Planning a City Event? Here’s How to Manage Communication With Ease

Summary

City events bring people together, but they also create complex communication challenges for municipal governments, event planners, and public information officers. This guide shows how to simplify the process with structured communication strategies that keep residents, staff, volunteers, and vendors informed every step of the way. You’ll learn how to send targeted event announcements, coordinate shifts, deliver real-time updates, and handle emergencies with speed and confidence. It also explains why SMS and voice broadcasting are the most inclusive tools for reaching diverse audiences, and how DialMyCalls makes event communication easy with mass messaging, segmentation, scheduling, and reporting features—all from one platform.

Step 1 – Notify Residents About the Event

The first part of planning any city event is simple: make sure people know about it. Posters and flyers still have their place, but digital communication is quicker, often more reliable, and easier to push out to an entire community.

Use Multiple Channels: SMS, Voice, and Email

Not every resident uses the same communication method. Some only use text messaging, some use only email, and many seniors respond much better to landline phone calls. According to NSW, using various communication channels SMS, voice broadcasts, and email reminders, organizers can reduce the chance of anyone missing an important announcement.

Segment Messages by Neighborhood or Zone

Citywide messages can be helpful, but the narrowness sometimes may not be ‘specific’ enough. With DialMyCalls, one can send different alerts to different groups based on their location. For example, residents living near the site of an event may need parking alerts, while all other parts of the city may need the date and time only.

Practical Example

• General reminder: “Reminder: City Festival this Saturday at Central Park, 10 AM. Food trucks, live music, and kids’ activities all day. We hope to see you there!”
• Neighborhood-specific alert: “Street parking near Central Park will be restricted during Saturday’s City Festival. Please plan accordingly.”

Why It Matters

Clear, timely communication reduces confusion and builds excitement. It makes residents feel involved when they get direct reminders as opposed to hearing about an event on the last day. Likewise, mass messaging is far quicker than methods like flyers and posters that rely on less consistent methods of communication, while still reaching thousands of people in seconds.

Step 2 – Coordinate Staff, Volunteers, and Vendors

Many people are working behind the scenes to ensure an event goes well, such as city staff, contracted vendors, and event-day volunteers. Event coordinators will tell you that one of the biggest hurdles to successfully coordinating an event is getting everyone to work off the same page. Missed shifts, not understanding set-up instructions, and changes being made last-minute can all mess things up without everyone communicating consistently, so it is crucial to keep everyone aware of important event details.

Send Shift Reminders and Role Confirmations

With DialMyCalls, coordinators can send out automated reminders before the event:

• “You’re scheduled at Gate A, 8 AM. Please check in with the security lead on arrival.”
• “Volunteer reminder: Water station setup begins at 7:30 AM. Meet at the main tent.”

These brief reminders are an efficient and effective way to reduce event no-shows and ensure everyone knows the intended time and place.

Provide Setup Instructions Ahead of Time

No longer do you need to print paper notices to hand out (while you hope they read it), or email notifications to send (while you also hope they review it). Planners can personalize set-up instructions with any special requests and send to staff and vendors via SMS or voice, for example: For example:

• “Stage equipment delivery: Access from 5th Street by 6 AM. Parking passes available at City Hall.”

Keep Vendors in the Loop

Vendors, whether it be food trucks, sound crews, or rental companies, are usually doing your event while doing several other events in the same period. And to be honest, this allows many opportunities for event particulars to fall through the cracks, or even worse, lag behind. So, sending them a helpful reminder, no matter how short it might be, could prove to be helpful. You can remind them about booth assignments or provide a supportive comment if you understand that traffic will be challenging when arranging pedestrian flow. Simple actions like this really can save you time later.

Why It Matters

When people know what’s going on, they do their jobs better. And it’s not just about one person being on time—it’s the whole operation. If a crew feels informed, they will feel confident, and all that confidence means everything will run smoothly. A 15-minute delay at a big city event is no small thing;  it can throw schedules off and frustrate residents who expect things to just work. That’s why clear and consistent reminders matter. They cut out confusion, keep people accountable, and make sure the experience for the community feels like it should—organized, steady, and worth showing up for.

