Step 4 - mastering event logistics and communication strategies
Attention to detail turns good planning into great delivery.
Clear communication is at the heart of this, so keep it open and consistent, providing clear information for attendees and clear responsibilities for your team.
Using social media in event planning
Social media is a great tool for promoting your event and encouraging attendance. Keep the posts short, engaging and informative - and ask your venue, suppliers and stakeholders to repost so you can increase your reach even further.
Be strategic with the time of day you post too. For example, if you’re trying to raise awareness of your event with industry peers, you might think timing your post for lunchtime or the commute home would be most effective – but you could also consider evenings and weekends.
Do your research into when your audience is active and remember – testing is key! While you’re thinking about content to generate amazing social engagement, make sure you have imagery and other formats in mind – such as videos, carousels, and infographics, to name a few.
Top tips for using social media successfully for event promotion: check your dimensions!
What's the best content to capture at your event?
Now would also be a good time to book that all-important photographer or videographer.
It's a great way to capture professional and inspiring content from your event that you can use in social media and marketing materials afterwards.
Remember to consider capture format too - sometimes a more polished piece might be needed, but at other times, authentic content can work harder.
When should you send out communications to promote your event to attendees?
Aim to send out:
- Save the dates – six months before the event
- Invites – three months before the event
- Reminders – one week before the event
- Joining instructions – one week before the event
Remember to include information about accessibility:
- What are the public transport and parking options nearby?
- What accommodation providers are within reach?
- How will attendees with disabilities be supported?
- Will there be signage in place to help attendees navigate where they need to be and when?
Providing this upfront will help to make the attendee experience a stress-free and positive one. The same goes for you too.
Don’t forget to consider the logistics of your own access to the venue. For example, if you need to bring props, equipment or catering in, does the venue have lifts?
Can you access the building the day before, or deliver items to the venue? Is there a loading bay? Double doors?
Would there be anything worse than not being able to make your vision a reality because you, literally, couldn’t get it through the door?!
