Here are the steps involved in creating a WhatsApp group for an event.
Steps to Create a WhatsApp Group for an Event on Android
1) Open your WhatsApp group
2) Click on three dots
3) Select a new group
4) Select members to form the group
5) Once done, tap the green arrow at the bottom right to move forward
6) Enter your group name
7) Next, click on the group icon and upload your event picture
8) Add description like event date, time, location, speaker name, agenda, etc
Steps to Create a WhatsApp Group for an Event on iOS
1) Open WhatsApp on your device
2) Tap the plus icon in the top-right corner of your screen
3) Select a new group
4) Select the contacts you want to add to the group
5) Once you’re done, just click the green arrow at the bottom right corner
6) Next, add a group name and upload a picture to the group icon
7) Add an event description that includes details like event date, time, location, and more
Steps to Create a WhatsApp Group for an Event on Mac
- Open WhatsApp on your Mac
- Go to the chat tab and click on the plus icon
- Select a new group, then select contacts to add to the group
- Once you’re done, just click the green arrow at the bottom right corner
- Enter the group name and upload a picture to the group icon
Steps to Create a WhatsApp Group for an Event on Web and Windows
1) Open your preferred browser and go to web.whatsapp.com. (Go to WhatsApp on your mobile and scan the QR code that appears at the top)
2) Then, click on the three dots and select new group
3) Select the contacts you want to add to the group
4) Once this is done, select the green arrow at the bottom right corner
5) Write a group name and upload a solid image to the group icon
6) Write an event description featuring details such as the event date, time, venue, etc
7) Your WhatsApp group is live now
What are the Key Benefits of Using WhatsApp Groups for an Event?
Instant Communication Opportunity
A WhatsApp group ensures that communication between you and your audience occurs in real time, whether it is to invite people or share updates about event scheduling.
Emails and SMS are more likely to be ignored. This is not the case with WhatsApp. According to some studies, users spend approximately 38 minutes daily on WhatsApp, totaling 17-20 hours per month per user, and 88% of messages are read within 5 minutes, and 98-99% open rate for all messages, significantly exceeding email’s 20-21% open rate.
Fosters Audience Engagement
Since people worldwide are more active on WhatsApp, they are more likely to read and respond to your message. Compared to email, WhatsApp notifications are seen immediately, increasing the likelihood of participation and connecting people to the event. When done right, WhatsApp event groups won’t just encourage interaction but also prompt your audience to respond to your messages.
Get Direct Feedback
Once the event concludes, you can share a survey or feedback form and collect feedback from your attendees. Plus, you can ask direct questions like “how was the overall experience of the event” or “did the event meet your expectations” and get an instant reply from participants. Next, you can ask follow-up questions like “What was your favorite moment from the event?”
Share Highlights from the Event
Post-event, you can share event recordings, pictures, videos, key movements, voice notes, PDFs, presentation slides, and any useful event materials, allowing participants to revisit event highlights, ensuring that they don’t miss any key event details. Additionally, you can send a thank-you message to the same group to express your gratitude.
Cost-Effective Event Promotions
A WhatsApp group allows you to promote your event at a low cost and build excitement around the event, making it an ideal tool for small businesses with modest marketing budgets.
Compared to email marketing platforms and social media advertising, which require big investments, WhatsApp marketing provides you with an affordable channel to reach audiences directly with high open rates and instant engagement
Final Thoughts
A WhatsApp group is a fast, easy, and effective way to share event announcements, event agendas, and last-minute changes with your audience. It actually gives you a direct communication channel to engage with your community.
WhatsApp allows you to not only share important event information, but also create a buzz that gets everyone interested. You can share files and documents such as PDFs, photos, and videos directly in the group chat, consolidating all event-specific data into a single chat window.
FAQ
You can allow community members to speak when you are discussing something important, want their opinion on a particular matter or post-event to collect attendee feedback. Otherwise, limit speaking access to admin-only to ensure that any event-related critical information is not ignored.
To set up a WhatsApp group, you need at least one contact, whether it’s your own second number or the number of a team member. Once the group is created, you can add other members as required.
Here are the steps involved in creating your team member as an admin:
- Tap on the group name (at the top of the screen)
- Scroll down and long-press on the person you want to make an admin
- Then, select the “Make Admin” option
To ensure participants don’t miss any event information, you can “Pin” the message and keep it at the top of the chat.
Follow the steps below to pin your event message:
- Long-press an event message
- Tap the three dots option
- Then select pin
- Choose the duration: 24 hours, 7 days, or 30 days
- Next, tap pin
Yes, on the event day, you can share the live location in real-time, allowing participants to click on it and arrive at the exact venue with ease.