Step 3 – Provide Real-Time Updates During the Event

Even the best-planned city events sometimes run into surprises. Unpredictable weather, full parking lots, or a reroute in traffic are the types of unknowns that can all cause an event to be delayed in some capacity. If things change in a big event, and the attendees don’t hear about it, or hear about it quickly enough, they could end up being delayed, frustrated, and it could change their overall impression of the experience they were expecting.

Send Immediate Alerts When Things Change

Planners can send updates on DialMyCalls using SMS, voice, and or email immediately. Rather than through word of mouth or hoping that someone is checking a website for updates, every attendee receives the information directly into their device.

Practical Examples

• Weather update: “Parade start delayed 15 minutes due to rain. Stay tuned for the new start time.”
• Parking alert: “The Central Park lot is now full. Additional parking available at 5th & Main.”
• Traffic notice: “Expect delays near Elm Street. Please use Pine Avenue for entry.”

Why It Matters

Providing live updates reduces confusion, offers a level of comfort, and makes attendees feel cared for. When attendees know what is going on in real time, they will be more willing to remain engaged and less inclined to leave early. For city staff and public information officers, these fast updates will not only relieve stressful call center volume but will also preserve public trust.

Step 4 – Manage Emergency Alerts Quickly

City events are not only about the logistics; rather, they are about the safety of the public. When emergencies strike, public safety officials rely on timely and reliable systems to alert communities and keep people safe, noted Ready.gov. In City events, you will experience many situations from ‘lost child’ to the much more serious ‘potential security threats’ or ‘medical emergencies,’ so speed of communication can be critical. The sooner information is disseminated to staff and event goers, the sooner any issue can be relegated to the past.

Broadcast Critical Alerts Immediately

With DialMyCalls, urgent or emergency alerts can be sent in seconds to staff members, volunteers, or the public. This keeps them informed about what happened and any possible action to take. For example:

• “Missing child alert: 6-year-old girl, red jacket, last seen near the food court. Staff, please check your assigned zones.”
• “Event paused due to safety concerns. Please remain in designated areas until further notice.”

Enable Two-Way Communication for Responses

Emergencies aren’t one-way situations. Two-way texting or SMS offers the ability for staff or volunteers to respond to received information in real-time; for example, confirming that a child has been found or reporting a situation to security. Having it two-way and utilizing a feedback loop can reduce or shorten the time from incident to resolution and keep command team members informed.

Why It Matters

Timely, coordinated alerts can alleviate panic, minimize risks, and show the public that city officials are acting decisively. In today’s climate, residents now expect prompt action and transparency when matters of securing lives are called into action. When a solid and dedicated communication system is in place to safeguard the attendees, it also helps to build trust between the community and the local government.

Step 5 – Gather Feedback After the Event

The work doesn’t stop once the event ends! Feedback from residents, staff, and vendors is essential for improving future events and for a total overall evaluation of the success of an event. Without the feedback, planners will only be guessing what went well and what needs to be changed.

Send Quick Surveys by SMS or Email

Short and simple surveys have the highest response rates. Using DialMyCalls, you are able to send a text poll or a link to a survey immediately after the event, and while it is still fresh on people’s minds.

Practical Examples

• Resident poll: “Rate your experience at City Festival (1–5). Reply with your rating.”
• Volunteer survey: “Thanks for helping with the City Parade! Share your feedback here: [link].”
• Vendor follow-up: “Were event logistics smooth? Reply YES or NO, and add comments if you’d like.”

Why It Matters

Surveys provide data, but also stronger community engagement. Residents are more likely to engage with the community when they feel like their voice is heard. For city staff, feedback received from surveys provides an opportunity to find concrete actions, including: improving crowd management, making better scheduling decisions, or making future events more accessible. This feedback loop will lead to an increased level of trust, transparency, accountability, and citizen satisfaction.

Why SMS + Voice Are Perfect for City Events

City events include many unique demographics—residents and their families & communities, municipal staff, and volunteers—so communication must consider the audience, and not just the planners’ convenience. Using SMS and voice together forms the most inclusive and reliable way to achieve it.

SMS Gets Seen and Opened

Text notifications are incredibly hard to ignore. SMS engages audiences with an open rate greater than 95%; it is one of the most effective ways to communicate to large groups instantly. For city festivals, parades, or marathons, SMS assures residents will see important reminders about the event, timely updates that need immediate attention, and urgent alerts when problems arise.

