It’s summer in Michigan which means it’s time for us to design event marketing items that will help us deliver successful event marketing for our customer events. The craft fairs, outdoor farmer’s markets, antique shows, flea markets, wine tastings, art fairs and concerts are being promoted at every turn. Our professional association clients are sending annual conference registrations and marketing promotions to their members and so many golf outings to broadcast!
If you are new to event planning you may not be aware of the many event marketing items needed for successful event marketing. Possibly a complete event marketing consultation may be beneficial depending on the size and scope of your event. However, I have outlined a list of standard event marketing items needed for successful event marketing that can get you started and may be all you need if you have some design or marketing savvy.
1. Event Marketing Calendar
This will be your event bible. The biggest mistake new event planners make is that they do not begin to market or even announce their events far enough in advance. Veteran event planners begin planning their next annual event the day after (or the day of!) the current year event.
2. Event Press Release
Once dates, locations and themes are determined begin composing and blasting your press release. Keep a data base of press contacts, blogs, companies, organizations, etc. with similar interests or target markets and share the press release with them. Remember to include it on your website as well!
A logo design is a visual symbol to quickly identify your event to the public, attendees, sponsors, exhibitors, speakers, prospects, etc. is the first step in building your event branding.
4. Event Website / Web Page Creation
All future marketing information will refer to the website. If your event is one event of many that your organization hosts an event web page will be sufficient to post all your information to. General information can be posted and details such as exhibitors, break our sessions, photos, etc. can be added as everything is finalized. If attendees, sponsors, or exhibitors for trade shows or expos can register and pay online get these online forms set up in the very beginning.
5. Event Announcement / Event Postcard
Design a postcard or social media graphic to save the date. Include the name, date, logo and a call to action for your event. If there are more details posted to the event website or if attendees can register, include the event URL.
6. Event Sponsorship Packet
Soliciting sponsorship early on in the event planning is key to successful event marketing. Create a document with sponsorship categories that includes costs associated and the value for their investment. This document can be sent via email, mail, or posted to the event website page as a download as well as included in text form on the event web page.
7. Event Exhibitor Packet
If your event includes and expo or showroom floor, information for exhibitors will help them be more prepared and help event staff focused on welcoming attendees instead of answering the same questions over and over. Provide a map of the showroom / hall, include restrooms, a contact person, exhibit hours and special times.
8. Solicit Event Program Advertising
If you will be including advertising or table sponsorships for dinners, etc. create announcements, flyers, etc. that outline ads or table sizes, costs, deadlines for artwork and payment
9. Event Invitation / Postcard
This will be the formal invite that includes general event information and teasers that will entice prospective attendees to register. A registration link, event URL, deadline for early registration discount or other CTA.
10. Event Posters / Event Flyers
For community events or large corporate events design and post event posters and event flyers. Include event name, logo, date, time and location and website.
This is just the beginning. Check back for our next blog entry that will cover another 10 event marketing elements needed for a successful event campaign. If you are in the process of planning an event and need help with any or all of the above event marketing items please connect with us today, we’d love to help.