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💬 Virtual Communications Guide (Best Practices & Messaging Timeline)

Clear, timely communication is essential for the success of your virtual or hybrid fundraising event. Use this guide to plan out when and what to send to your bidders before, during, and after the event to drive registrations, engagement, and donations.

💡 Tip: We recommend adding the Mass Messaging Add-On to send emails and texts to guests directly from the ClickBid admin. You can send messages using filters like "All Bidders" or "Bidders Not Checked Out" to target the right audience.

📆 Several Weeks or Months Before Event

Start planting the seeds for success by generating excitement and collecting early RSVPs.

📢 Save the Date Announcement

  • Introduce the event and its mission

  • Mention event format (virtual, hybrid, livestreamed)

📅 Key Dates to Announce:

  • Auction Open

  • Auction Close

  • Livestream Start

  • Donate an Item (embed the Item Donation Form on your landing page)

  • Ticket and Sponsorship Info (include link to Ticket Page)

📣 Few Days Before Event

Send reminders to register, browse items, and get ready to bid.

📩 Email/Text Message Examples:

Bidder Reminder Message: 

  • “Remember to REGISTER to bid! (landing page link)
  • Silent Items open on Wednesday, March 3 at 2 PM
  • Live Items go live on Saturday, March 7 at 7:30 PM
  • Bidders will be prompted to enter credit card info during registration.”

All Bidders Filter:

  • “[f], we can't wait to see you on EVENT DAY!
  • Reminder: SILENT items open March 3 at 2 PM and the LIVESTREAM starts March 7 at 7:30 PM.”

Auction Opening Reminder:

  • “ORGANIZATION auction opens tomorrow!
  • Your bidder number is #[b]. We are sponsored by ___.
  • Let’s raise the roof and raise funds for ORGANIZATION! [u]” 

📅 Day of Silent Auction Opening

All Bidders Filter:

  • “🎉 Silent Auction is now LIVE! Bid high and bid often! [u]”
  • “Bidding on the Peloton package should be no sweat — but winning it... now that’s another story! 🚴 Bid now: ITEM LINK”
  • “[f], don’t forget to check out our No Bid Items. Tap here [u] ➡️ Menu ➡️ No Bid Items. Happy Bidding!”

🎥 Day of Livestream

Livestream Reminders:

  • "Join us for the LIVESTREAM & LIVE AUCTION at 7:30 PM! Tap to join [u]”
  • “Here we go! EVENT NAME’s auction ends TONIGHT!
    Silent Auction closes at 8 PM — let’s make it record-breaking! [u]”
  • “🎬 Stay tuned — Live Auction kicks off tonight at 7:30 PM sharp! [u]”

🌙 Night of Event

Live Event Reminder:

  • “ORG is LIVE from the EVENT VENUE — let’s get this party started! 🎉 Join us here: [u]”

Live Auction Close:

  • "🚨 Live Auction is now CLOSED
    Didn’t win? 💔 You can still make a difference!
    Donate now: EVENT LINK”
  • “Silent and Live bidding are now closed. Thank you for supporting ORGANIZATION!”

🛒 Checkout Reminders

Bidders Not Checked Out Filter:

  • "Hi Winning Bidder! 🎉 Thank you for participating in our event. Please complete your payment here: [u]”
  • “Tap the red PAY button or shopping cart icon to check out: [u]”
  • “Friendly reminder: checkout ends at 8 PM tonight for EVENT NAME.

    If you need assistance, call us at 123-456-7890.”

📤 After the Event

Thank You + Follow-Up Messages (All Bidders Filter):

  • “[f], your support means the world to us! 🌟
    Thanks for making this year a success.
    Stay connected with ORGANIZATION on Facebook, Instagram, and our e-newsletter!”

Final Thank You:

  • “[f], we are so grateful for your support! ❤️
    Thank you for participating in this year’s event — we hope you had as much fun as we did.
    See you next year!”