My Event Promotional Workflow

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When I’m asked to participate in events, either as a speaker or as a subject matter expert, my goal is to help bring value to the event by driving additional awareness. It’s not enough to just show up; events need help building awareness and credibility while they’re happening.

In this post, I’ll share my promotional workflow for helping build awareness and credibility. Feel free to make use of it, adapt it to your own preferences and networks, and help the events you frequent be more successful.

Pre-Event

Some events will ask for help driving registrations; others will ask for awareness more generally. I’ll generally remind people about an event 30 days in advance, 7 days in advance, 3 days in advance, and the day before.

Be sure to collect:

Event hashtags
Speaker names and handles
Event/company names and handles

Share the event on whichever networks it makes the most sense to do so; I recommend checking out the event homepage and validating which social media it’s been shared on the most to help guide your decision. Most events focus on Twitter because of the open nature of its newsfeed, so have your Twitter account at the ready in addition to whatever else you find.

Some events choose to put promotional budget to use sharing content in advance of the event; I always check to see if an event would like me to register them as white-listed so that they can put paid ad dollars against my content.

Depending on the arrangement, I’ll also write a pre-event blog post of some kind, discussing relevant issues that the event will address or other topical, timely news that directly relates to the event. This may or may not include promotional video for the event as well.

On the Ground

The key to helping out an event on the ground is relevant volume. Share as much relevant content as practical during an event (you may want to give advance warning to your audience) to help the event punch above its weight. At any given event I’m asked to attend, I typically publish 125 or more updates during the event – photos, videos, quotes, etc.

The goal is to attract attention to the event, help audiences learn more about it, and engage people both at the event and remotely. For this, I’ll usually have a camera directly connected to my laptop, shooting photos and videos, then importing them. I’ll also make a spreadsheet which has the event hashtag, speakers, and any necessary compliance/disclosure items (for clients, paid engagements, etc.) so that I can create content very quickly.

During the event, I’ll also use marketing analytics tools to identify the hottest topics and individuals, ensuring that I share and promote their content as well as the event’s content and my own materials.

Post-Event

After an event, I’ll summarize the event typically in a post-event blog post roundup of key points, and share that post extensively. Some events will use remnant ad budget to promote post-event content, especially if they’re taking pre-registrations for the following year’s event.

I almost always include a summary of my content from an event in my weekly newsletter following the event. This gives you the chance to catch up on the event even if you missed being there and weren’t tuned in while the event was happening. It also helps further improve the performance of the event content, continuing to amplify the event’s message.

Depending on the arrangement, I may also include a private summary rollup of data to the event, showing what resonated best with my audience as a way to help them guide future programming.

Make Events Mutually Beneficial

Whether you’re a speaker or not, whether you’re at an event to learn, network, or recruit, use this framework to help build up your favorite events. In the process, you may provide so much benefit to the event that future events may ask you to do even more and compensate you accordingly.

Comments

2 responses to “My Event Promotional Workflow”

Dajana Vujaklija

June 23, 2017

Thank for the great overview, Christopher! I just share this on twitter as a reminder for all event managers. I quite often fail with the last step: post-event. Usually, we all are quite exhausted (and overjoyed :)) after the event, so we just miss this important step.

Matches Malone

June 29, 2017

What if the event is effectively a popup? During the event updates are a virtual impossibility literally, due to the way I work. What if the event creator doesn’t understand their audience? I experienced this recently as well.