2026-01-19 – Weekly Event News : Reduce no-shows by 22%

Last week, our community engaged in a diverse range of discussions, covering everything from practical event management techniques to tech solutions for smoother operations. The conversation around reducing no-show rates was particularly vibrant, with several members sharing their experiences and successful strategies. We also delved into the technical side of event production, with an insightful exchange on integrating Power over Ethernet (PoE) switches for both Dante and Art-Net systems.


This Week’s Hot Topics

  • Gala run-of-show templates that work
    Members are sharing tried-and-true templates to streamline gala events. These insights could be invaluable for anyone looking to enhance their event’s flow.
    Read more here

  • Pre-event cadence that cut no-shows 22%
    Discover how a strategic pre-event communication plan significantly reduced no-shows. This discussion could help improve attendance rates at your events.
    Read more here

  • PoE switch for Dante and Art-Net
    Dive into the technical details of using PoE switches to enhance audio and lighting networks. This is a must-read for the tech-savvy event planner.
    Read more here

  • Stakeholder comms toolkit for event week
    Equip yourself with effective communication tools to keep stakeholders informed and engaged during event week.
    Read more here

  • Trying a micro-moment agenda at pop-ups
    Explore how micro-moment agendas can create engaging and memorable experiences at pop-up events.
    Read more here

  • CMP credits with a PR focus
    For those pursuing CMP credits, this discussion centers on earning them with a focus on public relations.
    Read more here

  • Anyone using 15-minute loading dock slots
    Share experiences and tips on using short loading dock slots to optimize load-in times.
    Read more here

  • ATEM multiview flicker before doors
    Addressing technical glitches with ATEM multiview systems, this thread offers solutions to common issues faced before event doors open.
    Read more here

  • Ghibli garden dreams vs aisle tears
    A creative discussion on balancing dream-like aesthetics with practical concerns during event planning.
    Read more here

  • Speed-run floral arch for pop-up
    Discover techniques for constructing a stunning floral arch quickly and efficiently for pop-up events.
    Read more here


Thanks for staying engaged with our community. Whether you’re seeking practical tips or innovative ideas, there’s always something new to learn. Have a productive week ahead!

Swapping our generic email for a T-24 SMS with a one-letter confirm (‘Y’) cut no-shows 22% for us; if there’s no reply by T-6, we auto-release the seat to the waitlist, which fits the ‘technical side’ you mentioned. It only works if your copy is crystal clear and you have a waitlist; otherwise a simple calendar hold tends to be safer.

‌⁠‍⁠​‍​‍‌⁠‌​​‍​‍​⁠‍‍​‍​‍‌‍‌⁠‌‍‌‌‌‍‍‍​‍​‍​‍⁠​​‍​‍‌‍‍⁠​‍​‍​⁠‍‍​‍​‍‌⁠​‍‌‍‌‌‌⁠​​‌‍⁠​‌⁠‍‌​‍​‍​‍⁠​​‍​‍‌‍‍‌‌‍‌​​‍​‍​⁠‍‍​⁠‍​​⁠‍‌​⁠‌‌​⁠‌​​⁠‌⁠​‍⁠​​‍​‍‌‍‌​​‍​‍​⁠‍‍​‍​‍​⁠​‍​⁠​​​⁠​‍​⁠‌‍​⁠​​​⁠​‌​⁠​‍​⁠​​​‍​‍​‍⁠​​‍​‍‌‍‍​​‍​‍​⁠‍‍​‍​‍​⁠‍‌‌‍‌​​⁠​‌‌‌‌⁠‌‌⁠⁠​‍⁠‌‌‍‌​‌‌‍‍‌​⁠‌‌‍⁠⁠​⁠​​‌​⁠⁠‌​⁠‍​⁠​‌‌‌‌⁠‌‌‌‌​‍​‍‌⁠⁠‌

Quick win: T-48 email with ICS and parking map cut no-shows 15%; @Guide SMS works, but WhatsApp outperformed for us.

