Begin event marketing preparations minimum three months in advance. Marketing emails should be ready to schedule two months in advance if possible.

The amount of time left before the event date can determine the aggressiveness needed in marketing.

Consider generating more interest quickly by offering a free ticket or give-away.

1. Create shot list for video footage during event. 
2. Hire Videographer (as needed).
3. Create interview question list for in-person testimonials.
4. Assign team member to gather photos/video footage for social media. 
5. Order event swag items (as needed). 
6. Coordinate with social media coordinator if there are any live streaming components to the event.  
7. Create social media engagement materials.
8. Update event table signage/slides as needed. 
9. Share event hashtag on social media if applicable.

Set-up will be different depending on which is chosen.

Emphasize the positive aspects of whichever choice is offered for the event when marketing. Live in-person gives a sense of connected community and a networking opportunity. Virtual online is convenient with no travel, and lower cost.

Know the purpose of the event to direct the marketing efforts.

What is the topic? Get info to be used in the copy on the topic.

What will be sold? Will there be a special offer during the event? Decide how the purchase can be made (through the online store/special link).

Who is eligible to attend? Is there a pre-requisite? Who is the target demographic?

Who is presenting?

Is there a cost to attend? Tiers for different types of tickets? Where are the tickets available for purchase? How does a person receive their ticket? Can one person buy more than one ticket (how that process works)?

Provide additional relevant information about travel, lodging, and restaurant options if applicable.

Emails, our newsletter, webinar announcements, banners on our website, mentioned in interviews, announced on FaceBook lives, word of mouth, our Events calendar, posts on Social Media, joint ventures, other people's email lists

How will we communicate with registrants?

How many emails will be sent?

What content will be in the emails?

Create a shared Google Sheet to keep track of who will be doing which tasks so nothing is forgotten.

Remember to include Customer Support so they have details needed to communicate with customers.