Do not add routes that the organiser has not confirmed.
If you change the meeting point, review both the scheduled message and the information EVA will use to answer questions. Otherwise, you could send new instructions while the conversation still uses the old ones.
4. A session reminder for the relevant audience
This message reminds people about an activity that may interest them and that they can access. Check both criteria before scheduling it.
[Name], the workshop on [topic] starts at [time] in [room]. It may interest you because of the topic you selected when registering. Your ticket includes access. If you would like to know more about what the workshop covers, ask me here.
Only use “your ticket includes access” when that information is available and checked. A declared interest does not confirm a booking or remove capacity limits.
For a transfer, the same kind of reminder can notify the assigned group of a departure. Its relevance to a task justifies the message, rather than the time elapsed since the previous one.
What to change before copying the messages
Each example needs defined recipients, current details and a prepared action. From EVA’s dashboard, you can prepare communication and schedule sends, using the segmentation available in your configuration.
The WhatsApp Business messaging policy requires permission to contact people and approved templates to initiate conversations through its platform. These examples are content to adapt and prepare; they are not pre-approved templates and do not authorise a send to any phone number.
In the event communication schedule with EVA, we explain when these reminders can fit and how to maintain continuity throughout the journey. Here, the practical check is simple: open the message as if you were its recipient and ask a question that its text does not answer.
If EVA has enough context to reply, the reminder offers more than another notification: it helps that person prepare to take part.
Frequently asked questions
Do I have to send all four reminders?
No. Choose those that meet a need for your event and its audience. An organised transfer requires different information from an event where everyone makes their own way to the venue.
Can I replace EVA’s name with my event’s name?
You can personalise the assistant’s identity according to the project configuration. Make it clear that it is an AI assistant.
Do these messages confirm that an attendee will come?
No. They help you communicate and resolve questions. To verify attendance, you need the records from the relevant access control system.
