Communication is a very important step in holding a virtual or hybrid event. This best practice will walk you through a timeline for when/what to send to your guests all throughout your virtual event. 

Purchasing the Mass Messaging Add-On will be very helpful in virtual events, allowing your organization to sent texts and emails to your bidders throughout your event. To view more resources on Mass Messaging, click here. 

*NOTE: All events are different and unique in their own way, so this is a general communication guide that could help your organization know what and when to send to your audience. Feel free to add and remove dates as needed with the goal of the organization.

Several Months or Weeks Before Event

Save The Date
  • Auction Start 
  • Live or Virtual Event Start
  • Auction Close

Donate an Item on the Landing Page 

  • Be sure to embed the Item Donation Form on the landing page. How To: Click Here

Ticket & Sponsorship Information 

  • Send out the Ticket Page link

Few Days Before Event 

Reminder to Register and Bid 

  • "Remember to REGISTER to bid! (landing page link) Silent Items open on Wednesday, March 3rd at 2 PM, and the LIVE Items open on Saturday, March 7th at 7:30 PM! We will be asking that each bidder registers their credit card information when completing registration! Thanks for your support!

See you soon!

All Bidders filter

  • "[f], we can't wait to see you on ___ day! Reminder: SILENT items open on Wednesday, March 3rd at 2 PM, and the LIVESTREAM begins Saturday, March 7th at 7:30!" 
  • "ORGANIZATION auction opens tomorrow! Your bidder number is #[b]. We are sponsored by ____. Let's raise the roof and raise money for ORGANIZATION [u]" 

Day of Event 

Silent Auction Open 
All Bidders filter -
  • "Silent Auction is now live! Bid high and bid often! Happy Bidding [u]"
  • "Bidding on the Peloton package should be no sweat, but winning it... well that's another story! Pedal to the finish line by bidding NOW: ITEM LINK"
  • "[f], don't forget to check out our No Bid items. Tap here [u] and click MENU, then No Bid Items. Happy Bidding!"

Event Engagement

  • "All dressed up with nowhere to go? Post a pic of your ORG gear on our Facebook page and use our hashtag #Org to enter our Costume Contest!"

Day of Livestream 

Livestream Reminder
All Bidders filter -
  • "Please join us for the LIVESTREAM & LIVE AUCTION starting at 7:30! Tap to view, [u]"
  • "Here we go! EVENT NAME's Auction ends TONIGHT! Silent Auction closes first at 8 PM, let's make it a record-breaking year! [u]" 
  • "Stay tuned for the Live Auction tonight at 7:30 PM sharp! [u]"

Night of Event 

Live Stream Reminder

  • "ORG is LIVE from the EVENT PLACE, lets get this party started! Click here to join us [u]"

Live Auction Close Reminder 

  • "Live Auction is now CLOSED. Didn't win?! Everyone wins with a donation to our program. Please make your contribution at EVENT LINK" 
  • Silent and Live bidding are now closed. Thank you for all the ways you have supported ORGANIZATION!" 

Checkout Reminder 

Bidders not checked out filter

  • "Hi Winning Bidder - Thank you for your participation in our fundraising event! We appreciate you very much. Use the link to pay for your auction items! [u] " 
  • "Click here and look for the red PAY button or shopping cart icon to complete checkout: [u]"
  • "Please complete checkout for EVENT NAME's Silent Auction. Automatic checkout will be performed today at 8 PM, if you have any questions call 123-456-7890."

After Event 

Follow Up 
All Bidders filter -
  • "[f], your support means the world to us! Thanks for making it such a special year for us. Keep up-to-date with the ORGANIZATION via Facebook or Instagram and through our e-newsletter. See you in 2022!" 

Thank You 

  • "[f], we are so grateful for your support! Thank you for your participation in this year's event. We hope you had as much fun as we did! See you next year!"

View our other sample mass messaging messages here: 

Text Messages