Structuring event communication within a workflow: a step-by-step guide for event organisers

A structured event communication workflow establishes clear procedures before, during and after events and supports both hybrid and virtual formats.

A structured event communication workflow is regarded as the cornerstone for the planning and implementation of live, hybrid and online events. InterMedia Solutions GmbH has published a practical guide on this topic, which outlines the key process steps for managing communication in an event context. The focus is on how messages, responsibilities and timelines are coordinated throughout the entire event lifecycle.

The guide divides communication into three phases: pre-event communication, live event communication and post-event communication. For each phase, typical content, timeframes and organisational requirements are explained. These include, amongst other things, invitations, registration confirmations, live updates, technical information, as well as follow-up communications and feedback loops.

Furthermore, the guide highlights which digital tools can support the process. These include, amongst others, project management tools, systems for registration and attendee management, email automation, and event platforms offering live streaming, on-demand content and AI-powered features such as live subtitles and translations. According to the company, integrating these systems is particularly important for avoiding media discontinuities and manual data transfers. Another key focus is on the step-by-step implementation of a functional workflow. The article recommends first defining objectives and target audiences, then drawing up a communication plan, and producing content and templates at an early stage.

This is followed by technical set-up, internal coordination, test runs and continuous monitoring during the event. In addition, the article includes a checklist with recommended milestones, from the initial strategy phase through to the debriefing within 48 hours of the event.

The guide is aimed at event planners, agencies, associations, companies and service providers who wish to structure and digitally support communication processes in the events sector. InterMedia Solutions GmbH also highlights the importance of format-specific communication, as in-person and online participants require different information depending on the type of event.

The full publication is available here: https://intermedia-solutions.de/eventkommunikation-workflow-schritt-fur-schritt-leitfaden/