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CONFIRMING THE VENUE

You just completed all you planning and done your home, but how will this pay off if you don’t confirm the venue or any of the arrangements you made with the venue booking?
Here some examples of information that should be included in your venue confirmation. It is therefore very important that you confirm all venue arrangements in writing and also have proof that the other parties receive and confirm your arrangements. Nothing is confirmed if there is no proof that both parties agreed to the arrangements.
Other things you may want to include in a confirmation email:
1. Name of the event, time, date and location.
2. Name, phone number and email address of a contact person the participant can call if they have questions.
3. Link to an online map, hotel websites or restaurants listings.
4. Suggested areas to park and costs, and any transit routes to the event (an online map would be useful here too).
5. Itinerary of the event.
6. What to bring.
7. What not to bring.
8. Links to sponsors websites.
9. Mention of the speakers or other specific details.
10. Mention age restrictions if necessary.
11. Other important details such as “Wear comfortable shoes as we will be walking between areas” or “Bring a coat as the reception is outside”.
12. Encourage people to mention the event to other people.
Other tips
1. Use a good subject line that will get noticed and not trigger SPAM filters
2. Avoid using lots of links or URL’s
3. Avoid words like ‘Free’, ‘$$$’, ‘Save’, ‘Discount’, ‘Please read’ or ‘Special Promotion’ in the body or subject line
4. Use lots of whitespace so that the email is easy to read.
5. Separate out the key information so it’s easy to find.
6. Refer to the event name in the subject line, i.e.; “ABC AGM 2008 Registration Confirmation.”
7. Sender Name – Use a recognizable sender name so your registrants can immediately see who the email is from.
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