ClubText

Event Management for clubs

Drive attendance and streamline logistics for club events using text messaging — from promotion and RSVPs to day-of coordination and post-event follow-up

clubs run packed social calendars — golf tournaments, member mixers, holiday galas, tennis round-robins, swim meets, and family events. Every event follows the same challenge: getting members to register, show up, and stay engaged afterward. Email invitations get buried. Flyers go unread. Text messaging cuts through with near-instant delivery and 98% open rates, making it the most reliable channel for every stage of the event lifecycle.

This guide covers how to use your text messaging platform to promote events, collect RSVPs, manage day-of logistics, and follow up after the event.

Pre-Event: Promotion & RSVPs

Event Keywords for Quick Registration

Set up dedicated keywords for each major event so members can register with a single text. No forms, no logins, no links to navigate.

Recommended keyword strategy for club events:

Keyword Event Type Group
TOURNEY Golf tournaments Tournament Registrants
MIXER member mixers and socials Mixer RSVPs
HOLIDAY Holiday parties and galas Holiday Event RSVPs
TENNIS Tennis events and round-robins Tennis Event List
FAMILY Family and kids events Family Events
WINE Wine dinners and tasting events Wine Event RSVPs

Promote these keywords on signage at the pro shop, front desk, locker rooms, dining areas, and in your email newsletter. When a member texts the keyword, they are automatically added to the event group and receive a confirmation message.

Text-to-Join for Event Registration

Example registration flow using a Text-to-Join Campaign:

Text TOURNEY to [your number] to register for the member-Guest Golf Tournament on August 9th!

Auto-reply on registration:

You're registered for the member-Guest Tournament on August 9th. Shotgun start at 8 AM. Format: Best Ball. Lunch and awards to follow. Reply STOP to opt out of event texts.

Promoting Events to the Full Membership

Use a Custom Bulk Message to announce events to your entire member base or targeted interest groups.

{first_name}, the Summer Kickoff Mixer is next Saturday at 6 PM on the veranda. Complimentary appetizers and a live band. Bring a prospective member! RSVP by replying YES or text MIXER to register.

Last chance to sign up for Saturday's member-Guest Tournament. Only 6 spots remain. Text TOURNEY to register or call the pro shop.

{first_name}, Family Movie Night is this Friday at dusk on the lawn. Bring blankets and chairs — popcorn and drinks are on us. Details: [link]

Day-Of: Logistics & Reminders

Scheduled Reminder Sequence

Schedule reminder messages to go out automatically at key intervals before the event. Queue messages in advance so nothing falls through the cracks.

Recommended reminder cadence:

  • 1 week before: Event details and what to bring
  • 1 day before: Final logistics — parking, dress code, schedule
  • Morning of: Quick reminder with start time and location

Sample messages:

Reminder: The member-Guest Tournament is this Saturday, August 9th. Check-in opens at 7 AM, shotgun start at 8 AM. Cart assignments will be posted at the pro shop.

Tomorrow night is the Holiday Gala! Cocktails at 6 PM, dinner at 7 PM in the Grand Ballroom. Dress: cocktail attire. Parking in the main lot. See you there!

Good morning! Tonight's member Mixer starts at 6 PM on the patio. Weather looks perfect. Complimentary drinks for the first hour. See you soon!

Real-Time Updates

Weather changes, schedule adjustments, and last-minute venue moves happen. Text messaging lets you push updates instantly to everyone who registered.

UPDATE: Tonight's mixer has moved inside due to weather. Same time — meet in the main dining room instead of the patio.

Course advisory: Due to overnight rain, carts are restricted to paths only for today's tournament. Walking is permitted.

Heads up — the pool will close at 4 PM today for setup for tonight's event. It reopens tomorrow at 10 AM.

Post-Event: Follow-Up & Engagement

Thank-You Messages

Send a follow-up within 24 hours while the experience is fresh. Include a personal touch and a next step.

Thanks for a great tournament, {first_name}! Final results and photos are posted here: [link]. Congratulations to all the winners!

We had an amazing turnout at the Holiday Gala. Thanks for making it a memorable night, {first_name}. Photo gallery: [link]

Post-Event Surveys

Use Surveys to collect feedback and improve future events.

Quick question — how was Saturday's tournament? Rate your experience 1-5 by replying with a number. Your feedback helps us plan better events.

{first_name}, we'd love your input on this year's social programming. What events would you like to see more of? Reply SPORTS, DINING, SOCIAL, or FAMILY.

Driving Attendance to the Next Event

Use post-event momentum to promote upcoming activities.

Had fun at the mixer? Our next social event is the Wine & Jazz Night on September 12th. Text WINE to reserve your spot.

How to Set Up an Event Campaign

  1. Create a keyword — Go to Keywords and set up a keyword for your event (e.g., TOURNEY). Assign it to a new member group for that event.
  2. Build the confirmation message — Create a Text-to-Join Campaign with a reply that includes event date, time, location, and format.
  3. Schedule reminders — Draft reminder messages and schedule them for 1 week, 1 day, and the morning of the event.
  4. Promote the keyword — Post it in the pro shop, clubhouse, locker rooms, email newsletter, and social media.
  5. Send day-of updates — Use a Custom Bulk Message to the event group for any last-minute changes.
  6. Follow up — Within 24 hours, send a thank-you with photos or results. Within 48 hours, send a survey.

Tips & Best Practices

  • One keyword per major event. Reuse keywords for recurring events (MIXER for every monthly mixer) but create unique ones for annual events (TOURNEY2026).
  • Segment event groups by activity. Golf events go to golf members, tennis events to tennis members. Use interest-based groups so members get updates relevant to their activities.
  • Include essentials in every message. Date, time, and location should appear in the confirmation and final reminder at minimum.
  • Don't over-message. For a single event, 3-4 messages total (announcement, reminder, day-of, follow-up) is the right cadence. More than that risks opt-outs.
  • Use merge tags for personalization. {first_name} makes a mass text feel personal and increases engagement.
  • Track registration by keyword. Compare keyword opt-in counts with actual attendance to measure your RSVP-to-attendance rate and improve planning.

Common Questions

Can I reuse the same keyword for a recurring event?

Yes. For recurring events like monthly mixers, keep the same keyword (MIXER) and update the auto-reply message each month with the new date and details.

How do I handle events that require payment?

Use the keyword for RSVP and registration, then include a payment link in the confirmation message. The platform captures the opt-in and manages the communication; your club's billing system handles payment.

What is the best time to send event promotion texts?

For evening events, mid-morning (10-11 AM) works well — members see it during the day and can plan. For weekend events, send the first promotion early in the week and a final reminder the morning of.