Participant Communications

For bigger programs with more than a hundred participants, it is important to be up to date with all communications with the participants.

At the start of any program, we will request participants to send us their personal information so that we can contact them directly. Email participants to ask for the following information:

Complete name
Email address
Phone number
Birthday

To those who haven't paid in full the registration fee for the program, we will remind them to complete their payment or else their initial deposit will be forfeited after several days if no response.

Note:

It is preferrable to send participants a payment link and not just the account number to avoid errors in depositing the payment.
When sending the Medical/Waiver Form to the participants, it is important to hyperlink it to the email.

Email Template - Payment Reminder

Hi [INSERT NAME],

We are looking forward to hosting you in [INSERT MONTH] for the [CLIENT NAME] in the Blue Mountains.

In order to finalize your booking, can you please:

1. Complete the remainder of your payment of [INSERT PAX NAME] [INSERT PAX] to secure your bookings by sending Direct Bank Deposit to:

Account Name : DITCH INVESTMENTS PTY LTD

BSB : 182 222

Account No. : 123340416

*reference: your surname in description

Once we receive this back, we will send each participant a form to complete then share the welcome pack.

Thank you.

Regards,

[INSERT NAME]

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EMAIL FOLLOW-UP

Hi [INSERT NAME],

Hope you are well.

Please can you reply to the email sent on [INSERT DATE] to secure your booking for the Business Blueprint - Blue Mountains?

We currently have a waiting list and require full payment and details of [INSERT NAME] by [INSERT DATE] If payment is not received by this date, your deposit will be forfeited and your place will be passed on to another participant

Can you please:

1. Complete the remainder of your payment of $990 to secure your bookings by sending Direct Bank Deposit to:

Account Name : DITCH INVESTMENTS PTY LTD

BSB : 182 222

Account No. : 123340416

*reference: your surname in description

Thank you.

Regards,

[INSERT NAME]

Email Template - Sending Welcome Pack and Medical Forms (Direct to Participants)

Hi [INSERT NAME],

Thank you for registering for the [CLIENT NAME] [INSERT DATE].

Please find the attached Welcome Pack which provides all the information you require in order to prepare for the retreat. In here you will find the agenda, what to bring, what to expect etc.

What to do next?

Every person attending the retreat (all adult and children), needs to complete a separate Registration Form (parents please complete these forms for your children):

ADULT REGISTRATION FORM [ATTACH HYPERLINK]

CHILD REGISTRATION FORM [ATTACH HYPERLINK]

These forms are due by [CREATE A DUE DATE]. Please note: the earlier you complete the form (for both yourself and all children) the better the chance of ensuring your First Preference for the Day 2 Adventure Day.

Any questions?

Please contact us events@myadventuregroup.com.au

Thank you and we look forward to seeing you in the Blue Mountains soon!

Cheers.

Regards,

[INSERT NAME]

Email Template for Bus Pick Up

Bus Pick Up at Sydney Domestic Airport

Email Subject: Sydney Domestic Airport: Bus Pick Up Details for [CLIENT NAME] [INSERT DATE]

Dear Participants,

Tomorrow is the big day!

As we approach tomorrow’s event for our biggest event this season for the [CLIENT NAME], I wanted to provide you with some important information regarding transportation.

We have arranged for bus transportation to pick you up from the designated pick-up point that was previously shared with you. The buses will arrive at the pick-up point promptly at the scheduled time, so please plan to arrive early to ensure that you do not miss the bus. If you have received this email, you prefer to be picked up at the Sydney Domestic Airport tomorrow .

Please find the details of the bus schedule and pick-up point below:

Bus Schedule:

Pick Up @ Sydney Domestic Airport

Date: [INSERT DATE]

Departure Time: [INSERT TIIME]

Arrival Time: [INSERT TIIME]

Driver Details: [INSERT DRIVER'S NAME AND CONTACT NUMBER]

Pick-Up Point: Meet up at T3 minibus and coach parking area as this area is less congested and can be reached easily from T2 or T3.

Note: If your group is arriving via T2 you will need to walk through the carpark located between Terminals 2 & 3 toward T3. From here they will see the coach & minibus area located next to the valet parking.

In case you are not available during the pick-up time, you may have to arrange your own transportation to reach the venue.

If you have any questions or concerns about the transportation arrangements, please do not hesitate to reach out to us.

We look forward to seeing you soon and hope you have a safe and pleasant journey.

Warm regards,

[INSERT NAME]

Bus Pick Up at Central Station

Dear Participants,

Tomorrow is the big day!

As we approach tomorrow’s event for our biggest event this season for the Business Blueprint Elite Retreat, I wanted to provide you with some important information regarding transportation.

We have arranged for bus transportation to pick you up from the designated pick-up point that was previously shared with you. The buses will arrive at the pick-up point promptly at the scheduled time, so please plan to arrive early to ensure that you do not miss the bus. If you have received this email, you and your family prefer to be picked up at the Central Station tomorrow.

Please find the details of the bus schedule and pick-up point below:

Bus Schedule:

Pick Up @ Central Station

Date: [INSERT DATE]

Departure Time: [INSERT TIIME]

Arrival Time: [INSERT TIIME]

Driver Details: [INSERT DRIVER'S NAME AND CONTACT NUMBER]

Pick-Up Point: Meet up at Bay 9 in the Coach Bay of the Central Station

In case you are not available during the pick-up time, you may have to arrange your own transportation to reach the venue.

If you have any questions or concerns about the transportation arrangements, please do not hesitate to reach out to us.

We look forward to seeing you soon and hope you have a safe and pleasant journey.

Warm regards,

[INSERT NAME]

Note: You may also attach the photo below in your email. (This is only for Central Station Pick Up)

Bus-Pick Up with Drop Off Details:

Dear Participants,

The wait is almost over — we’re gearing up for an incredible Toowoomba Business Community Offsite this Thursday, November 6–8!

To help you start the journey smoothly, here are your transportation details:

We’ve arranged a bus transfer from the designated pick-up point. The bus will arrive on time, so please plan to be there a few minutes early.

If you’ve received this email, you’re confirmed for pick-up at Central Station on November 6 at 12:00 noon.

Bus Schedule and Pick-Up Details:

Date: 6 November 2025
Departure Time: 12:00 Noon
Pick-Up Location: Central Railway Station, Sydney, Bay #6
Driver Details: Angus 0432 153 927
Arrival Time: 14:30 PM

If you are unable to make the scheduled pick-up time, please arrange your own transportation to the venue. Should you have any questions or concerns about the travel arrangements, feel free to reach out; we are happy to assist.

Also, at the end of the program, a return bus transfer has been arranged from Base Camp to Central Station.

Bus Schedule and Drop Off Details:

Date: 8 November 2025
Departure Time: 10:00 AM
Pick-Up Location: Base Camp
Drop-Off Location: Central Railway Station, Sydney, Bay #6
Driver Details: Chris 0429 696 448
Arrival Time: 12:30 PM

We can’t wait to kick off three days of connection, learning, and adventure with you!

We hope you have a safe and pleasant journey and look forward to seeing you all soon!

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