How to Use Text Messages to Fill Seats at Your Next Town Hall Meeting

You've scheduled a town hall meeting. You've booked the venue, prepared your talking points, and set up chairs.

Now you need people to actually show up.

Email invites? They sit in inboxes, unopened. Facebook events? Buried in newsfeeds. Flyers? Straight to the recycling bin.

Text messages, on the other hand, get read—and they get results.

This guide shows you exactly how to use text messaging to fill seats at your next campaign town hall, forum, or community meeting.

Why Text Messages Work Better Than Email for Event Invites

Let's compare the numbers:

Method	Open Rate	Typical Attendance
Email invite	20-30%	5-10% of invites sent
Facebook event	Varies (algorithm-dependent)	10-20% of those who RSVP "yes"
Text message invite	98%	30-50% of those who reply "yes"

Why the difference?

Texts get opened immediately – 90% within 3 minutes
Texts feel personal – Like a direct invitation, not a mass announcement
Replying is easy – Just type "YES" or "NO"
You can send reminders – Day-of nudges dramatically increase attendance

For local campaigns trying to fill a room with 50-100 people, text messaging is the most reliable tool.

Step 1: Send the Initial Invitation (7-10 Days Before)

Timing Matters

Send your invitation 7-10 days before the event.

Why this window?

Too early (3+ weeks out): People forget or plans change
Too late (1-3 days out): People have already made other plans
Just right (7-10 days): Enough notice, recent enough to remember

What to Include in Your Message

A good event invitation text includes:

Who you are – Your name and what you're running for
What the event is – Town hall, Q&A, meet-and-greet, etc.
When and where – Day, time, location
The ask – "Can you make it?"
Easy RSVP – "Reply YES or NO"

Example Message Template

Hi {FirstName}, I'm [Name], running for [Position]. I'm hosting a town hall on [Day] at [Time] at [Location] to discuss [Topic]. Can you make it? Reply YES or NO so I know how many people to expect.

Real Example

Hi Sarah, I'm Mike, running for city council. I'm hosting a town hall this Thursday, Nov 7th at 7 PM at the public library to discuss our city's budget and answer your questions. Can you make it? Reply YES or NO.

Character count: ~210 characters (fits comfortably in 2 SMS messages)

Pro Tip: Mention the Topic

Don't just say "town hall." Tell voters what you'll be discussing.

❌ "I'm hosting a town hall. Can you come?"
✅ "I'm hosting a town hall to discuss property taxes and road repairs. Can you come?"

Specific topics attract specific people. "Town hall" is vague. "Town hall on school funding" appeals to parents.

Step 2: Track RSVPs in Real-Time

As you send invitations, voters will start replying.

Categorize Responses

Most replies fall into three categories:

1. "YES" – Confirmed attendees

"Yes, I'll be there!"
"Sounds great, see you then."
"Count me in!"

→ Action: Add them to your "Confirmed" list. Send a reminder the day before.

2. "MAYBE" – Need more info

"What time does it end?"
"Is this kid-friendly?"
"Can I bring a friend?"

→ Action: Answer their questions promptly. Try to convert them to "yes."

3. "NO" – Can't attend

"I can't make it, sorry."
"I have a conflict that night."

→ Action: Thank them and offer an alternative (future event, phone call, etc.)

Use Your Platform's RSVP Tracking

Good P2P platforms let you "tag" contacts based on replies:

Tag "YES" replies as "Town Hall - Confirmed"
Tag "MAYBE" replies as "Town Hall - Follow-up"
Tag "NO" replies as "Town Hall - Declined"

This makes it easy to send targeted follow-up messages.

Example Follow-Up Responses

For "YES" replies:

Great! Looking forward to seeing you Thursday at 7 PM. The library is at 123 Main St. See you there!

For "MAYBE" replies:

No problem! The event runs 7-8:30 PM, it's open to everyone, and feel free to bring friends or family. Let me know if you have other questions!

For "NO" replies:

Thanks for letting me know! I'll be hosting another event next month. Can I send you details when it's scheduled?

Step 3: Send a Reminder the Day Before

The single most important step to maximize attendance: Send a reminder 24 hours before the event.

People forget. Plans change. Life gets busy. A reminder text brings your event back to the top of their mind.

Who to Remind

Send reminders to:

Everyone who replied "YES"
Everyone who replied "MAYBE" (one last chance to convert them)

Do NOT remind people who said "NO" (respect their decision).

Example Reminder Message

Hi Sarah, just a quick reminder—our town hall is tomorrow (Thursday) at 7 PM at the library, 123 Main St. Looking forward to seeing you there!

Keep it short. This is a reminder, not a new invitation. 100-150 characters is perfect.

Step 4: Send a Day-Of Reminder (Optional But Effective)

For maximum turnout, send one final reminder 2-4 hours before the event starts.

Example Day-Of Message

Hi Sarah, our town hall starts in 3 hours—7 PM at the library (123 Main St). See you soon!

Why this works:

Catches people as they're wrapping up their day
Reminds them to leave on time
Prevents last-minute no-shows

Who to send this to:

Only people who confirmed "YES"

Don't send this to "MAYBE" people—it can feel pushy.

Step 5: Thank Attendees After the Event

Within 24 hours after your town hall, send a thank-you message to everyone who attended.

