Have you ever thought about integrating important information into your marketing campaigns? Have you decided on effective communication strategies to engage your participants? From hashtags to events, event messages and how they relate to your marketing plan can mean anything when it comes to the success of your event.
Before your event
Your marketing schedule and communication schedule will be influenced by ticketing deadlines, signing speaker contracts and / or deciding on event programs. Here are some general rules on the timeline to be followed when planning a communication strategy that virtually any event agency will confirm
Up to 12 weeks (at least) before the event, you’ll want to announce the event.
Spend the next 10 weeks (or more) completing a marketing campaign and working on a strategy for communicating the necessary information. Remember that you won’t know all of this information at once; they will come to you gradually, and you will want to be strategic when you let him go.
You will need to inform the rest of the organizational teams about your communication strategy so that they can send you information that you have not otherwise shared.
During the week of the event, provide all relevant information and share it directly with attendees.
Important information for communication
Providing the following information in this order will help prevent any unpleasant surprises for both your team and participants:
Speaker / host names: Since your speakers and hosts are a huge part of what attracts attendees to your event, you’ll want to start introducing information about this early in your communication. Include photos and short introductory newsletters. You can also consider providing presentation slides or necessary handout material.
Event Schedule and Activity: Attendees will need to know the event schedule before planning their events and make the most of the day, which is especially important in multi-session conferences.
Communication channels and necessary downloads: You need to decide which communication channels will be used to notify and connect with participants. It could be:
Considering participants’ demographics, choose effective ones and let participants know how to access them. If you are organizing business events, using the event mobile app is fashionable nowadays. For example, the app is a great tool for communicating important information such as agenda, directions and logistics, sponsors, slides, polls / polls etc as well as social media.
Now you know what to communicate and when. However, being able to communicate this information effectively is much more important. In addition to announcing information, you should involve and involve participants as much as possible in your event.