Prepare Your Participants’ Experience with a Pre-Event Email about the Ventla app

An early, well-crafted email is the fastest way to get participants to download and start using your Ventla event app. It not only drives app adoption, it also sets the tone for an engaged event community before anyone even arrives.

Why this email matters

Sending a dedicated pre-event message helps guests:

• Download and log in to the app before the event rush

• Explore the programme and start personalising their agenda

• Understand how they will interact with speakers, polls and push notifications

• Arrive ready for a smooth QR-code check-in at the door (if enabled)

Customise before sending

The email below is a starting point. Adjust it to match:

• The features you have activated (for example live/on-demand sessions, sponsor pages, activity feed, help desk etc)

• Any menu names you have changed in your event app

• The exact download or login instructions you are using

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Sample pre-event email

Subject: Your event app is ready – introduction to Ventla

We are so happy to see you join us!

Our event will use the Ventla app to keep everything in one place. Please install the app and join the event using the personal link you received by email.

Inside the app you’ll find everything you need: venue details, full programme, speaker information, menus and more. Take a few minutes to explore the tabs and tap the sessions that interest you to see full details.

Personalise your experience

• Build your own agenda: in the Programme tab, tap the flag next to any session you plan to attend. Your selections will be saved under My Programme.

• Share updates or photos in the Activity Feed to connect with other participants.

• Add a photo and short bio to your profile so others can see who you are. You’ll find your profile at the top of the app.

Fast entry with your QR code Your personal QR code for check-in is stored in the app in the left hand menu. Show it at the entrance on arrival for quick, contactless access.

Stay informed on Ventla During the event you’ll receive live updates, polls and speaker questions in the Dialogue tab. Push notifications will alert you whenever something new is posted.

Tips for a smooth experience

• Make sure the app is updated to the latest version.

• Refresh content during the event by swiping down on the screen or tapping the refresh icon (the circular arrow) in the top right corner.

We look forward to welcoming you and making the most of the Ventla app together.

Best regards, Your event team