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Announcement schedule template

A message calendar for a partner meet, from invitation to thank-you, listing 24 announcements with timing, audience group, channel and owner. Fill the blanks, load it into the scheduler and the event runs its own communication rhythm.

  • 24 rows
  • About 1 hour to plan, 2 hours to write copy
  • Version 1.0
Download as CSV (opens in Excel or Sheets)Read it online

No sign-up needed.

Who it is for

  • Sales and channel leads who write the partner communications
  • Corporate event managers who approve and schedule messages
  • Agency teams loading a message calendar into an app

How to use it

  1. Replace the T-minus offsets with real dates once the meet date is fixed.
  2. Assign each row a group so partners only receive what applies to them, such as regional pickups.
  3. Write the copy in one working session and get one approver to sign all of it together.
  4. Load rows into the scheduler and send yourself a test of the first three.

The contents

Announcement schedule: 24 messages from invitation to follow-up
WhenMessageAudienceChannelOwner
T-30 daysSave the date with city and datesAll invitedWhatsAppChannel team
T-28 daysFormal invitation with registration linkAll invitedWhatsApp, emailChannel team
T-21 daysRegistration reminder to those who have not confirmedPendingWhatsAppRegional managers
T-14 daysConfirmation received and next stepsConfirmedApp noticeEvent desk
T-12 daysCollect travel details formConfirmedWhatsAppHospitality desk
T-10 daysDownload the app and log inConfirmedWhatsApp, SMSEvent desk
T-7 daysAgenda released with session listConfirmedApp notice, pushContent owner
T-6 daysDress code and weather noteConfirmedApp noticeEvent desk
T-5 daysTravel details deadline reminderMissing detailsWhatsAppHospitality desk
T-3 daysPickup and room details publishedConfirmedPush, My StayHospitality desk
T-2 daysReporting time and venue addressConfirmedWhatsAppEvent desk
T-1 dayTomorrow checklist: QR pass, ID, timeConfirmedPushEvent desk
Day 1, 07:30Registration desk open, where to find itArrivedPushEvent desk
Day 1, 09:45Opening session starts in 15 minutesAll presentPushStage manager
Day 1, 13:00Lunch location and queue tipAll presentPushVenue lead
Day 1, 15:30Poll opens on the screenAll presentPush, QR on screenHost
Day 1, 18:30Evening programme and bus timesAll presentPushEvent desk
Day 1, 21:00Tomorrow's first session and breakfast timeAll presentApp noticeEvent desk
Day 2, 09:00Day 2 agenda highlightsAll presentPushContent owner
Day 2, 12:00Feedback form opensAll presentPushEvent desk
Day 2, 17:00Awards ceremony starts at the main hallAll presentPushStage manager
Day 2, 20:30Departure details for tomorrowTravellingWhatsApp, My StayHospitality desk
T+1 dayThank you and photo gallery linkAll attendedWhatsAppChannel team
T+7 daysSummary, next steps and feedback resultAll invitedEmail, noticeChannel head

Where it has been used

The cadence follows the pattern used for a beverage-company partners meet: invite, confirm, travel, arrive, attend, award, thank.

All templates and checklists

Questions people ask

How many messages is too many?

Over the whole run-up, partners tolerate one useful message every two or three days. Spikes are fine on event days, when each message answers a real question such as where to board a bus.

Should every message go on WhatsApp?

No. Use WhatsApp for the invitation, travel and day-of reminders that must be seen, and notices in the app for everything else. Template approval takes time, so plan WhatsApp copy first.

What if the plan changes after scheduling?

Edit or cancel the scheduled item rather than sending a correction. Keep a Changed on column in your copy so the approver can see what moved and why.

Want this running inside your event app?

Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.

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