Gate change
Gate B is closed. Please use Gate D, [directions]. Allow an extra 10 minutes. Next update by [time].
Free guide
The Event Communication Guide
Registration gets attendees there; everything after that is a message you have to land. This guide covers where the connection invitation goes, how to structure audiences, what to write when the gate, the room, the sky or the schedule changes, and the send plan for the production office.
Written for the organizer, operations manager or registration lead who will actually run attendee communication on event day.
Put the connection where registration already ends
Your registration or ticketing platform sells the ticket, takes the payment and sends the confirmation. None of that changes. The Hub adds one standing enrollment link (of the form /e/{token}), the matching QR code and a printable enrollment kit. Each attendee who opens it gets their own secure page, closed to search engines, and approves your event, whether or not they already use Blasts. Put the link where attendees are already paying attention:
- The registration confirmation. Paste the link into the confirmation page and the confirmation email your platform already sends. Every attendee passes through it once, while they are still engaged.
- Packet pickup. Print the enrollment kit (Connections, then Print the enrollment kit) for the pickup table, the volunteer check-in and the information desk. Anyone waiting in a line will scan it.
- The door. A QR on the arrival signage catches the walk-ups.
- Say at enrollment what you will send: day-of notices, and news about future editions. That sentence is what makes next year's invitation a consent you already have.
- For registrants who never opened the link: export the opted-in list from your platform and upload the CSV under Connections (invitations go out at up to 200 a day), or point your registration form at the inbound webhook on Integrations. A Zapier private app is available on request. Everyone arriving this way is invited, never added.
There is no ticketing or registration connector. Eventbrite, RegFox, RunSignup, Cvent and the rest are not integrated with the Hub. You place the link in your own confirmation yourself.
Audiences by day, track, wave and role
Every send picks one audience, and All Attendees is the one to use least: a room change that wakes 2,400 people teaches 2,100 of them to ignore you. Onboarding seeds a starter pack you can rename, archive or replace: All Attendees (everyone connected; a send to it asks for a step-up confirmation), VIP, Volunteers, Staff & Crew, Exhibitors & Vendors, and Future Events, the people who said yes to news about the next edition. Then add the ones your event runs on:
- Day 1, Day 2, Day 3, so Saturday's parking notice never wakes Sunday's crowd.
- Track A, Track B, or the stage name, so a room change reaches only the people who chose that track.
- Wave 1, Wave 2, or the corral number, so a start push reaches the runners it applies to.
- Join mode: attendees pick days, tracks and waves on their preferences page; your team assigns Speakers, Staff & Crew and Volunteers. A person can be in Saturday, VIP and Track A at once.
Audiences are lists attendees choose or your team assigns. There are no rule-based audiences and no location targeting: a ticket-type column does not fill an audience by itself, and the Hub never knows who is on site.
Who sends what: roles for the production office
Set this up the week before, not on the morning. Each person signs in as themselves, and the audit trail on Home shows who sent what.
- Owner: the organizer, or whoever holds billing and the Blasts account connection. Admin: the operations manager, with every audience, the team and integrations.
- Leader, granted per audience: the volunteer coordinator sends call sheets to Volunteers and reads only those replies; each track chair sends to their own track. Viewer: a sponsor who reads along without sending.
- Sending to All Attendees, changing roles and removing users ask for a step-up confirmation with a passkey or a phone approval. Register a passkey on Home before event week and practise one send, so the weather hold is not the first time anyone sees the prompt.
Writing the day-of message
Put the change in the first line
An attendee walking to a venue reads one line. Gate D, not Gate B. Action first, reason second.
Pick the narrowest audience that covers everyone affected
The track for a room change, the day for a parking change, the wave for a start push. All Attendees only for weather, safety and cancellation.
Attach the thing they need
The revised floor plan or the shelter map, as an image or one of up to three files of 5 MB each.
Ask for a YES / NO reply only when you need a count
The Hub counts the answers. A read count is a read, not an answer: if you need attendees to confirm, ask them to reply.
Send a test to me, then Send now
An immediate send is held for about a minute so you can still cancel it; a cancelled Blast costs nothing.
Say when the next update comes, and staff the replies
"Next update by 4 p.m." stops the replies that ask when. Replies land as private threads in Conversations; staff it like the information desk and assign each thread to whoever can answer it.
