First, let’s deal with the structure. This adds a lot of credibility to your event and helps to build loyalty.  Now they know their comments have been taken on board. Review our leadership infographic templates or templates to help marketing teams to go remote for more ideas.. Use a crisis communication plan to keep outside stakeholders informed. Don’t hesitate to pick up the phone yourself! Too many organisers forget they can create an event page and push it live to capture early interest, even if all of the details aren’t yet finalised. The Importance of Conducting a Post Event Evaluation. Every event is different — as is every lead time, budget, and target market. Think about what would make someone chuckle or take a second glance if they saw your event in their Facebook newsfeed. Even if they did, by now they might have forgotten about it. Let everyone know when the super early bird ends, when the event page is live and the detailed programme is announced. Again, what the specifics of this look like will heavily depend on your event. Maybe, but you’ll find life much easier if you have a large, engaged and growing community to support you. However, things can be more manageable if you have a great event management solution in place, this could mean doing it the manual and tedious way or be more techie and have an online event … The day-to-day event marketing period is the best time to invest in paid advertising. 1 Month Pre-Event If you have a very large event, you’ll need some help writing thank you notes. So write about them! Given communication is at the heart of a successful community and successful long-term events, in this post we’re going to provide you with a 52-week event communication plan and template to help you really nail it. Did they like the venue? At this stage, you should already have created an event hashtag, and should already be using it in your social posts. While there are a million and one things you can add to your onsite event communication plan, I would focus on 3 in particular: Key timings so everyone knows what’s going on and where they need to be. Blogging on your site is important, but you need to reach new audiences beyond your website visitors find new attendees. That said, there are some common tactics that can help guide you as you create your event communication calendar. Block time on your calendar so it happens. For much more detail on your event marketing strategy, we’ve got a separate post and template for this phase. All Rights Reserved. Highlight key achievements 3. Why not reach out to your existing attendees and incentivise them to promote the event on your behalf? The Post-Event phase is a time of retrospection and critical assessment for agencies or organizations responding to a crisis. If you go down this route, you can also offer a super-early bird incentive to those who pre-register, helping you to capture even more early interest. You can always make use of an event report sample to help you with your report. A very simple key that is seldom used in the event marketing to make sure your registrants come to the next event is a “thank you email” after the event. Emails about events have a 26% open rate — much higher than typical marketing emails — so email should be central to your communication plan and ticket sales. If your event was educational in any way, for example a conference, then the 4th week is a great time to release a post-event report detailing the key trends and findings from the event. This way they can help you with your communications plan by spreading the word to their audience from the very beginning. What did people like? If you’re looking to fill a few last-minute places or get the word out in an impactful way, then influencers could be your best shot. What is an event without a community? Later communication should include any surprise offerings and last chance messaging, to encourage guests to bring along others. Is there a weird or funny story attached to how and why you’ve come to organise this event? Due to the editing process, it will often be hard to get your videos out much sooner than this without paying a premium. And they’re essentially marketing and sales plans. 4. … How would they rate the clarity of the speaker/presenter? How to Wrap Up a Successful Event in 5 Steps. If you write it your press release with key search terms in mind, then anyone with Google Alerts set up for those terms will see your release. Ask participants to rate the date, location, speakers, vendors, and catering of the event. With your event now ready for prime time, get your first major email blast out to your potential attendees, including those who pre-registered. Now is the time to ask your partners for their support. The most important post-event engagement step your business can take is to actively make contact with any and all leads obtained during your event. (Get the full unblurred template by downloading). Along with your text about what you found most useful about the event, include photos and video or audio recordings, preferably embedded in the post. Send targeted invitations to your customers and prospects by Related Articles. Katie Sawyer is a writer at Eventbrite, where she helps event organizers throw awesome festivals, food and drink bonanzas, and cultural events. Event planning is a complicated procedure that requires good communication and teamwork. Here are the reasons why a post event evaluation is important: To know if the event achieved its aforedetermined measureable goals; To ensure the event met the expectations of … The week before your event, and possibly as close as the day before, will see you send out a ‘Final call to register’ and galvanise any last-minute bookers to buy now! Instead, focus on one of two unique, newsworthy angles. Time is gold and so are the dates that are indicated in the event brief. It’s an important topic, and a simple Google search for ‘How to build an event community’ reveals almost 500,000,000 results. Lastly in the post-event communications period, you should tell people what you’ve learned from the post-event survey. It’s a win-win-win and you might find people start following you or subscribing to your newsletter just to get wind of the latest offer first. Proactively answer your communities FAQs about the event: Dress code, catering, how to get there, key timings, apps to download etc. 13 Tips on Building an Event marketing strategy. Here they are (with detailed explanations below): One of the most common mistakes people make in marketing their event happens before they’ve even started! Ask follow up questions about the most important aspects of the event, like the keynote speaker. Many event promoters put a ton of time and effort into their promotional emails, then neglect their post-event communications. The post-event period could last up to 6 weeks, and so we’ve got 6 key messages to match, which are: The thanks for attending and post-event survey are hugely important. Use simple wording to express gratitude towards them. This will probably be in the form of another volley of blogs, social media updates and email blasts. This can be a 1-to-10 scale asking questions, such as: 1. Talk about your event’s unique value proposition or mission statement, so everyone understands why it is a must-attend event, different from last year, and stands out from your competition. Yet the only way to build an event community is through consistent, useful and timely communication. Linking to these resources is also OK. 3. They should go out ideally within 24 hours of your event ending, so everyone’s memory is fresh and you get the most accurate feedback possible. The venue/location must be specified. Step #1. A strong community and growing event will be sure to follow. The next stage in your event communication plan is the main marketing push, which, combined with the ‘Last call’ phase, is typically about 12 weeks long. The post-event period could last up to 6 weeks, and so we’ve got 6 key messages to match, which are: Thanks for attending + Post-event survey; Social media summary; Pre-register for next year; Post-event report; Videos; Key findings from survey; The thanks for … It’s not uncommon to have more than one of these events. The results provide valuable metrics with data on what went well and what didn’t go so well. Here is a sample plan for ensuring you thank ALL donors- no matter how small the gift- in a timely manner post-event (and do so without stressing yourself out). Write a blog post and newsletter outlining the 10 benefits of attending. Yep, the life of a successful event organiser isn’t easy…but it can be hugely rewarding and being a leading figure in your community thanks to your strong communication will pay off big time over the long term. Also, you can … The event is at its hottest when it’s first launched and all the details are fresh and new. 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