Try this recommended communication cadence:

2-3 weeks before event:

• Create an Event on the Events tab of your Chapter’s Facebook group. Be sure to invite everybody in the group. You can find templates for creating an Event here!

• Send out an Event Invite email. You can find a template here!

1-2 weeks before event

• Share your Facebook Event as a post in your Chapter’s group.

• Check the RSVPs in the Event and monitor any posts, comments, or messages you may have received in the Event or Chapter group page.

• Reply to any email responses about the event.

• Post the Event Reminder in your Chapter’s group—template here.

• Send out the Event Reminder email—template here.

1 week before event

• Check the RSVPs in the Event and monitor any posts, comments, or messages you may have received in the Event or Chapter group page.

• Reply to any email responses about the event.

• Optional: create a post in the Event and/or on the main Chapter page, drumming up excitement. Tag people you’d love to see there!

• If applicable, contact your venue or the Chapter member who’s hosting to confirm event reservations—and to confirm any important details (like discounts they’re offering, items you’re bringing, parking arrangements, etc.).

• Optional: send out an email expressing excitement for the event and sharing any fun details that might compel Chapter members to attend!

1-2 days before event:

• Contact your venue or host to confirm your reservation and head count. Confirm who your point of contact will be day of the event. Ask whether your guests need to know any relevant information (such as cashless pay for food/drinks, whether you are in a private room or at a reserved table, where to park their cars, etc.)

• If guests need to know any information—share it in a post in the Facebook Event, plus send a quick email.

• If applicable, post and send any updates or cancellations, due to weather/etc.

As Chapter Lead, you want to build an inclusive community where every member feels heard and happy. But it’s important to balance the needs of the entire group too!

A friendly response goes a long way! Start by expressing gratitude and understanding, and finish by inviting them to be involved in future events.

Example:

“I’m so glad you asked, because I really want to make sure you can attend and enjoy these events. Although I’m not able to change this event, we’ll have all kinds of events at different times and locations during the year! I’d love to hear your suggestions for dates, times, themes, or venues if you’d like to send me an email or respond to one of my Facebook Polls/posts!”

2 Ways to Involve Chapter Members

• Create Polls on your Chapter Facebook group before planning your next event. Use one Poll to identify the dates/times most likely to draw attendance by providing a few options and letting members vote. Use another Poll to share potential a few event themes and locations, so you can gauge what most excites most members.

• Send out an email and/or make a Facebook post asking your Hagerty Drivers Club member to recommend great venues or volunteer to host for future events!

It goes a long way towards building community when Chapter Leads offer a little extra support to help everyone in the group participate.

Here are some easy ideas:

• Remind them that the Facebook Event or Email Invite contain the address for the event.

• Send a link to the location using Apple Maps, Google Maps, etc. and let them know they can use the “Directions” button to get step-by-step guidance.

• Reassure them that even if they join the party late, they’ll still be able to participate in the fun.

• If someone needs to carpool, offer to create a post or email on their behalf!

Stay polite, friendly, and gracious—and don’t burn any bridges. You never know when you will need to reach out to that venue again, and we always want to represent Hagerty Drivers Club with professionalism and kindness!

Take this 3-step approach:

1. Edit the Facebook Event information to make sure it’s updated.

2. Write a post in the Facebook Event AND a post in the Chapter group, letting everyone know that event details have changed—and pointing them to the Event page for information. Template here.

3. Send an email, letting your Chapter know that event details have changed…and providing the exact updates!