The email leg
Each connected attendee chooses Blasts, email or both. The people who chose email get the same gate change from your event's own verified sending address, and their replies land in the same Conversations inbox. Email is metered separately in email credits: every new Hub includes 50, and packs are sold on BlastCredits from $10 for 2,500. On event morning, email is the slower leg; the Blast is the one that lands on the phone in the attendee's hand.
Credits: what an event weekend costs
One typed Blast to one attendee is one Blasts credit. Credits are prepaid on BlastCredits at standard pricing and never expire, so what is left after this edition carries into the next. Nonprofit and church verification does not apply to an event Hub.
- Budget for the day you did not plan for. A weather hold, an all-clear and a revised schedule are three All Attendees sends in one afternoon: with 5,000 connected attendees, 15,000 credits. A room change to one track costs only that track.
- The Delivery panel shows what a send costs before you send it. Only delivered messages are charged.
- Sending, audiences, Content Series, conversations, roles and the email leg are included from the first purchase. Hub Pro (Event Campaigns and Journeys) unlocks at $500 in cumulative purchases for any organization.
The day-of send plan for the production office
Six checkpoints, one owner each. Planned sends are scheduled from Send (or an Event Campaign once Hub Pro is unlocked); the unplanned ones are ordinary Blasts.
T-7 days Lock the audiences and the team
Confirm the day, track, wave and role audiences and their join modes. Invite the operations manager as Admin and the volunteer coordinator and track chairs as Leaders with their grants; everyone registers a passkey. Schedule the know-before-you-go to All Attendees. Check the credit balance against connected attendees times five.
T-1 Parking, packet pickup and the call sheet
At 6 p.m., send parking, gates and the packet-pickup window to tomorrow's day audience, the call sheet to Volunteers with a YES / NO reply so the coordinator sees the gaps by 9 p.m., and move-in timing to Exhibitors & Vendors. Schedule tomorrow's doors-open and starting-in-15 sends now, while it is quiet.
Doors Schedule, help and how to reply
One scheduled send to today's audience as doors open: the schedule, where the information desk and the medical tent are, and that they can reply. Open Conversations on the operations desk screen.
During The surprise goes out the minute it is decided
Gate, room, stage, weather, delay: the owner of the change sends it to the affected audience, action in the first line, a time for the next update. All Attendees only for weather, safety and cancellation, confirmed with the passkey. The delivered and read counts tell you how much of the site still has to be walked. Answer replies as they land.
Close Closing notices
Awards or headliner starting in 15, the floor closing in an hour, lost and found, shuttle and exit routing. Sent to the day's audience, scheduled the night before wherever the time is fixed.
After Thank you, survey, next edition
Thank-you and photos the next morning to All Attendees, the survey two days later, results where they apply. The next-year invitation only to Future Events. Archive this year's day, track and wave audiences; the connections stay.
What the Hub does, and what it does not
- Sends a typed or rich message with images, links and up to three attachments of 5 MB each to the audience you pick: now, scheduled, or weekly.
- Asks for a YES / NO reply and counts the answers.
- Delivers the same message by email to the attendees who chose email, from your event's own sending address.
- Turns replies into private one-to-one threads your team can assign and search.
- Gives your team roles with per-audience grants and a step-up on sends to All Attendees.
- Reports delivered, read and replied counts from confirmed attendee actions.
- Replace your registration or ticketing platform. Tickets, orders, refunds and the confirmation email stay there; there is no ticketing connector.
- Print badges or credentials, or replace your run-of-show tool. The Hub adds a channel beside them.
- Know who is on site. There is no geofencing or location targeting; an audience is a list, wherever its people are.
- Record an acknowledgement on an attendee's behalf. A read count is a read; a YES is the attendee's own reply.
- Send campaign badges (including Emergency), countdowns, voice Blasts, polls, payment links or self-destruct timers. Those are Blasts-app sender features, not Hub composer features; inside the Hub, Emergency is an audience whose send asks for a step-up.
- Message anyone who has not connected, or send SMS. A list from another event cannot be Blasted.
Hub behaviour is documented at blastshub.com/en/docs/for/events/; Blasts itself is documented at blasts.app.
Open today
Nothing in this guide is a step you have to complete first. If your event already has a Hub, sign in. If not, sign in and set it up through onboarding; the Hub activates with your first credit purchase on BlastCredits at standard event pricing, and Hub Pro unlocks at $500 in cumulative purchases.
See it in action at Gatherstone Events (a fictional example organization created to show the product, not a customer)
Product facts on this page reflect published Blasts.app information as of 2026-08-17.