Separate the roles first, then send the practical information each person needs.
1. Define audiences by role
Use separate working lists for interested supporters, registered attendees, and confirmed volunteers. Check permission for the intended message type. Someone who registered to help with setup does not need the same instructions as a visitor. Keep event registrations and role changes current in your registration system.
2. Give the essential logistics
For an invitation, explain the purpose, date, location, and registration route. For a volunteer briefing, provide the arrival point, contact person, and assigned task. Use confirmed access details and avoid publishing personal participant information. A useful message helps the recipient decide or arrive prepared.
3. Coordinate manual campaign batches
Prepare each group and draft in Tiringo, with a team member checking the event list before sending. The platform does not manage ticketing, attendance, or volunteer assignments automatically. Keep those records elsewhere and assign someone to process registration questions and changes. Treat an RSVP reply as information to reconcile with the event register.
4. Review participation and questions
Track confirmed registrations, actual attendance, and completed volunteer shifts separately from read rates. After the event, ask one useful feedback question and thank participants for the specific contribution. Test the process for one event, then improve the instructions that caused repeated questions.
5. Prepare an event change notice
Decide how you would communicate a changed venue, delayed start, or cancellation before the event day. Use the current registered audience and state exactly what changed, what remains valid, and where help is available. Volunteers may need different instructions from attendees. Replace old details in the event register before preparing the new message.
- Confirm the changed details.
- Separate volunteers from attendees.
- Update the event information page.
