How to Send Automatic Reminders to Clients and Suppliers Before a Social Event (Using Make)

When an event is approaching, clear and timely communication with everyone involved is key. But if you rely on manual reminders, copied emails, and last-minute messages… you know mistakes are just around the corner.

That’s why automating reminders is one of the most effective improvements you can implement today using Make.

Here’s how we helped an event agency do it in 4 simple steps:

🧩 Step 1: Centralize Event Data

It all starts with a clear database. In this case, the agency already had the following data organized in a table (this could be in Google Sheets, Monday.com, Airtable, or any tool that connects with Make):

Event name
Date and time
Responsible client
Assigned vendors
Contact emails and phone numbers
Confirmation status

This is the starting point for automation.

⚙️ Step 2: Create a Scenario in Make

We created a scenario in Make that runs daily and searches for events happening within the next 24 to 48 hours.

The scenario does the following:

Identifies upcoming events
Pulls client and vendor contact information
Generates a personalized email or WhatsApp message
Sends the message automatically

You can also set it up to send multiple reminders (e.g., 3 days before, 1 day before, and the morning of the event).

✍️ Step 3: Personalize the Messages

We created message templates that include:

“Hi [name], just a reminder that the event [event name] will take place on [date] at [time]. Please confirm your attendance or let us know if you need anything else.”

Messages can be customized based on the type of recipient (client, technical vendor, catering, staff, etc.).

📩 Step 4: Automatic Confirmations and Follow-Up

With Make, you can also:

✅ Automatically log who confirmed
✅ Resend reminders if there’s no response
✅ Notify the event coordinator if something is still pending

Not yet in monday.com or Make? Create your free account.

💡 Final Result

The agency that implemented this solution:

✅ Eliminated 100% of manual reminders
✅ Reduced coordination errors in key events
✅ Improved the experience for both clients and vendors
✅ Freed up time to focus on logistics and service quality

Want to do the same for your agency?

Once you set up your Make scenario, the system will work for you every day.

👉 Contact us and we’ll show you how to customize it for your events.