Messaging
Communicate with side event organizers through scheduled or instant messages. Satellite provides a unified communication channel—no more chasing people across five platforms.
Why Message Side Event Hosts?
Side event organizers are an extension of your conference ecosystem. Staying in touch helps everyone succeed:
- Welcome new hosts — Share calendar links, guidelines, and let them know their event is live
- Coordinate logistics — Badge pickup times, venue access, load-in schedules, parking info
- Broadcast safety alerts — Weather warnings, security updates, emergency protocols
- Offer cross-promotion — Feature events in your newsletter or social channels
- Gather feedback — Learn what worked and what to improve for next year
Message Types
Instant Messages
Send immediate messages to event hosts. Type your message in the composer and select the send button.
Use the Advanced option to customize:
- Recipients
- Subject line
Scheduled Messages
Plan messages to send at a specific time. Create a new scheduled message by selecting New.
Configure:
- Recipients — Select which organizer groups receive the message
- Subject — Email subject line
- Message — Rich text content
- Schedule — Choose when to send (immediate, relative time, or specific date)
Automated Messages
Toggle automatic notifications sent when side event applications change status:
| Message | Trigger | Default |
|---|---|---|
| Pending | Event submitted for review | On |
| Approved | Event approved and shown | On |
| Declined | Event hidden from calendar | Off |
Select any automated message card to customize its content. Each can include a custom message that appears in the notification email.
Customize automated messages to match your conference’s tone and include relevant information like guidelines or contact details.
Email Notifications
When Approved
- Subject: “Side event approved | [Event Name]”
- Content: Confirmation that their event is live on your calendar
- Includes: Link to view their event
When Declined
- Subject: “Side event declined | [Event Name]”
- Content: Notification that their event was not accepted
- Includes: Tips for improving future submissions
Both emails support custom messages that you can configure in the Messaging section.
Organizer Reminders
Conference organizers receive daily reminders at 2:00 PM UTC about pending side event applications. The reminder includes:
- Count of pending applications
- List of recently submitted events (within the last 7 days)
- Link to the calendar management page
Communication Best Practices
Before the Conference
- Welcome new organizers as they’re approved
- Share logistics guides and resources
- Establish communication expectations
- Introduce your team contacts
During the Conference
- Send daily briefings with relevant updates
- Broadcast emergency information immediately
- Coordinate last-minute changes
- Facilitate cross-event collaboration
After the Conference
- Thank organizers for participating
- Gather feedback on the experience
- Share ecosystem-wide metrics
- Invite them to future conferences
Establish emergency communication protocols before your conference starts. Ensure organizers know how urgent messages will be delivered.
Permissions
You need the “Admin” or “Messaging” permission to send messages to side event organizers.
FAQ
Why can’t I send messages?
You need the “Admin” or “Messaging” permission. Contact another admin to update your permissions.
Can I customize automated emails?
Yes. Select any automated message card to edit its content.
How do I send a message to specific organizers?
Use the targeted communication filters to narrow recipients by event date, type, location, or other criteria.