Voice Calls Cover Non-Digital Audiences

Not every audience has an affinity towards texting or social media. Seniors, for example, are more likely to answer a phone call before even glancing at a text. Voice broadcasts ensure that these residents still receive important announcements, such as schedule changes, parking alerts, or emergency notifications.

Multi-Channel Inclusivity

Using SMS, voice, and email together leaves less room to miss an alert. A parent quickly rushing through the day’s events may only see a quick text, while another resident may prefer a voicemail option. Multi-channel communication provides that feel-good decision for city officials that fully meet their social equity and accessibility mandates—providing every resident the same fair chance to be a participant in their city!

How DialMyCalls Makes It Simple

Organizing a city event no longer has to mean using multiple systems or trying to figure out outdated systems. With DialMyCalls, everything can be done from one simple platform made for speed, scale, and accountability.

Mass SMS, Voice, and Email in One Platform

Whether you are sending out a citywide community message, a staff/volunteer reminder to show up for a shift, or a last-minute revision on a weather advisory notice, DialMyCalls can send an SMS, voice, and email message instantly from the same dashboard.

Segmentation for Different Audiences

Not every group needs the same information. For example, residents may only want limited information about event details or traffic updates, whereas staff and volunteers need information to detail their shifts and information about setup. DialMYCalls allows you to easily segment audiences and ensure each group receives the correct information at the correct time.

Templates and Scheduling for Efficiency

Save time by creating templates for common alerts like “Event Reminder,” “Parking Update,” or “Volunteer Check-In.” Combine that with scheduling features, and you can line up reminders days or weeks in advance, reducing last-minute stress.

Reporting for Accountability

After every broadcast, DialMyCalls provides reports that show who received your message, who listened to it, and who responded. For Public Information Officers or City Councils, official reporting like this ultimately provides accountability and transparency, plus it can help you identify if your communication goals were achieved.

Rather than piecing together emails, calls, and social posts across different systems, DialMyCalls provides every tool you need in one place. That simplicity is what transforms communication chaos into a smooth, organized process—regardless of the size of the event.

Conclusion

The success of city events can hinge on communication. If residents know what to expect, staff and volunteers are on the same page, and emergency updates are communicated easily and immediately, your city event can truly go off without a hitch. The right communication system removes the uncertainty, builds trust, and organizes even the largest events.

DialMyCalls gives city councils, municipal governments, and event planners what they need to make it a reality. With mass SMS, voice, and email messages, all from one platform, you can keep every stakeholder informed about the event throughout the entire period. From announcements and real-time event updates to emergency alerts and post-event surveys, communication has never been easier.

The next time you host a city event, you can do so with confidence. Start your free trial with DialMyCalls today and see how easy it is to keep your community connected.

---

Event Communication FAQs

---

How do cities communicate with residents during events?

Many cities use a multi-channel approach, utilizing SMS, voice broadcasts, and email together, in order to get information out to residents quickly. For example, tools like DialMyCalls allow officials to send out announcements to thousands of people in a few seconds, so that information doesn’t get lost amongst social feeds and crowded inboxes.

---

What’s the fastest way to send emergency event alerts?

Mass SMS and voice broadcasting are the fastest ways to notify large groups during emergencies. With DialMyCalls, city staff can send urgent alerts instantly, and even enable two-way texting so responders or staff can reply with updates in real time.

---

Can staff and residents get different messages?

Yes. With the segmentation feature on DialMyCalls, event organizers can send updates to specific audiences. For example, residents may receive updates on parking, while staff receive reminders about security checkpoints, or shift changes.

---

Is landline texting possible for city events?

Standard landlines can’t receive SMS, but they can receive automated voice broadcasts. DialMyCalls ensures inclusivity by reaching residents on both mobile phones (via SMS) and landlines (via voice calls).

---

How do cities collect event feedback?

Post-event surveys are easy to share via SMS and email. Cities can send simple polls like “On a scale from 1–5, how would you rate your experience at City Festival?” or link to a longer online survey. With DialMyCalls, these follow-ups can be sent immediately after the event, while the experience is still fresh in the minds of people!

---

• Previous Article