How to organize an Event
1. Kicking off Your Advertising Campaign:
Make promotional materials for the event. Design flyers and digital graphics that feature the name, date, and location of the event. Include the names of popular speakers or entertainers that will be there. Mention if there will be food or drinks. Include any information about the event that will make people interested in attending.
- Use bold, easy-to-read text in your promotional materials.
- Include graphics that are relevant to your event to get people’s attention.
- Don’t use too much text or you could overwhelm people.
2.Set up an event website
If people need to buy tickets to your event or register to attend, it’s a good idea to have one place to send everyone to. If you’re on a small budget, use a free website maker and design a website yourself. It can be simple — just include all your event information, a page where people can register/buy tickets, and photos and testimonials from previous events if you have them. You can also include a contact form where people can get in touch with you if they have questions.
3. Start advertising 2-3 months ahead of the event
This will give people enough time to hear about your event and plan on attending. Start out with small teasers on social media “Hey everyone, stay tuned for this year’s big event,” for example, and then gradually increase your advertising as you get closer to the event. Don’t bombard people with information several months before the event. You just want to build anticipation by letting people know it’s coming.
4.Make a Facebook event and share it with your friends
Include all the details of the event, like when and where it is, how much it cost, and who will be speaking or entertaining at the event. Make the image for the page one of the promotional graphics you made.Choose a bold, eye-catching cover photo for the event page. It could be a fun photo from a previous year’s event or a photo of the event venue.
5.Tweet about the event
Send out a tweet every few days from your personal and professional twitter accounts if you have both. That way you’ll already have followers to advertise. Make sure your tweets include all the important information about the event. Include a link to the event website. You can also tweet out some of the promotional graphics you made.Don’t send out the same tweet every time. Try to vary your tweets with different images and text so people are more interested in reading and sharing them.
6.Write a press release and share it with local media outlets
Your press release should include a catchy headline, a brief summary of the event, and a body that contains all the specific information you want people to see so they can come to the event. End your press release with your contact information, including the event website
7.Come up with a hashtag for the event and use it in your social media posts
Put the hashtag at the end of your event-related tweets and Facebook posts. Everyone who’s tweeting about the event will be able to use the hashtag. Make it relevant and easy to remember. For example, if your event is an art gala.
8.Send event invites to your email list.
When you kick off your advertising campaign, send an email letting everyone in your contacts know you’re planning an event. Include the name of the event, date, time, location, and any other information you want them to know. Then, when the event is only a few days away, send out another email as a reminder.For example, you could begin the follow-up email by saying “Hey, just a friendly reminder that this Saturday at 5 pm at the community center is the charity event I put together. I’d love it if you could make it.
