Event Host Instructions Wiki

Created by Imogen Rennie, Modified on Thu, Jun 5 at 9:39 AM by Imogen Rennie

Event Host Instruction Sharing

Offstreet allows parking teams to easily communicate parking information to event hosts by sending pre-formatted instructions directly from the platform. This streamlines workflows, ensures accuracy, and enhances the event host experience.

Why This Matters

Historically, parking teams would copy/paste event links and manually write instructions in emails—leading to inconsistent communication, time-consuming back-and-forths, and frequent errors.

With the new Event Host Instructions workflow, you can now:

Load saved templates or write instructions on the spot
Embed key event details (event name, portal link, QR code)
Attach supporting documents or maps
Send the email from Offstreet, or copy it into your own system

This ensures your event hosts receive a clear, consistent, and timely message every time.

How It Works

1. Finish Creating an Event

Once you complete an event in Offstreet, you're directed to the Share Event Instructions screen.

2. Write or Load Instructions

Use the text editor to write a custom message or click Load Template to select a saved template. You can insert dynamic placeholders like:

Event Name
Event Link
QR Code
Location
Event Times
Host First Name
Host Last Name
Your Name
Company Name

These fields auto-fill with the correct event details.

3. Attach Files

Upload parking maps or other documents using the Add Attachments area. You can also select from previously saved files.

4. Choose How to Send

Option A: Send from Offstreet

Toggle on "Send from Offstreet"
Set your Reply-to Email, Subject, and Recipients

Option B: Send Manually

Leave the toggle off
Click Copy Instructions and paste into your email client

5. Preview and Send

Click Preview Email to view the message. Once you're happy, click Send (or paste the copied text into your own system).

Best Practices

Use Templates: Save time and stay consistent
Include Maps: Upload visuals for better clarity
Reply-To Field: Set to your department email
Test First: Always preview the email before sending

Instruction Templates

Access templates via the Instruction Templates section in the left nav. Create and save templates for various event types (e.g., Athletics, General Events).

FAQs

What if my email ends up in junk?
Use the Reply-To field or send manually to improve deliverability.
Can I send to multiple event hosts?
Yes, use commas to separate addresses.
Will the QR code and event link be accurate?
Yes, placeholders auto-update per event.
Can I create my own templates?
Yes, from within the Instruction Templates section.
What happens if someone replies to the Offstreet email?
Their reply goes to your set reply-to address; otherwise, it may go to a no-reply inbox.