July 30, 2025 | 2 min read
WhatsApp Groups: Fast and Effective Event Communication
WhatsApp Groups are a fast and effective way to keep your event participants informed. With just a few taps, you can share real-time updates, last-minute changes, or important reminders—directly to their phones.
How to Create a WhatsApp Group
- Open WhatsApp Business: Launch the WhatsApp Business app on your smartphone.
-
Start a New Group:
- On Android: Tap the "New chat" icon (green circle with a speech bubble) in the bottom right corner, then select "New group."
- On iPhone: Go to the "Chats" tab, tap the "New Chat" icon (square with a pencil) in the top right corner, then select "New Group."
- Add Participants: Select at least one contact to create the group. You can remove them later if you want, but you need at least one participant to initiate the group creation.
-
Name Your Group:
- Enter a clear and descriptive name (e.g., Company Announcements, [Event Name] Updates). This is what your members will see.
- You can also add a group icon (picture) at this stage, which is highly recommended for branding.
- Create the Group: Tap the green checkmark or "Create" button to finalize the group creation.
-
Configure Group Settings for Admin-Only Messaging: This is the crucial step to prevent members from replying.
- Enter the newly created group chat.
- Tap on the group name at the very top of the chat screen. This will take you to the "Group info" screen.
- Scroll down and tap on "Group settings".
- Tap on "Send messages" (or "Who can send messages").
- Select "Only admins".
- Tap "OK" or "Done" to confirm the change.
Share the Group with Participants
Use this message template in Eventact to invite participants to join:
Subject: Get Real-Time Updates for [Event Name] on WhatsApp!
Hi [Registrant Name],
Stay fully informed during [Event Name]! Join our official WhatsApp Announcements group for real-time updates on schedules, important reminders, and exclusive alerts.
👉 Join here: [Your WhatsApp Group/Community Invite Link]
We can't wait to see you there!
Best,
The [Your Event Name/Organization Name] Team
Pro Tips
- Use an invite link to make joining easy.
- Set expectations: mention it's for announcements only.
- Add Admins if needed.
- Mind privacy: Group members can see each other’s phone numbers. For large events, consider using WhatsApp Communities.
Need help coordinating? Contact us at support@eventact.com