Timelines are a great way to keep track of what needs to be done and when it needs to be done. They can also help with event promotion by keeping you organized and on track. Here are 10 tips on how to use timelines for event promotion.
1. Set a deadline
Setting a deadline for yourself for your event promotion is a great way to keep motivated and on task. Without a deadline, you can often finish your planning last minute and find that you have neglected some important things along the way, which will lead to lackluster results. Determine realistic goals and deadlines for each task in order to plan accordingly.
2. Set a budget
A budget will play a huge role in how you promote your event and can severely limit your options, so it is important to set one before you begin planning. Determine the amount of money you have available to promote your event and then determine which tasks can be accomplished within that price range. Allotting the proper amount of money for each task will help you budget accordingly.
3. Design an effective promotion plan
Organizing your promotion plan is key, once you have finished planning all of your tasks it can be easy to lose sight of what needs to be done in what order so take some time to organize everything in a way that makes sense to you. Your promotion plan should include what you need to do in order to promote your event when each task needs to be done, and how much time is needed per task.
4. Set aside time for each task
It is easy to become overwhelmed with all of the tasks associated with planning an event so it’s important to set aside time for each one. When you schedule your days and weeks, it is good to leave some room for the unexpected and make sure that you are setting aside your event promotion time. You should create a schedule that prioritizes your tasks by highest priority then allocate adequate time to complete them all.
5. Build momentum
Building momentum is easy when you have a set deadline and time for each task because it makes getting started easier. Make sure that you start your event promotion early enough to allow yourself the time you need to accomplish everything and make adjustments along the way if needed.
6. Utilize social media networks
One of the most common ways to promote an event is through social media and that’s why it should be included in your promotion plan. Making a Facebook event page for your event, creating a Twitter account, and starting an Instagram account is among the first things you should do to promote your event on social media platforms.
7. Send press releases to local news outlets
If you have some money set aside for your event promotion plan, sending a press release to local news outlets might be the best way to go. Make sure that you have some photos of what you are promoting to include in your press release and always keep your contact information readily available in case they need more information.
8. Invite guests
Inviting guests is another great way to promote your event. Make sure that you have contact information for all of the people that are important to reaching, such as local celebrities or influencers that might be able to bring in more attendees. Additionally, you should include ways for people who are unable to attend can still support your event by donating or sharing information about it on social media.
9. Create flyers
Creating flyers is a great way to advertise your event, especially when you are on a tight budget or are in an area with low internet connectivity. Make sure that the date, time, and location are all written clearly on your flyer, and if there are any images of what you will be promoting include them as well so people have a better idea of what to expect when they attend your event.
10. Announce your event on announcement sites
Announcement sites are great for promoting events that will be held in local areas because they reach people who might not have access to social media or the internet itself. Sites like Craigslist and even Foursquare can allow you to announce your event to a specific target audience that might not have access to the internet otherwise.
An additional tip is for you to make your own visual timeline. Why? This will help you visualize deadlines and be firm about prioritizing which task should go first.
Create a timeline that can give you clarity. To do that, we suggest you use Venngage — a free infographic maker that offers a wide range of timeline templates for everyone. Here are some timeline examples from their website!
As you plan your event keep in mind that there is more to event promotion than simply organizing and scheduling everything. You should always be on the lookout for new and different ways to promote your event, especially when you are working with a tight budget.
Additionally, the more work you do to spread the word about your event in advance, the easier it will be on the day of. The more people who know about your event and plan to attend, the better. Lastly, your timeline should give you clarity and peace of mind, so creating an imaginary timeline isn’t enough. You have to make it visual and creative at the same time. To start, click here.