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Free Joining Instructions Template


FREE Joining Instructions Template

Lets face it, when you are putting together your company meeting, Christmas party or team building event, the last thing you need is to have to think about EVERYTHING to tell the attendees. We specialise in event logistics, and it comes naturally to us to write Joining Instructions, so we thought, as a little September gift, to write a free joining instruction template for you to use.

Our pleasure!

 

[ATTENDEE NAME]

[ADDRESS]

[DATE OF ISSUE]

 

Dear [ATTENDEE NAME],

 

We are looking forward to seeing you at [EVENT NAME] at [EVENT VENUE] on the [DATE OF EVENT]. Below you will find everything you need to know about the event.

You may want to expand on this paragraph to add a bit of context, such as where the event has been in the past, its growth and what may come in the future.

 

Event Agenda

Here you will want to add a simple table, they are easy to read and reference if your attendees are on their mobile device.

[TABLE TO INCLUDE: TIME, VENUE/ROOM, SESSION/ACTIVITY TITLE AND SHORT DESCRIPTION]

 

Aims & Objectives

Make sure your attendees are aware about the aims and objectives of the event.

[CREATE SMART OBJECTIVES SO YOUR ATTENDEES UNDERSTAND WHY THEY ARE THERE]

 

Venue

[VENUE NAME AND ADDRESS, PHONE NUMBER]

[INCLUDE BASIC VENUE DETAILS INCLUDING CLOAKROOM AND CONCIERGE FACILITIES]

 

Accommodation

[VENUE NAME AND ADDRESS]

[INCLUDE BASIC ACCOMMODATION DETAILS INCLUDING ROOM FACILITIES]

 

App Login

[EVENT APP LOGIN DETAILS AND BASIC INSTRUCTIONS FOR USAGE]

 

Catering/ Dietary Requirements

DELETE AS REQUIRED

Meals will be provided during your time at [EVENT] Please email [EMAIL ADDRESS] if you have any dietary requirements.

Meals will not be provided during your time at [EVENT] Please ensure you come prepared with Breakfast/Lunch/Dinner.

Restaurants are available in the local area.

Please ensure all receipts are kept for expense purposes.

 

Travel

A bullet point list of travel options by car, rail, and bus would be advantageous here.

[MAP]

 

Parking

Parking is vital for joining instructions. Many attendees will use the parking options you add here.

[MAP]

 

Dress Code

The dress code for [EVENT] is;

  • Black Tie
  • Business
  • Business Casual
  • Casual

 

Emergency Exits

During your time at [EVENT] please familiarise yourselves with the following emergency procedures.

[VENUE EMERGENCY PROCEDURES]

 

Key Contacts

  • Event Manager – [NAME], [MOBILE NUMBER]
  • Delegate Manager – [NAME], [MOBILE NUMBER]
  • Exhibition Manager – [NAME], [MOBILE NUMBER]
  • Other – [NAME], [MOBILE NUMBER]

 

Local Amenities & Contacts

  • Superstore – [NAME], [ADDRESS], [CONTACT NUMBER]
  • Petrol Station – [NAME], [ADDRESS], [CONTACT NUMBER]
  • Hospital – [NAME], [ADDRESS], [CONTACT NUMBER]
  • Dentist – [NAME], [ADDRESS], [CONTACT NUMBER]
  • Police – [NAME], [ADDRESS], [CONTACT NUMBER]

 

Interesting Reads

It may be beneficial to visit the following websites prior to attending [EVENT]

 

Social Media

The event has a twitter handle @TWITTERHANDLE

The event has a hashtag #HASHTAG

Please be sure to tag us in your photos and mentions throughout the event.

You can follow us on;

  • Facebook
  • Twitter
  • Instagram
  • LinkedIn
  • YouTube
  • Google+
  • Other

 

Filming and Photography

Please be aware that filming and photography will be taking place at [EVENT] at [TIME]. Footage will be made available after the event and can be found [LINK TO GALLERY]

 

We look forward to seeing you at [EVENT] on the [DATE]. If you have any questions, please email [PROJECT MANAGER] on [EMAIL ADDRES] or call [PHONE NUMBER]

 

Kind Regards,

[EVENTS TEAM]

So there you have it, your free joining instructions to copy, paste and edit your way to event success!

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