Event servicing is all about the details. Once the contract is signed, the real work begins – maintaining clear, consistent, and professional communication with clients in the lead-up to, during, and after their event. Every touchpoint matters, not just for ensuring the event runs smoothly, but also for building lasting client relationships and encouraging repeat business.

Creating ready-to-use templates for each of these touchpoints can be a game changer. Instead of digging through old emails or copying and pasting past messages, you can select the right template from your UpMail library. This ensures every email is on-brand, includes the right links, and even offers opportunities to promote additional services or amenities, without adding extra work. As Brittany Whalen-Davila, Group & Event Planning Manager at AutoCamp Sequoia, shares:

“For event servicing, I use the Event Servicing templates in UpMail to quickly compose emails to group leads at key moments in our planning timeline – from rooming lists to final deposit reminders, invoices, and payment requests. The templates ensure I cover all the important details while still allowing me to customize each message before sending it to the client. It’s been a huge time-saver and helps me stay consistent and professional in my communication.”

Here are some key scenarios where structured, thoughtful communication can elevate your event servicing process:

Event Manager Introduction / Handover

Meeting planners are clear about how they want to hear from you: email is king.

• Over 90% prefer receiving venue information and offers via email, not phone calls or LinkedIn messages.
  
• In fact, 87% specifically want email over calls (7%) or LinkedIn messages (2%).
  

Stop chasing planners on platforms they don’t use for business decisions. A well-crafted, professional email is the best first impression you can make.

Sending a Booking Code

Once a group block is confirmed, clients should receive booking information quickly so their guests can secure accommodations without delay. Providing a clear booking code, a direct reservation link, and relevant key dates in a visually branded format makes the process seamless – and it’s also an opportunity to promote optional upgrades or extended stays. Leah Harper, Catering Sales Manager at the Seacliff Inn, Tapestry Collection by Hilton, emphasizes:

 “UpMail has streamlined the way our team manages client communications, saving valuable time while ensuring clients receive a consistent, professional experience in receiving information about our venue. It’s an amazing and essential tool that we would highly recommend!” 

Cut-off Date Reminder 

Timely reminders as the group block’s cut-off date approaches help avoid last-minute stress. These messages should clearly state the deadline, the number of rooms booked, and remaining availability, creating both urgency and clarity. Highlighting the benefits of early booking encourages attendees to act sooner rather than later.

Group Pickup Summary / Attrition Update

Keeping clients informed of their group’s room pickup status is essential, especially when attrition clauses are in play. Sending a concise, visually clear report with key figures helps the client quickly understand the situation, fostering transparency and preventing surprises when final invoices are issued.

Final Numbers Confirmation

Confirming final attendee counts and dietary requirements is a critical milestone. Structured, branded messages with clearly outlined fields minimize confusion and reduce back-and-forth emails. Including a gentle deadline reminder ensures all details are locked in on time.

BEO Sign-off Request

The Banquet Event Order (BEO) contains vital details that must be confirmed in advance. Pairing the BEO with a professional, branded message—possibly including an image of the meeting space or a visual floor plan—gives clients a quick reference before reviewing the full document, reducing overlooked details. 

With the UpMail E-Signature Add-On, e-signatures can be included directly, allowing BEOs and contracts to be managed seamlessly within UpMail.

Post-Event Thank You & Feedback Request

After the event, follow up with a sincere thank-you message. Including a link to a feedback form or online review platform shows you value their opinion and provides insights for future improvements. This message can also serve as a gentle segue into discussing future opportunities, keeping the relationship active and forward-looking.

From first touch to final thank you, UpMail brings consistency, professionalism, and efficiency to every stage of event servicing. By using tailored templates for each milestone, your team can deliver a seamless experience that builds trust and enhances client satisfaction. 

The best part? All of these templates are available in the UpMail Template Gallery. Simply click “Create a Template” to open the gallery, select the Event Servicing category, customize the template to suit your event, and save it directly to your account.