When hosting an event with multiple areas, you may need to update attendees about an upcoming session, inform them about an important expo, promote a specific event area, or announce competition winners. This guide explains how to send announcements to all attendees or a selected group of attendees during an event.
Making an announcement
To make an announcement:
- In the event venue, click the Horn icon.
- In the Announcements panel, click New announcement.
Note: Here you will also see all announcements previously made.
- In the Make an announcement window, in the Your announcement textbox, type your message (250 characters max).
Note: You can add emojis, but text formatting, images or GIFs are not supported.
- Under Announcement Preview, check how your announcement will be displayed within the event.
- Select who should see your announcement: Everyone or Specific audience. When selecting Specific audience, select the associated ticket types and schedule items:
- Schedule item: only displays to attendees that have added the selected segment to their Agenda, or those who are within the designated event area for that specific segment.
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Ticket type: only displays to attendees with the ticket types selected.
- Once ready, click Publish now.
✔ You will be prompted to confirm your choice. Click Publish now once again to proceed.
Deleting an announcement
To remove a test or irrelevant announcement:
- Click the Horn icon.
- In the Announcements panel, click the Bin icon next to the chosen announcement.
Warning: Signed-in users will have to refresh the page to get the announcement removed from their screen and the Notifications menu. Without refreshing the page, the deleted announcement will stay displayed on the screen (until closed) and stay listed in the Notifications menu.
Attendee experience
Once published, the announcement is displayed on the screen for everyone or for the specified ticket holders. After reading the announcement, attendees can close the pop-up window. The announcements will stay listed in the Notifications menu.
Q: How long does the announcement stay there?
A: Until it's closed by the individual attendee or replaced by a new announcement.
Q: What happens to the first announcement if I publish another one?
A: The first one will be replaced by the new one. However, all announcements will remain accessible in the Notifications menu.
Q: Which announcements will attendees arriving late to the event see?
A: Attendees arriving late will not see any pop-up windows with announcements made earlier but will be able to find all announcements in the Notifications menu.
Q: Will announcements show up in the RingCentral Events mobile app?
A: Yes, general announcements will appear in the mobile app as push app notifications and in-app banners. Users must ensure notifications are enabled within the app. To learn more, refer to the guide on Managing mobile app notifications.