Planning and Promoting a Successful Event

Putting together an event is both fun and stressful. If you are a professional marketer, then events may very well be part and parcel of your career.

However, many non-profits that I have consulted with host events that are run by well meaning volunteers… who sometimes volunteer for more than they can handle.

If you are new to event planning, here is a back-to-the basics list of tips to make your event shine.

Invites
Invitations will set the tone of the event. They should contain the key elements of the event, with just enough of a teaser to make it appealing. While some people prefer to provide the full ‘story’ to broaden appeal, this approach might backfire. When there are too many details, a potential guest may get lost in the story and actually forget to take the next step… sending in their RSVP.

There are key elements you need to include in event invitations for associations / business events / workshops.

• Who – is hosting the event


• What – are the key take-aways... what will they learn or what impact will they have on a charity


• When – date, start time, end time


• Where – location and special directions if any


• Why – is this a ‘must-attend’ event that they can’t miss

• Announce the event via email, press release, and website so that your guests are sure to get the notice.


• Time your invitations. Send them out too early and your guests might forget. Send them out too late and they might already be booked. Events that take place for 2-3 days like workshops will require ample time for planning and scheduling.


• Give specific instructions... do they leave a voice mail? Send an email? Or do they have to fill out a form online? Have complete information at and PRINTED IN LARGE LETTERS so that it easy to spot.


• Make it easy to take payments... with online solutions like EventBrite, it is cost-effective to accept credit card payments without the hassle or fees of a monthly merchant account... If you attract 1 additional guest because they were able to pay online, it is worth the minimal fees.

• Congratulations, you filled the seats once! If you want to fill the seats again, it will be easier to use your newly built network to attend or refer a friend. Whether you use ground mail, phone, or email, regular updates keep guests informed, engaged and make them feel valued. Building relationships does not end with your event. Keep in touch.


• Reward repeat visitors… There is a reason that people come to events multiple times. They like you or your charity a lot. Track who is attending more than other guests and reward their behavior to show them you value their attendance or membership. There are many ways of rewarding loyal contacts.


• Event management programs like EventBrite allow you to track open rates and attendee lists so you can easily tell who your most active members are. It helps keeps you organized and on top of everything.

Article Source: http://bizymoms.com/business

C2Communications, LLC

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