Simplifying Event Management With Baluu Custom Booking Software: Pre-Event Notes, Auto-emails, and More

Good communication is at the heart of every successful event. In fact, a study by leadership consultancy Fierce, Inc. found that 86% of employees cite lack of collaboration or ineffective communication as the main source of workplace failures (Fierce, Inc.). In events, the impact is just as significant—no-shows, confusion, and disengaged attendees often stem from unclear or inconsistent messages.

This proves one thing: if you want to run events that people attend, enjoy, and remember, communication and planning matter—they can’t be left to chance. It must be intentional, structured, and consistent.

Organising Events: The Challenge

Organising events is both exciting and challenging. The ability to balance logistics, communication, and engagement is essential for successful event management. From creating engaging content to handling payments, messaging, and logistics, organisers must find smart ways to make things easier for their team, attendees, and clients. Organisers also need to decide on key event details such as content, timing, and logistics to ensure everything runs smoothly.

This is where Baluu stands out. The platform provides all-in-one features that help business owners, providers, and educators manage their events with confidence. Baluu enables organisers to focus on what matters most by simplifying complex tasks and allowing them to prioritise critical aspects of their events. Two standout tools—pre-event notes and automated emails—are designed to streamline the process, strengthen interaction, and ensure professional delivery.

Why Pre-Event Notes Are Essential

When you’re preparing for a workshop, conference, or class, pre-event notes can make all the difference. Baluu allows organisers to attach detailed instructions, learning materials, or guidelines directly to each booking.

These pre-event notes give students, clients, and attendees the chance to review information before they participate, helping them arrive well-prepared and better understand the event's objectives and content.

For example, you can share:

• Safety security requirements.
• Setup processes or equipment checklists.
• Reading resources or study material.
• The theme and agenda of the session.
• What will be present during the event, such as speakers, presentations, or entertainment.

Organisers can develop effective pre-event notes by brainstorming ideas and collaborating with their team to ensure all important details are included. Taking the time to write clear and concise pre-event notes is essential for successful event preparation.

Whether your company is hosting a creative writing workshop or a corporate training session, pre-event notes help to establish clear expectations and improve the overall learning environment. In practice, this ensures better understanding of event concepts, reduces confusion, and allows participants to apply knowledge effectively.

For organisers, it’s also an efficient way to keep track of examples, schedules, and any essential data required for the day.

Auto-emails: Professional Messaging in Real Time

Even with great planning, event organisers often struggle with consistency. Missed confirmations, forgotten reminders, and last-minute updates can lead to poor experiences.

Baluu solves this with automated emails—or auto-emails—that keep participants informed in real time. Instead of having to rely on manual updates, organisers can automate their outreach.

Auto-emails can:

• Confirm bookings and payments.
• Share pre-event notes and practical guidelines.
• Send reminders to reduce no-shows.
• Request review feedback after the event.
• Provide follow-up support or marketing offers, including a link to additional resources or event materials.
• Give customers the option to sign up for your newsletter, helping you engage them beyond a single booking.

These automated messages strengthen relationships with your clients, build your brand, and allow you to consistently deliver value. Auto-emails also integrate with Baluu’s comprehensive event management system, meaning you can manage your events and messaging anywhere, anytime.

What to Include in Pre- and Post-Event Notes for Attendees

The most effective pre-event notes go beyond basics. They should provide attendees with everything they need to feel prepared, such as arrival details, safety security steps, equipment lists, entertainment options, or extra resources. Organisers should refer to the event's goals and brand when preparing notes to ensure consistency and alignment. For instance, a yoga instructor might remind people to bring a mat and water as part of good practice, while a business trainer could attach slides or a short reading pack. It's also important to organise attendees into groups for targeted communication, such as group messaging or managing group bookings.

Equally important are post-event notes, which keep the relationship alive once the session ends. These can include a summary of key concepts, links to recordings, or personalised thank-you messages. A cooking class might share the recipe demonstrated, while a corporate event organiser could send a recap with action points. Post-event notes can also facilitate networking among participants by encouraging knowledge exchange and future collaborations. Together, pre- and post-event notes not only improve the experience but also reinforce your brand and encourage repeat bookings.

How to Set Up Notes and Auto-emails

To use Baluu's features, users first need to create an account. Once registered, you can set up and manage notes via the web platform for easy online access.

Setting up pre-event messaging in Baluu is simple: go to your listing, click Manage, then select Notes & Auto-Emails to add your pre-event notes (and optional post-event notes). After a customer books a session, they’ll receive a confirmation email with class and payment details (which usually serves as an invoice). Immediately after, they’ll get another email—“You have a new message from [course name]”—that includes your pre-event notes. Attendees can access these pre-event notes directly through their email or by logging into their dashboard.

If you want to schedule a reminder, go to Service → Settings → Reminders. By default, reminders are set to send 3 days before the event, but you can change this to any timing that fits your plan, with a range of scheduling options available. If you’ve added pre-event notes, they’ll be automatically attached to the reminder email, ensuring attendees are not only reminded but also fully informed.

Adding Post-Event Notes

Baluu also makes it easy to follow up with attendees after the session. Once an event has taken place, participants automatically receive a “Thanks for coming” email. Baluu is effective in delivering post-event notes to all attendees, ensuring everyone receives important information. If you’ve included post-event notes, these will appear in the same message—such as a recap, links to further resources, or a recipe from a cooking class. Post-event notes can also supply additional resources or materials that help reinforce the event’s key takeaways. Taking the time to write thoughtful follow-up messages is important for building lasting relationships. If you haven’t added any notes, the message simply thanks them for attending. You can also enable the review request option, so participants are invited to share feedback. This small step helps you engage your audience and continually improve your services.

Using the Dispatch Center

Sometimes customers claim they haven’t received an email or important details. To help check, Baluu provides the Dispatch Center—a central place where users can see exactly what messages were sent, to whom, and when. The Dispatch Center leverages advanced technology to streamline communication tracking, making it efficient and reliable.

Users can operate the Dispatch Center from any computer by going to your dashboard, selecting Notifications, and clicking on Dispatch Center. You’ll see a log of confirmations, reminders, pre-event notes, and post-event follow-ups. This tool makes it easy to:

• Verify that an email was sent.
• Check the exact time it went out.
• Identify the type of messages sent (confirmation, pre-event, reminder, post-event).
• Solve situations where attendees claim they haven’t received information.

By using the Dispatch Center, organisers maintain transparency, build trust, and show both clients and customers that they are organised and reliable.

Conclusion

Running successful events isn’t just about logistics—it’s about thoughtful preparation and professional follow-up. Baluu gives organisers the tools to create better experiences through pre-event notes, auto-emails, and post-event follow-ups. Combined with the Dispatch Center, these features allow you to solve problems quickly, strengthen your brand, and engage with attendees at every stage.

From small workshops to international conferences, Baluu empowers providers, educators, and businesses to plan smarter, manage efficiently, and deliver memorable events that keep people coming back.

Learn more:

Maximising Engagement in Multi-Day Courses with Baluu Custom Booking Software

Introducing the New Baluu Customer Support Center

How to Rank Higher and Get More Bookings with Baluu Custom Booking Software

After School Activities: How to Attract Parents in the Back-to-School Season with Baluu Custom Booking Software