Introduction
Planning an event can feel like juggling flaming torches while riding a unicycle—thrilling but a bit precarious! 🤹♀️ Luckily, as event organizers, we have access to many modern tools to make it easier (and less fiery).
Enter Slack, your new best friend for building a vibrant community and keeping everyone in the loop. In this guide, we'll show you how to integrate Slack into your event planning workflow and use ClearEvent to bring it all together. Slack isn't the only option. There are plenty of other community building tools available (Facebook Groups, LinkedIn Groups, Discord, and many more), but to help show you how to go about building a community for your event, we'll focus on Slack in this article.
Let's dive in!
What is Slack and How It Can Help
Think of Slack as a virtual clubhouse where your event team and attendees can hang out, chat, and share cool stuff.
Real-Time Messaging: Chat instantly with individuals or groups.
Organized Channels: Keep conversations tidy by topic.
File Sharing: Easily share documents, images, GIFs—whatever you need!
Integrations Galore: Connect with apps you already love.
Why Slack Pairs Well With Event Planning
Community Building: Create a space where attendees can network before, during, and after the event.
Streamlined Communication: Keep your event team synchronized without endless email threads.
Engagement Boost: Interactive polls, Q&As, and live updates keep everyone involved.
Why Build a Community Outside Your Event Platform?
Avoid Vendor Lock-In
Nobody likes feeling trapped, right? While we're confident platforms like ClearEvent will keep you coming back for more, by building your community on Slack, you're free from relying solely on your event management platform to build and maintain your community.
Flexibility: Switch platforms without losing your community.
Ownership: You control the data and the environment.
Keep the Party Going Post-Event
Just because the event ends doesn't mean the conversation has to!
Ongoing Networking: Attendees can continue to connect and collaborate and share their amazing event experiences.
Future Promotions: Share updates about upcoming events or opportunities.
Build a Broader Support Community
Create a space that's more than just event chatter.
Peer Support: Members can help each other with challenges and questions.
Knowledge Sharing: Share industry news, tips, and resources.
Requirements for Using Slack
Before we get this show on the road, let's cover the basics.
Slack Account: Everyone (your attendees and your event team) needs to have a Slack account to join the fun. Some of your attendees and teammates will likely already be familiar with Slack and have their own Slack account. Slack accounts are separate from your ClearEvent Account. Getting started with Slack is easy-peasy, as Slack guides everyone through signing up with their email address in just a few clicks.
Workspace Invitation: Most likely, attendees need an invite to your Slack workspace. Once you have your Slack Channel set up, simply use ClearEvent's Messaging feature to send the Slack channel Invitation Link so that your attendee can hop right in.
Setting Up Slack for Your Event
Ready to set up your virtual hangout spot? Here's how:
⚠️Note: These steps may vary or change over time. Consult the Stripe documentation if these steps don't align with what you're seeing.
1. Why Building a Community Growth Team Matters (Even If It's Just You!)
Alright, let's talk about the secret sauce to supercharging your event community: a Community Growth Team. Now, don't let the fancy title fool you—even if it's a team of one (that's you!), having someone dedicated to nurturing your community is a game-changer.
Personal Touch: When attendees feel like there's a real person cheering them on, they're more likely to engage. You're the friendly face (or username) that makes everyone feel welcome.
Spark Engagement: Regular posts, fun prompts, and timely responses keep the conversation buzzing. You're the DJ keeping the party alive! 🎧
Gather Insights: By staying active, you can pick up on what attendees love (or don't love), giving you golden nuggets of feedback for your next event.
Foster Growth: An engaged community tends to attract more members. Word of mouth is powerful, and your efforts can turn attendees into ambassadors.
Consistency is Key: Communities thrive on regular interaction. Even if you're juggling other tasks, setting aside time each day can make a big difference.
So, whether you're a solo superhero or part of a larger team, dedicating effort to grow and nurture your community transforms it from a simple group chat into a vibrant, value-packed network. Trust us, your future self (and your attendees) will thank you! 🚀
2. Create Your Slack Workspace
Sign Up: Go to slack.com and click "Get Started."
Name It: Use your event's name for easy recognition.
Brand It: Add your event logo and choose a theme color.
3. Organize Channels Like a Pro
Channels are where the magic happens. Here's how to set them up:
For Attendees:
#announcements: For must-see event updates.#general: Open chat for all things event-related.#introductions: A place for everyone to say "Hi!"Topic channels:
#marketing,#tech-talk, etc.
For Your Team:
#team-planning(Private): For behind-the-scenes coordination.#logistics(Private): Hammer out the details without cluttering other channels.
Create as many channels as you need, but be careful... to many channels may lead to low engagement in any one specific channel.
4. Set the Ground Rules
Keep things running smoothly with some friendly guidelines.
Code of Conduct: Outline expectations for respectful communication.
Channel Purposes: Describe what each channel is for in the channel description.
Moderators: Assign event team members to keep an eye on things.
5. Add Some Flair
Make your Slack workspace as exciting as your event!
Custom Emojis: Create emojis that match your event theme.
Fun Bots: Add bots for polls, reminders, or just a bit of fun.
6. Invite Attendees to your Slack Channel
Let's get your attendees into Slack using ClearEvent's handy Messages feature:
Go to https://app.clearevent.com and sign in. Next, click on Manage Event button for your desired event to open the Event Manager App.
Go to the Messages section and click the +Add button to add a new Message.
From the Recipients field, choose the desired registrants or ticket types to send your message to.
Be sure to write a message that no one can resist! For example:
Subject: "Join Our Event Community on Slack!"
Message:Briefly explain why they should join.
In the Message Link field, or Message Body, include the Slack invitation link (which you can copy from your Slack channel).
Add simple instructions for creating a Slack account.
Click the Send as Email button to send your message to all selected recipients that are currently registered.
Send Follow Up Messages as Needed (Optional but Recommended!)
Reminders: Send another message nudge to those who haven't joined yet.
Support: Send a message to offer help for anyone having trouble getting set up.
Best Practices and Tips
Make the most out of Slack with these Slack insider tips from our very own Event Pros!
Onboarding Made Easy
Welcome Messages: Set up an Slack auto-message to greet new members.
Starter Channels: Create a
#start-herechannel with FAQs and guidelines.
Boosting Engagement
Icebreakers: Post fun questions or polls.
Events in Slack: Host live Q&As or AMA (Ask Me Anything) sessions.
Keeping It Secure
Privacy Settings: Adjust permissions to keep things safe.
Regular Audits: Review members and channel access periodically.
Integrations for Extra Awesome
Polls and Surveys: Use Slack apps like Polly for instant feedback.
Alternatives to Slack
Slack is fantastic, but it's not the only fish in the sea.
Microsoft Teams: Great if you're already using Microsoft Office tools.
Discord: Popular with gaming communities, good for voice chats.
But for now, we'll stick with Slack to keep things simple and snappy!
Conclusion
And there you have it! By integrating Slack into your event planning workflow, you're setting the stage for an engaging, connected, and downright awesome event experience. Plus, with ClearEvent, inviting your attendees is a breeze. So go ahead, give it a try, and watch your event community come to life!