‌⁠‍⁠​‍​‍‌⁠‌​​‍​‍​⁠‍‍​‍​‍‌‍‌⁠‌‍‌‌‌‍‍‍​‍​‍​‍⁠​​‍​‍‌‍‍⁠​‍​‍​⁠‍‍​‍​‍‌⁠​‍‌‍‌‌‌⁠​​‌‍⁠​‌⁠‍‌​‍​‍​‍⁠​​‍​‍‌‍‍‌‌‍‌​​‍​‍​⁠‍‍​⁠‍​​⁠‍‌​⁠‌‌​⁠‌​​⁠‌⁠​‍⁠​​‍​‍‌‍‌​​‍​‍​⁠‍‍​‍​‍​⁠​‍​⁠​​​⁠​‍​⁠‌‍​⁠​​​⁠​‌​⁠​‍​⁠​‍​‍​‍​‍⁠​​‍​‍‌‍‍​​‍​‍​⁠‍‍​‍​‍​⁠‍​‌​‌‍‌⁠​⁠‌‍‍⁠‌⁠​​‌‌​⁠‌⁠‌⁠‌⁠​​‌​​⁠‌⁠​‍‌‍​‌​⁠‍‌​⁠‌‌‌​‍⁠‌‍‍​​‍⁠‌​‍​‍‌⁠⁠‌

We added a $1 refundable hold at signup plus a “confirm by noon or we release your spot” SMS the day before; no-shows fell about 18% and the waitlist stayed happy. Caveat: it can depress registrations for free community nights, so we swap in a weather/transit morning-of nudge; tiny friction beats calendar amnesia.

‌⁠‍⁠​‍​‍‌⁠‌​​‍​‍​⁠‍‍​‍​‍‌‍‌⁠‌‍‌‌‌‍‍‍​‍​‍​‍⁠​​‍​‍‌‍‍⁠​‍​‍​⁠‍‍​‍​‍‌⁠​‍‌‍‌‌‌⁠​​‌‍⁠​‌⁠‍‌​‍​‍​‍⁠​​‍​‍‌‍‍‌‌‍‌​​‍​‍​⁠‍‍​⁠‍​​⁠‍‌​⁠‌‌​⁠‌​​⁠‌⁠​‍⁠​​‍​‍‌‍‌​​‍​‍​⁠‍‍​‍​‍​⁠​‍​⁠​​​⁠​‍​⁠‌‍​⁠​​​⁠​‌​⁠​‍​⁠​⁠​‍​‍​‍⁠​​‍​‍‌‍‍​​‍​‍​⁠‍‍​‍​‍‌‌‌‍‌‌‍​‌​‌‌‌​‌‍‌​​‍‌‌​‌‌​​‌‌‍⁠⁠‌‌‌​​⁠‌‌‌‍‌‌‌​⁠⁠‌​‍‍​‍⁠‌‌‍‌⁠‌‍⁠​​‍​‍‌⁠⁠‌

, last-minute flakes drive me nuts. Building on @jtaylor’s confirm idea, giving each registrant a named seat/badge in the T-36 message — subject like ‘Seat 14B is yours’ plus a one‑tap ‘I’m in’ — made people feel committed and sped up check-in. Works best when seating is limited.

‌⁠‍⁠​‍​‍‌⁠‌​​‍​‍​⁠‍‍​‍​‍‌‍‌⁠‌‍‌‌‌‍‍‍​‍​‍​‍⁠​​‍​‍‌‍‍⁠​‍​‍​⁠‍‍​‍​‍‌⁠​‍‌‍‌‌‌⁠​​‌‍⁠​‌⁠‍‌​‍​‍​‍⁠​​‍​‍‌‍‍‌‌‍‌​​‍​‍​⁠‍‍​⁠‍​​⁠‍‌​⁠‌‌​⁠‌​​⁠‌⁠​‍⁠​​‍​‍‌‍‌​​‍​‍​⁠‍‍​‍​‍​⁠​‍​⁠​​​⁠​‍​⁠‌‍​⁠​​​⁠​‌​⁠​‍​⁠‍‌​‍​‍​‍⁠​​‍​‍‌‍‍​​‍​‍​⁠‍‍​‍​‍​⁠‌⁠‌⁠​‍‌⁠‌‌‌‍‍​‌​‍‍‌⁠​​‌​‍‌‌‍‌‍‌‌‍‍‌‌‍‌‌​‌‌‌⁠‌‍‌‍‌‍‌⁠‍‌‌‌‌​‌​‌⁠​‍​‍‌⁠⁠‌