đź“Ł Communication Timeline & Sample Messages for Virtual Events
Effective communication is critical to the success of your virtual or hybrid auction. This guide gives you a sample messaging timeline—from early promotion to event night follow-up—so you can stay connected with your audience every step of the way.
ℹ️ This guide provides general recommendations. Every event is unique—feel free to adjust based on your goals, schedule, and audience.
đź“… Timeline: When & What to Send
⏳ Several Weeks or Months Before the Event
Keep your audience informed and engaged early.
Recommended Messages:
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Save the Date
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“Mark your calendars! Our event is coming soon—get ready to bid, watch, and give back!”
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Auction Opening Details
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“The Silent Auction opens [DATE]! Live items start [DATE & TIME]. You won’t want to miss it!”
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Item Donation Reminder
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“Have something to donate? Use our form here: [landing page link]”
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Tickets & Sponsorships
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“Reserve your spot today! Purchase tickets or become a sponsor: [ticket page link]”
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📆 Few Days Before the Event
Get your registrants excited and remind latecomers to register.
Sample Messages (All Bidders Filter):
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Registration & Bidding Reminder
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“Remember to REGISTER to bid! Items go live on [DATE]. Add your credit card during registration. [landing page link]”
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Friendly Countdown
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“[f], we can't wait to see you on [event day]! Silent items open [DATE], and the livestream begins [DATE & TIME]. 🎉”
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Auction Hype
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“Auction opens TOMORROW! Your bidder number is #[b]. Sponsored by [Sponsor]. Let’s raise funds together! [u]”
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đź’ˇ Include shortcodes like [f] for first name or [u] for a universal login link to personalize each message.
đź•’ Day of the Event
Time to ramp up engagement!
Silent Auction Live Message:
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“The Silent Auction is LIVE! Bid high, bid often—every dollar supports [ORG]. Happy Bidding! [u]”
Item-Specific Promo:
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“Want that Peloton? Better pedal fast—bid now before it’s gone! [item link]”
No Bid Reminder:
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“[f], check out items that have no bids! Tap here [u], then click MENU > No Bid Items.”
Event Engagement Idea:
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“All dressed up with nowhere to go? Post a pic in your ORG gear using #Org on Facebook to enter our Costume Contest!”
🎥 Day of the Livestream
Send real-time reminders to join the main event.
Livestream Starts Soon:
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“Join us for the LIVESTREAM + LIVE AUCTION at 7:30 PM! Tap here to watch: [u]”
Final Auction Push:
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“Auction ends TONIGHT! Silent Auction closes at 8 PM. Let’s break our fundraising record! [u]”
🌙 Night of the Event
Wrap up the auction and guide bidders to checkout.
Livestream Going Live:
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“We’re LIVE from [Event Place]! Join us now: [u]”
Live Auction Closed:
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“Live Auction is CLOSED. Didn’t win? You can still donate here: [donation link]”
Auction Close Thank You:
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“Silent & Live Bidding are now closed. Thank you for supporting [ORG]!”
Checkout Reminders (Bidders Not Checked Out Filter):
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“Hi Winning Bidder! Thanks for participating. Tap here to pay for your items: [u]”
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“Look for the red PAY button or the shopping cart icon to complete your checkout: [u]”
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“Auto checkout runs at 8 PM tonight. Questions? Call us at 123-456-7890.”
⚠️ If you’re using auto-checkout, give bidders a heads-up to avoid surprises!
📬 After the Event
Send thank-yous and keep the momentum going.
Follow-Up Message:
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“[f], your support means the world to us! Stay connected via Facebook, Instagram, and our newsletter. See you next year!”
Thank You Message:
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“[f], we’re so grateful for your support! Thanks for joining this year’s event—we hope you had fun!”
âś… Final Checklist
✔️ Use shortcodes to personalize messages
✔️ Set up Mass Messaging filters (e.g., All Bidders, Not Checked Out)
✔️ Include universal login links [u] in key messages
✔️ Automate early messages and schedule event-day alerts
✔️ Send a warm thank-you message to close it out