Event SMS: How to Text Guests at Every Stage

Event SMS is the simplest way to reach every guest during an event. A text or WhatsApp message lands on the phone guests already hold, with no app to download and no inbox to dig through. This guide covers what to send before, during and after an event, the 3 types of message triggers, and what results to expect.

Why Event SMS and WhatsApp Beat Event Apps

Your guests are already checking their phones. They're not opening event apps. They're opening messages.

• No download. Guests sign up from a link or QR code in seconds, so far more of them stay reachable.

• Global reach. WhatsApp works in most countries, and SMS covers the rest. Impulse picks the right channel for each guest's location and carrier.

• One-to-one. Every guest gets a private thread with your brand, not a group blast.

• Two-way. Guests can reply, answer polls and ask questions in the same thread.

The numbers back it up. At FQ Beach during Cannes Lions, Female Quotient sent 16,000+ messages to 3,000+ guests, nearly 5 per guest, through a single WhatsApp channel. Read the Female Quotient case study.

What to Send: An Event SMS Timeline

Before the Event

• A welcome message as soon as guests sign up, confirming what they'll receive

• Directions, timings and what to bring

• A reminder the day before or the morning of

During the Event

• Session alerts and schedule changes

• Capacity updates, so guests know when a space opens up

• Their event photos, delivered in under 60 seconds

• A quick poll or question to keep guests engaged

At ADWEEK House during Cannes Lions, guests got timings, stage updates, schedule changes, capacity alerts and their photos in one thread. The team delivered 6,500+ messages, and guests shared 5,000+ images. Read the ADWEEK House case study.

After the Event

• A thank-you with a link to the guest's full photo gallery

• A short survey while the event is still fresh

• A next step, such as an offer, a sign-up for the next event or a demo

For survey ideas, use this list of post-event survey questions.

The 3 Types of Event Message Triggers

Good event messaging responds to what's actually happening. Impulse uses 3 types of triggers:

1. Time-based. Scheduled messages tied to the run of show: breakfast reminders, session alerts and transitions.

2. Guest-based. Messages triggered when a guest signs up, replies or takes an action, like opening their gallery.

3. Live and manual. Prompts your team sends in the moment: a session ends early, a surprise speaker is added or a host wants to engage the room.

Every message can be personalized with what you know about the guest, such as their name, language or seat.

How Event Messaging Works With Impulse

1. Guests sign up at the start of the event with a selfie and phone number. No app required.

2. Impulse chooses WhatsApp or SMS based on each guest's location.

3. Guests get a welcome message explaining what's coming: photos, updates and interactive moments.

4. Throughout the event, messages go out based on the schedule, guest replies and live updates.

5. Guests reply at any time to answer polls, trigger experiences or ask questions.

Everything happens in one private thread between the guest and your brand.

Event SMS Use Cases

• Conferences and summits: session times, room changes and post-event materials, without a dedicated app.

• Brand activations and launches: photo drops, product reveals and offers. Fandom used live messages at San Diego Comic-Con to send fans to partner experiences, and 98% stayed opted in after the event. Read the Fandom case study.

• Sports and fan zones: game-day polls and giveaways. At Temple University's tailgate, 40% of fans replied to a poll in under 3 minutes. Read the Temple case study.

• Luxury and VIP events: private galleries and personal updates. At the Veuve Clicquot Polo Classic, Impulse handled 9K+ guest messages. Read the Veuve Clicquot case study.

Event SMS Best Practices

• Get clear opt-in. Tell guests what they'll receive, and make opting out easy.

• Lead with value. The first message should give something, like their photos, not ask for something.

• Keep messages short. One idea per message, with one link at most.

• Time it to the moment. Send updates when they're useful, not in batches.

• Make replies easy. "Reply 1, 2 or 3" gets far more answers than an open question.

Event SMS FAQ

What is event SMS?

Event SMS is text messaging used to communicate with event guests: confirmations, reminders, live updates, photos and follow-up. Many brands now use WhatsApp alongside SMS for international guests.

Is WhatsApp or SMS better for events?

It depends on where your guests are. WhatsApp is the default in much of Europe, Latin America and Asia, while SMS is the most reliable choice in the US. Impulse picks the right channel for each guest.

Do guests need to download an app?

No. Guests sign up from a link or QR code and receive everything by text or WhatsApp.

Reach Every Guest Where They Already Look

Impulse combines event SMS and WhatsApp with instant photo delivery, so guests have a reason to sign up and stay engaged. See how event photo sharing and event lead capture work together, or book a demo.