Know Before You Go Emails

Entry Details

The Carolinas Chapter developed “Know Before You Go” emails, inspired by CMAA's, to provide members with a concise, organized guide prior to attending chapter events. These communications include all the essential details, such as venue information, parking instructions, dress code, agenda, attendee list, social highlights, and special reminders, delivered in a visually consistent, easy-to-scan format. By sending these tailored updates before every conference, or special event, members arrive better prepared and more confident about what to expect. This is has enhanced the chapter by improving the member experience and engagement, showcasing our branding and increased operational efficiency. The “Know Before You Go” emails have become a simple but powerful tool that enhances the Carolinas Chapter’s reputation for organization, professionalism, and member care—helping every event feel more seamless and member-focused.

Implementation

The Carolinas Chapter created a standardized email template for “Know Before You Go” communications, sent prior to each major chapter event. Each message includes: - Venue information (location, directions, parking details) - Dates and schedule highlights - Dress code and packing reminders - Agenda overview with link to print full details - Sponsor and special event spotlights - Attendee Roster - Sponsor Attendees - CMAA's Code of Conduct - Contact information for on-site assistance To streamline the process, the Chapter developed a repeatable format with consistent styling, making it easy for staff to update details quickly while keeping a professional look across all events. The response from members has been very positive: – Members feel prepared and appreciate having all logistics in one place, reducing stress before arriving at an event. - The polished design reinforces the Carolinas Chapter’s reputation for organization and professionalism. - Staff and volunteers receive fewer last-minute emails or calls, which makes event management smoother. - Members are more likely to attend chapter socials, welcome drinks, emerging leader/yopro events, etc. because they know about them in advance. Overall, members view the “Know Before You Go” emails as a helpful, professional, and thoughtful touch that elevates their event experience and reflects the Chapter’s commitment to service.