Whether this your first time hosting an event or the 1000th time running the show, you’re likely aware that events don’t promote themselves. To sell tickets you need to, at the very least, let others know that the event is going on! Word of mouth, physical & digital invitations, social media, and advertising campaigns are all great ways to spread the word.
Hosts should have a vague idea on how to employ these promotional tactics, but when is the appropriate time to take action? Timelines will change as the big-day approaches, but it’s important to prepare properly, in order to maximize the awareness and branding of your event. The information possible party-goers receive sets expectations about the upcoming event, and it’s important for materials to help patrons envision themselves having the time of their lives at your get-down!
In order to help craft you craft an effective event-promotions timeline, here is the Coho Events event promotion timeline:
- Have your event page ready, or build an evolving landing page that you can make improvements to as more details come together
- Choose appropriate social media platforms for your launch announcements
- First impressions are crucial when getting the word out!
- Create a blog post or article that can also be shared, and which clearly highlights the “WHY” of your gathering, and why you are passionate about this event – What’s your mission statement?
- You must get partners and influencers on board – A MUST!
- Leverage your partner’s existing networks – create an incentive that works for you and your partner/influencer
- Get big names on board first – then go for in-kind and monetary sponsors who want to align with your event and your partners/influencers
- SAVE THE DATE – email blast
- Blast out to your current network
- Create tickets – Whether you go the physical or digital route, create incentives for people to purchase tickets early: Early bird, packages, discounts to influencers, discounts to groups, etc.
- This is an important time to plug and promote your entertainment, VIP partners, and influencers
- Create a press release and use it to amplify your social media promotions
- Push more content on your blog, using the event as a catalyst for awareness of your mission statement
- Seek more partnerships and sponsors!
- OFFICIAL LAUNCH – email
- An email blast to your extended network, including your partners and influencers
- Again, leverage your connections – grow organically and create a ripple effect
LEADING UP TO EVENT – 1 – 3 MONTHS
- Employ targeted ads from created content on appropriate channels like Facebook, LinkedIn, Instagram, etc.
- To amplify visibility, have your event partners and sponsors promote the event on their most active channels
- In return, promote the sponsors and partners who are involved with your event
- Leverage thought leaders and other individuals who have credibility in your industry
- Continue email marketing campaign to stay top of mind (and top of inbox) for potential guests
- People become more and more aware of the event as the date gets closer
- EVENT REMINDER, FLASH SALE, BUILD EXCITEMENT – emails
LAST CALL – 1 WEEK TO 1 MONTH
- Final email blast to networks – create “last chance” social media or blog post
- Include an incentive to push attendee referrals or to have guests promote the event as well
- Speak with your influencers and partners individually to make one last effort to sell out tickets
- SEE YOU SOON, FINAL REMINDERS – emails
DAY OF EVENT
- EXCITED TO SEE YOU – email and social media posts
- Create hashtag or engagement incentive to facilitate real-time picture, video, and general text social media posts from the event
- THANK YOU – email, event recap blog post including media collected on-site, recap photo collections and posts via your various social media channels
- On to the next one..
Please reach out for a demo or more information on how an event marketing email campaign impact your next event – firstname.lastname@example.org
HELP GOOD PEOPLE DO GREAT THINGS