Guest Communications

Strategic. Seamless. Human.

We do not simply manage your guest list. We design and deliver a curated communications journey that increases attendance, delights VIPs and sponsors, and removes pressure from your internal team. We offer three levels of guest communications support, depending on how much strategic guidance or hands-on management you need and how personalized your guest experience should be.

Packages

LEVEL ONE LEVEL TWO LEVEL THREE

level 1: we advise

Communications Strategy and Planning

Shift + Alt Events advises on your overall guest communications approach using a structured communications flow. We review the full timeline with you and help define key messages and timing for each stage of the event journey. This ensures your communications are clear, intentional, and aligned with your event objectives.

Guest List Management Guidance

Shift + Alt Events recommends the most suitable guest list management platform for your event. The client sets up, owns, and operates the guest list directly. We provide guidance on best practices for RSVP tracking, capacity management, and organization so you can confidently manage attendance in-house.

Email Platform Selection

Shift + Alt Events identifies and recommends the ideal email and automation platform based on your event needs. We advise on setup and the most effective way to send guest-related communications such as invitations, reminders, updates, and follow-up messages.

Drop-Off Rate Guidance

We help you plan realistically for attendance by advising on expected no-show and drop-off patterns. For most events, anticipated no-show rates range between 25 percent and 75 percent.

Invitations

Shift + Alt Events designs and publishes your digital invitation on the Shift + Alt Events website with Shift + Alt Events branding in the header and footer. This branding cannot be removed at Level One. If you prefer not to host the invitation on the Shift + Alt Events website, the client may design and host the invitation independently on their chosen platform.

Level 2: we do - one rule for all

Communications Strategy

Shift + Alt Events advises on your overall guest communications strategy using a proven communications flow. We review the full timeline with you and ensure every message is purposeful, well-timed, and aligned with your event objectives. This level follows a standardized communications framework and does not include additional or custom message streams outside the agreed flow.

Guest List Management

Shift + Alt Events manages and maintains your guest list from start to finish. We recommend the most suitable platform for your event, set it up, and oversee all RSVP tracking and guest records. This ensures your attendance data remains accurate, organized, and easy to access at all times.

Guest Communications

Shift + Alt Events manages and sends all standard guest communications according to the agreed communications timeline. This includes Save the Date, Calendar Invite, Formal Invitation, Confirmation Emails, Reminder Emails, Key Updates, and Post-Event Thank You Messages. At Level Two, one unified version of each email is created and sent to all guests. Communications are consistent and streamlined rather than tailored by guest category.

RSVP Follow-Up and Confirmations

We manage follow-ups and reminders to ensure your guest list remains current and complete. Shift + Alt Events tracks outstanding RSVPs, sends reminders where needed, and confirms attendance so you have a reliable picture of who will be joining your event.

Guest Inquiries

Shift + Alt Events serves as the primary point of contact for guest, speaker, and sponsor inquiries. We respond promptly and professionally to questions regarding invitations, schedules, and logistics, unless you prefer to manage inquiries directly with your team.

Invitations

Shift + Alt Events designs and publishes your digital invitation either on the Shift + Alt Events website or on a platform of your choice. If hosted on the Shift + Alt Events website, we fully design and manage the invitation page. If you choose to host it elsewhere, we adapt the design to your selected platform for a seamless guest experience.

Drop-Off Rate Guidance

We help you plan realistically for attendance by advising on typical drop-off and no-show patterns. For most events, expected no-show rates range between 25 percent and 75 percent. If you have data from previous events, we use it to provide more accurate projections.

Feedback and Insights

After the event, Shift + Alt Events designs and distributes tailored feedback forms to guests. We collect and organize responses to help you evaluate the guest experience, measure success, and inform improvements for future events.

level 3: we do - bespoke per guest

Communications Strategy and Planning

Shift + Alt Events develops and manages a fully tailored communications strategy built specifically around your event and your guest groups. We review the full communications journey with you and customize timing, messaging, and touchpoints to suit VIPs, speakers, sponsors, partners, and general guests. This ensures every audience receives the right information in the right way at the right time.

Guest List Management

Shift + Alt Events manages your guest list end to end. We recommend the most suitable platform, set it up, and fully operate it on your behalf. This includes maintaining accurate guest categories, tracking RSVPs, and ensuring real-time visibility of attendance across all guest types.

Tailored Guest Communications

At Level Three, all communications are customized by guest type. Shift + Alt Events drafts and sends distinct messaging for VIPs, speakers, sponsors, partners, and general guests where appropriate. This includes Save the Date messages, Invitations, Calendar Invites, Confirmation Emails, Reminder Emails, Key Updates, and Post-Event Thank You Messages. Each audience receives communications that feel intentional, personal, and aligned with their role in the event.

RSVP Follow-Up and Attendance Management

We manage all RSVP follow-ups, confirmations, and reminders to maintain an accurate and reliable guest list. Shift + Alt Events actively monitors responses, follows up with non-responders, and ensures attendance records are continuously updated so you can plan with confidence.

Guest Inquiries and Communications Hub

Shift + Alt Events serves as the main point of contact for all guest, speaker, and sponsor inquiries. We respond professionally to questions about invitations, schedules, accommodation, and logistics, providing a seamless and well-managed experience for every attendee.

Invitations and Hosting

Shift + Alt Events designs and publishes your digital invitation either on the Shift + Alt Events website or on a platform of your choice. If hosted on the Shift + Alt Events website, we fully design and manage the invitation page. If you prefer another platform, we adapt the invitation to your chosen system while maintaining a consistent guest experience.

Drop-Off Rate Guidance

We advise on expected attendance behavior using industry benchmarks and your past event data where available. For most events, anticipated no-show rates range between 25 percent and 75 percent, allowing you to plan capacity, catering, and logistics with realistic projections.

Feedback and Insights

After the event, Shift + Alt Events designs and distributes tailored feedback forms for different guest groups. We collect and organize responses to provide meaningful insights into guest satisfaction, highlight successes, and inform improvements for future events.

Guest Accommodation Management

Shift + Alt Events oversees all guest accommodation from booking to check-in. We determine who requires lodging, manage hotel reservations and room lists, send accommodation details to guests, and handle any issues that arise to ensure a smooth and comfortable stay for all attendees.

Communication process

This section is for anyone who wants to get into the real details. It breaks down exactly how our communication process works, showing the flow of updates, decisions, and follow-ups that keep every part of your event aligned.

The flowchart below gives a full picture of what happens behind the scenes, from the first guest interaction to post-event follow-up. It illustrates how Shift + Alt Events manages communications between planners, clients, and guests at every stage, so you can see how it all fits together.

Service Levels: L1 = Level 1, L2 = Level 2, L3 = Level 3

Each step in the flow shows which service levels include that activity.

Guest Communications

Strategic. Seamless. Human.

Packages

Communication process

Contact

San Francisco office

London office