Event Communications allow administrators to manage the emails sent throughout an event's lifecycle. Tradewing provides a set of built-in event email templates that can be customized to match your organization's branding and messaging. A global Event Communications setting also allows you to define default email templates for all newly created events, ensuring consistency while reducing repetitive setup.
Accessing Event Communications
There are two places where Event Communications can be managed:
Global Event Communications
Navigate to:
Admin Site → Communications → Event
The settings configured here become the default communication templates for all newly created events.
Event-Specific Communications
Navigate to:
Admin Site → Events → Select an Event → Communication
These settings allow you to customize the communications for an individual event without affecting the global defaults.
Global Event Communication Settings
Global Event Communications provide the default email templates for every new event created in Tradewing. This allows administrators to maintain consistent branding, messaging, and delivery settings across all events while reducing repetitive setup.
The following templates are available:
- Ticket Registration
- RSVP Confirmation (Going)
- RSVP Confirmation (Maybe)
- Sign Up Confirmation
- Event Reminder
- Event Summary
- First Sponsored Event Promotion
- Second Sponsored Event Promotion
Every template supports customization of:
- From Name
- Reply-To Email
- From Email
- Subject
- Header
- Message
- Branding
- Dynamic Variables
- Email Preview
- Test Email
Content-Only Templates
The following templates are sent immediately after the corresponding action occurs. Only the email content can be customized.
- Ticket Registration
- RSVP Confirmation (Going)
- RSVP Confirmation (Maybe)
- Sign Up Confirmation
Administrators can modify:
- From Name
- Reply-To Email
- From Email
- Subject
- Header
- Message
- Branding
The delivery timing for these emails cannot be changed.
Configurable Delivery Templates
The following templates allow administrators to customize both the email content and when the email is sent.
- Event Reminder
- Event Summary
- First Sponsored Event Promotion
- Second Sponsored Event Promotion
In addition to the email content, administrators can configure:
- Number of days before the event the email is sent
Note: The number of days before the email is sent must be configured at the event level and cannot be set in global settings.
For example:
- Send an Event Reminder 3 days before the event.
- Send a Sponsored Event Promotion 7 days before the event.
Custom Event Emails
In addition to the built-in communication templates, administrators can create custom event emails for individual events.
Custom event emails are ideal for communications that are unique to a specific event, such as:
- Welcome messages
- Parking or venue instructions
- Speaker announcements
- Agenda updates
- Networking reminders
- Sponsor announcements
- Thank-you emails
- Survey invitations
Unlike the built-in templates, custom event emails are sent manually by the administrator whenever needed.
Creating and Sending a Custom Event Email
Follow these steps to create and send a custom event email.
Step 1: Open the Event
Navigate to:
Admin Site → Events
Open the event where you want to create the custom email.
Step 2: Open the Communication Tab
Select the Communication tab.
Choose Custom Event Email from the list of available communication templates.
Step 3: Configure the Email
Complete the required fields:
- From Name
- Reply-To Email
- From Email
- Subject
- Header
- Message
You can also:
- Insert dynamic variables into the message.
- Preview the email as you edit it.
- Send a test email to verify the content and formatting.
Once you're satisfied with the email, click Save & Publish.
This saves the custom email for the event but does not send it to attendees.
Step 4: Send the Email
Navigate to the Registrants tab for the event.
Review the list of registrants and use the available filters if needed.
Click Send Custom Email.
A confirmation dialog will appear asking you to confirm that you want to send the custom email to all registrants.
Click Send Email to proceed.
Note: Sending a custom event email is a one-time action and cannot be undone.
Email Customization
All event communication templates support customization of:
- From Name
- Reply-To Email
- From Email
- Subject
- Header
- Message
- Branding
- Dynamic Variables
- Live Preview
- Test Email
These options allow you to maintain consistent branding while tailoring the message to your event.
Delivery Configuration
Delivery configuration is available only for:
- Event Reminder
- Event Summary
- First Sponsored Event Promotion
- Second Sponsored Event Promotion
For these templates, administrators can specify how many days before the event the email should be sent.
Ticket Registration, RSVP Confirmation, and Sign Up Confirmation emails are system-triggered and are always sent immediately after the corresponding action.
Best Practices
To provide attendees with a consistent experience:
- Configure your global event communication templates before creating new events.
- Customize the registration and RSVP confirmation emails with important event details.
- Schedule reminder emails several days before the event to improve attendance.
- Use sponsored event promotion emails to increase visibility for sponsor activities.
- Use custom event emails for event-specific announcements, venue updates, or post-event follow-up.
Frequently Asked Questions
Do the Global Event Communication settings affect existing events?
No. Global settings only apply to events created after the changes are published. Existing events keep their own communication settings unless edited individually.
Which templates allow delivery scheduling?
Event Reminder, Event Summary, First Sponsored Event Promotion, and Second Sponsored Event Promotion support configurable delivery timing.
Can I change when Ticket Registration or RSVP Confirmation emails are sent?
No. These emails are system-generated and are always sent immediately after the associated action.
Can I create additional emails beyond the built-in templates?
Yes. Each event supports custom event emails that can be created, saved, and manually sent to event registrants. You need to revise the custom email in the Communications tab every time you want to send a new email.
Can I send a test email before sending it to registrants?
Yes. All event communication templates, including custom event emails, include a Send Test Email option so you can review the email before sending it to attendees.
Can I send a custom event email more than once?
Yes. As long as the custom email remains available for the event, you can manually send it whenever needed. Each time you send it, a confirmation prompt is displayed before the email is delivered to all registrants.