One of the most common pitfalls in event organisation I see day-to-day is proper communications about the event to their potential attendees.
Recently, a country rodeo had been putting up posters around town about their event and even had the local newspaper write an article on it with the basics such as location, date, and time. These types of promotions are fantastic, however, not many people read physical newspapers nor take notice or remember posters in shop windows anymore.
The rodeo was held, and afterwards I spoke to one of the organizers who stated that "not many people turned up". I explained that when I was sending information to them I found it hard as they didn't have a Facebook page, Twitter Account, event email address or even a contact number.
Another example of bad planning is a recent Anzac Day dawn service that was held in a local town. There had been a lot of confusion regarding the start time of the dawn service and a lot of people who turned up for what they thought was the start of the ceremony, arrived just in time to see it finish. This lead to backlash on social media and the local RSL branch apologized. It seemed that the organizers were not 100% savvy with social media and communicated different times to newspapers, event websites and local community groups. This could have been easily avoided if they had one person handling event time promotion, created a media release with the details on it, advertised the times on their social media and checked their event's details on third party websites.
Remember the Who, What, When, Where and How.
1. Make Social Media Work For You
If you haven't got your social media accounts already, do it now. You want AT LEAST a Facebook and Twitter account. Depending on your event or business, you may also think about an Instagram and LinkedIn accounts. Post interesting things about your event, behind the scenes photos and special things which will make your event memorable. Think about a #HASHTAG for your event so people who attend can tweet, post and tag to be apart of it. Be prepared to get messages, and comments on your posts. Answer them as soon as possible.
2. Get Your Website Up To Date
Don't have one? Get one ASAP. Keep it up-to-date with your event details, links to your other social media pages. Photos from last years events (You booked Photonation last year and got your event photos for you website right?) come in handy to give your audience a feel of what your event is about.
3. Get a Poster
A poster tells a thousand words. It contains information about your event plus catchy photos, graphic design or images that tell the viewer what to expect at your event. You will be able to print these out and post them on shop windows, noticeboards and even save them as a JPEG and post them onto your social media and website!
Photonation tip: Nothing looks as sophisticated as collecting your previous event posters and displaying them side by side at your business!
4. Post your event in event directories.
Most towns have a Facebook Community Page. Post details of your event or an image of your poster in these groups on a regular basis. Post your event into www.guide2events.com.au Guide2Events is a free app which people can download and view what events are around them and the central west. Another outlet is VisitNSW which you can contact to list your event. Contact your local council, they usually have a event listing on their website. Even local radio, and tv stations have their own 'community notice board' which you can add your event for them to promote. Another two sites that are helpful are www.eventfinder.com.au and www.aroundyou.com.au
5. Have great images to promote all of this
Posting on social media, printing posters, adding events into event directories all need eye-catching images. This is where we come in. Remember, it's currently free to book us to your event. Take photos, and give you $50 complimentary code to use on your event gallery. You get great images to use and attract attendees to your next event and it makes you look cool and professional!