One of the best ways event organizers can ensure a successful event is by providing attendees with all of the information they need to know about the event…BEFORE the event. Often called a “Know Before You Go”, the email (and supporting blog post social media post and website FAQ page) will answer all of those frequently asked questions, helping to ease chaos the day of the event. To help you get started, Freshtix has put together a list of the information we typically include in a KBYG.
The Obvious Stuff
We probably don’t need to say much about these things. Tell your attendees when and where your event is and how much it will cost them to attend.
- Date and time
- Location – Include notes about any special addresses associated with your event that are more GPS-friendly.
- Include a map and directions
- Tickets and pricing – Is there a VIP ticket or other special ticket type? Are tickets available for purchase at the event? Do prices go up the day of the event? Are tickets delivered via paper, print-at-home, mobile, or are there wristbands?
- On-site payment – Are cards accepted? Are there ATM machines on-site? Are they inside or outside the event? If using RFID wristbands list any requirements for cashless payments, including how to register/activate the wristbands and details about topping up on-site.
How do attendees get to your event, and what do they do when they get there?
- Transportation – Is there an easier way than driving to your event? Talk about alternate options, including pedestrian routes and public transportation, shuttles, or any special partnerships with rideshare services like Lyft.
- Parking – If driving is the way to go, provide as much information you can about where, how quickly street parking fills up in the area, and costs associated with various lots or decks.
- Entrances – Where is Will Call located? Where do attendees enter? Is there a special entrance for VIP? Explain the entry system as clearly as possible.
- ADA Access – Outline any special parking or entrances.
- Is re-entry allowed?
The Do’s and Don’ts
Every event or venue is different. Make sure you fully outline what is and is not allowed at yours.
- Are coolers allowed? What about dogs? Do attendees have to use a specific kind of bag? Provide a full list of items that are allowed and prohibited in your venue or at your event!
Some of the most popular are:
- Bags / Backpacks – what size? clear? See-through?
- Chairs (higher than one inch off the floor)
- Blanket or tarp
- Coolers (hard/soft)
- Flags, totems, and flag poles
- Outside food/beverages
- Selfie-sticks, GoPros, Drones
- Laser pointers
- Large chains or spiked jewelry
- Pets (are service dogs permitted)
- Roller blades, roller skates
- Water guns
- Thrown objects (baseballs, footballs, frisbees, etc.)
- What about photography and video? – in the Digital Age, some artists have a “no phone policy” when they perform so be sure to let attendees know ahead of time!
What’s available for the kids?
Family-friendly event? Help parents plan to bring the kiddos.
- First and most importantly, is your event 21+, 18 and up, All Ages?
- If your event is family-friendly, are their specific events just for kids?
- Are there any areas within the festival where children are prohibited?
Anything and Everything Else
We’ve covered the basics but there may be information specific to your venue or event that will make life easier on your attendees…and you. Include as much pertinent information as you can and be sure the information is available from multiple sources (email, web, on-site, etc.)
Are you an event organizer and not currently using Freshtix? Contact us to learn more about easy-to-use event registration and ticketing platform, perfect for any venue, festival or event! Already a Freshtix Organizer? Participate in our Organizer Referral Program and earn cash incentives when you refer other organizers to Freshtix!