Promoting Your Event Effectively

No matter how much time and resources you spend planning a fabulous event, good publicity is vital to its success. Depending on the nature of your event, you probably won't accomplish your objective if your target participants don't actually attend. Good publicity ensures your efforts pay off.

Decide Who to Invite

Larger numbers aren't always the goal. For example, maybe you are planning a wedding and the couple hopes for a small gathering. Go back to your goal - what number best serves the purpose?

Create an invitation list. Consider the ages and interests of those you want to attend. A spreadsheet is helpful if you want to keep track of RSVPs.

Create an Effective Invitation/Announcement

The goal of the invitation is to both provide the information guests need and to motivate them to attend.

What to include on your invitation:

Y  Purpose of the event
Y  The date and time
Y  The location

Other things to consider:

Y  Is there a dress code?
Y  Are guests being asked to bring anything?
Y  Do you want them to RSVP so you can track attendance?
Y  Could you offer a sneak peak into the activities?

Invitations are normally more effective if there is some kind of action involved. For example, a QR code to sign up to bring food or a number to text to RSVP gives guests a push to put the event on their calendar.

Other ways to make an invitation more memorable are humor, good visuals, and other personal touches.

Get the Announcement Out

If you are inviting a group that already has an established method of communication, use that. For example, schools and churches often have newsletters where you can include an announcement. Offices usually have email communication routines you can utilize. 

How do you normally communicate with your invitees? There are countless communication methods available through apps today. Use the ones your group already prefers.

Timing is also important. For events that might include travel or other arrangements, send announcements 6-8 weeks in advance. For community events, 2-4 weeks is usually sufficient.

General Communication Methods

Physical Flyers/Invitations:

Can be mailed, passed out, or even hung on doors for neighborhood events. Flyers in public spaces such as libraries or A-frame posters at schools can be very effective. Sometimes a physical poster or flyer is still the best way to reach people despite the internet.

Email & Text:

A simple way to distribute invitations. Include the visual invitation if possible. Tools like Canva can help you create animated invitations that text well and are eye-catching.

Social Media:

Not always ideal unless your invitation list is broad and open. However, platforms that allow event creation or private groups can work well. For example, Facebook events can be effective for some demographics because they send automatic reminders.

Word of Mouth:

A powerful method, especially for small or community-focused events.

Tip: If you were invited to a similar event, where would you look for details? This helps you think like your audience.

In most cases, multiple communication methods is best. Sending reminders, like a quick picture of a decorated room, can also help increase attendance. I try to send some kind of reminder a day or two before the event.

Keep Track of Responses

If you want to track attendees, make that clear on the invitation. Options include:

• Asking people to text and let you know they are coming. 

• Creating an online form and including a QR code on the invitation for responses.

Keep track of responses for later reference to help when planning seating, food, and other logistics.

You've got this!
Christina
Abean Assist

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