Manage event communications

---
name: manage-event-communications
category: write
description: Coordinate accurate messages before, during, and after an event across audiences and channels. Use when changes, access, operations, incidents, and follow-up need one controlled communication plan.
---

# manage-event-communications

## Procedure

1. Map attendees, speakers, staff, suppliers, venue, sponsors, neighbors, media, and internal decision-makers.
2. Define each audience's information needs across invitation, confirmation, reminder, arrival, live delivery, change, incident, and follow-up.
3. Assign channel, sender, owner, approver, timing, translation, access format, and fallback.
4. Maintain a source-of-truth event page and versioned message library.
5. Prepare templates for delay, room change, remote failure, weather, cancellation, access issue, safety instruction, and correction.
6. Define verification, release authority, monitoring, rumor handling, and urgent escalation.
7. Reconcile live messages with operations, safety, access, venue, transport, and support facts.
8. Archive sent messages, responses, corrections, and unresolved commitments.

## Guardrails

- Do not publish incident cause, personal data, blame, or safety instructions without authority and evidence.
- Never use urgency to bypass accessibility, translation, privacy, or channel verification.
- Do not promise refunds, replacement, transport, access, or reopening beyond approved capability.

## Done

- A communication plan maps audiences, needs, channels, timing, owners, approvals, and alternatives
- Message templates and source-of-truth links are checked against operational evidence
- Sent, corrected, and outstanding communication records are preserved