Why This Matters

A post-event thank-you:

Shows appreciation – People gave up their evening to hear you speak
Keeps the relationship warm – Sets the stage for future asks (volunteering, donations, votes)
Provides a next step – Offer ways to stay involved

Example Thank-You Message

Hi Sarah, thank you for coming to the town hall last night! I appreciated your question about road repairs. If you'd like to stay involved, I'd love your support on Election Day. Can I count on your vote?

Optional add-on: Include a link to volunteer, donate, or learn more.

Real Example: City Council Town Hall Campaign

Let's walk through a complete example.

Scenario: You're running for city council. You've scheduled a town hall for Thursday, November 7th at 7 PM at the public library to discuss the city budget. You want 50-75 people to attend.

Step 1: Send Invitations (Oct 29, 10 days before)

You send this message to 300 voters:

Hi {FirstName}, I'm Mike, running for city council. I'm hosting a town hall on Thursday, Nov 7th at 7 PM at the library to discuss our city budget and answer your questions. Can you make it? Reply YES or NO.

Results after 24 hours:

90 replies total (30% response rate)
60 "YES" (confirmed)
20 "MAYBE" (need follow-up)
10 "NO" (can't attend)

Step 2: Follow Up with "MAYBE" Replies (Oct 29-30)

You personally respond to the 20 "MAYBE" voters, answering questions:

"What time does it end?" → "Around 8:30 PM."
"Can I bring my kids?" → "Absolutely! It's a family-friendly event."

Result: 10 more people confirm "YES"

New total: 70 confirmed attendees

Step 3: Send Day-Before Reminder (Nov 6)

You send this message to the 70 confirmed attendees:

Hi Sarah, just a reminder—our town hall is tomorrow at 7 PM at the library (123 Main St). Looking forward to seeing you!

Step 4: Send Day-Of Reminder (Nov 7, 4 PM)

You send this message to the 70 confirmed attendees:

Hi Sarah, town hall starts in 3 hours—7 PM at the library. See you soon!

Step 5: Event Night (Nov 7, 7 PM)

Actual attendance: 55 people (79% of those who confirmed "YES")

This is excellent for a local town hall. You filled the room, had great engagement, and built relationships with dozens of voters.

Step 6: Thank-You Message (Nov 8)

You send this to all 55 attendees:

Hi Sarah, thank you for coming to the town hall last night! I appreciated your question about road funding. Can I count on your support on Election Day, November 12th?

Benchmarks: What to Expect

Here are typical response and attendance rates for text-based event invites:

Metric	Typical Range
Response rate (people who reply YES/NO/MAYBE)	25-40%
"YES" rate (of those who respond)	50-70%
Actual attendance (of those who say "YES")	60-80%

Example:

Send invitations to 500 voters
150 respond (30%)
90 say "YES" (60% of responders)
65 actually attend (72% of "YES" replies)

Bottom line: To fill a room with 50 people, send invites to 400-500 voters.

Common Mistakes (and How to Avoid Them)

Mistake #1: Sending the Invite Too Early

Don't send invitations 3+ weeks in advance. People forget, and plans change.

Fix: Send 7-10 days before the event. This is the sweet spot.

Mistake #2: Not Sending a Reminder

Don't assume people will remember. Even confirmed attendees forget without a reminder.

Fix: Always send a reminder 24 hours before. It can double your turnout.

Mistake #3: Being Vague About the Event

Don't just say "town hall." Voters need to know what you'll discuss.

Fix: Be specific—"town hall on school funding" or "Q&A on local taxes."

Mistake #4: Not Tracking RSVPs

Don't ignore replies. If someone says "YES" and you don't respond, they feel unvalued.

Fix: Use your platform's tagging feature to track RSVPs and send targeted follow-ups.

Mistake #5: Forgetting to Thank Attendees

Don't let the relationship go cold after the event.

Fix: Send a thank-you text within 24 hours. It shows you value their time and keeps the conversation going.

Bonus: Using Texts for Other Campaign Events

The same strategy works for any campaign event:

Meet-and-Greet

Hi John, I'm hosting a casual meet-and-greet this Saturday at 10 AM at Main Street Cafe. Stop by for coffee and conversation! Can you make it? Reply YES or NO.

Door-Knocking Kickoff (Volunteer Recruitment)

Hi Maria, we're kicking off our door-knocking effort this Saturday at 9 AM. Can you join us for 2 hours? We'll provide training and snacks! Reply YES or NO.

Debate Watch Party

Hi Chris, I'm hosting a watch party for the city council debate this Thursday at 7 PM at my campaign office. Join us! Can you make it? Reply YES or NO.

Phone Bank Shift

Hi Alex, we're making calls to voters this Tuesday evening, 6-8 PM. Can you help for an hour or two? Reply YES or NO.

The formula is the same:

Clear event description (what, when, where)
Direct ask ("Can you make it?")
Easy RSVP ("Reply YES or NO")
Follow-up reminders

The Bottom Line

Text messages are the most effective way to fill seats at campaign events.

The process:

Send invitations 7-10 days before – Include who, what, when, where, and an easy RSVP
Track RSVPs in real-time – Tag "YES," "MAYBE," and "NO" replies
Send a reminder 24 hours before – Dramatically increases attendance
Optional: Send a day-of reminder – Final nudge 2-4 hours before
Thank attendees within 24 hours – Keep the relationship warm