event planning checklist

Week 10 Week 8 Day POST EVENT Day EVENT DAY Week 6 Week 2 ConstantContact.com/ eventmarketing Setting up your event: • Sign up for Event Marketing from Constant Contact. • Then, jump into your account and select “Create Your Event.” Start by including the “what, when, where and who to contact”. • Include your payment options such as PayPal™ or Google Checkout™. • Customize your registration form. Our ready-made registration form collects names and email addresses automatically. We suggest you keep this form short, BUT use it to ask relevant questions and – if you are collecting fees – collect your fees directly on the registration page. © 2011 Constant Contact Inc. All rights reserved. ConstantContact.com 11-2064 Last minute promotion: • Send a last-minute event and social media reminder. Gently nudge everyone who hasn’t yet registered or declined your event with a friendly reminder. Running the event: • Capture last-minute registrations at the door. Additional idea: Post pictures and quotes to your social networks – so event attendees rely on you to be the “official field reporter” summarizing the highlights of the event. Follow-up post event: • For those who attended, it's even more important to follow-up with a post-event survey to find out if the event met, exceeded, or didn't live up to expectations. Constant Contact offers an affordable Online Survey tool that’s perfect for this job. • Tweet out the survey and remember to use the event’s hashtag. Additional idea: Take the survey feedback and create a summary video or blog post that highlights what attendees liked, learned, or even disliked. This is a chance to show that you’re listening to their feedback and will improve future events based on what you’ve heard. Track your progress and promote where it matters: • Check out your registration report – see who has actually registered and RSVP’d. • Use the time leading up to your event to create more excitement. If you have a big Twitter, Facebook or LinkedIn following – make sure to mention your event again. See what people are excited about learning or hearing; start a countdown to the event, etc. This is your time to promote. RSVP and promotion: • Create an event homepage. Your homepage should include your event’s agenda, who’s speaking, directions and hotel recommendations. • Create and send a personalized invitation right out of the event product. The email invitation should engage your audience to take the next step, which will be to register for your event. • Promote your homepage on Facebook, Twitter, and Linkedin. Twitter: Always use a hashtag (e.g. #CCevent) when promoting your event on Twitter. Hashtags make it easier for event attendees to filter out “noise” and only track the event-related tweets. People at your event may not know you, but tweeting with a hashtag allows their messages to get right to you. Facebook: Post the event URL onto your Business’ Wall – letting your FB friends and fans know that registration is now open. This encourages them to spread the word. • Add the event widget to your personal website. The widget adds a calendar to your website that allows visitors to see what events you have coming up and lets them register on the spot. 1. Dedicated hub to manage the entire event promotion, RSVP, and registration process 2. Custom email invites and dedicated event homepages that reflect your brand 3. Online attendee registration – and payment collection via PayPal™ and Google Checkout™ 4. Real-time reports on who has registered, declined, paid, and more 5. Built-in social media promotional tools for sites like Facebook, Twitter, and Linkedin Five reasons Event Marketing works better for events than Email Marketing: Online Event Planning Checklist 4 5 6 3 2 1

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WeekWeek

1010

WeekWeek

DayDay

POSTEVENTPOSTEVENT

DayDay

EVENTDAYEVENTDAY

WeekWeek

66WeekWeek

ConstantContact.com/eventmarketing

Setting up your event:

• Sign up for Event Marketing from Constant Contact.

• Then, jump into your account and select “Create Your Event.” Start by including the “what, when, where and who to contact”.

• Include your payment options such as PayPal™ or Google Checkout™.

• Customize your registration form. Our ready-made registration form collects names and email addresses automatically.

We suggest you keep this form short, BUT use it to ask relevant questions and – if you are collecting fees – collect your fees directly on the registration page.

Last minute promotion:

• Send a last-minute event and social media reminder.

Gently nudge everyone who hasn’t yet registered or declined your event with a friendly reminder.

Running the event:

• Capture last-minute registrations at the door.

Additional idea: Post pictures and quotes to your social networks – so event attendees rely on you to be the “official field reporter” summarizing the highlights of the event.

Follow-up post event:

• For those who attended, it's even more important to follow-up with a post-event survey to find out if the event met, exceeded, or didn't live up to expectations. Constant Contact offers an affordable Online Survey tool that’s perfect for this job.

• Tweet out the survey and remember to use the event’s hashtag.

Additional idea: Take the survey feedback and create a summary video or blog post that highlights what attendees liked, learned, or even disliked. This is a chance to show that you’re listening to their feedback and will improve future events based on what you’ve heard.

Track your progress and promote where it matters:

• Check out your registration report – see who has actually registered and RSVP’d.

• Use the time leading up to your event to create more excitement. If you have a big Twitter, Facebook or LinkedIn following – make sure to mention your event again. See what people are excited about learning or hearing; start a countdown to the event, etc. This is your time to promote.

RSVP and promotion:

• Create an event homepage. Your homepage should include your event’s agenda, who’s speaking, directions and hotel recommendations.

• Create and send a personalized invitation right out of the event product. The email invitation should engage your audience to take the next step, which will be to register for your event.

• Promote your homepage on Facebook, Twitter, and Linkedin.

Twitter: Always use a hashtag (e.g. #CCevent) when promoting your event on Twitter. Hashtags make it easier for event attendees to filter out “noise” and only track the event-related tweets. People at your event may not know you, but tweeting with a hashtag allows their messages to get right to you.

Facebook: Post the event URL onto your Business’ Wall – letting your FB friends and fans know that registration is now open. This encourages them to spread the word.

• Add the event widget to your personal website. The widget adds a calendar to your website that allows visitors to see what events you have coming up and lets them register on the spot.

1. Dedicated hub to manage the entire event promotion, RSVP, and registration process

2. Custom email invites and dedicated event homepages that re�ect your brand

3. Online attendee registration – and payment collection via PayPal™ and Google Checkout™

4. Real-time reports on who has registered, declined, paid, and more

5. Built-in social media promotional tools for sites like Facebook, Twitter, and Linkedin

Five reasons Event Marketing works better for events than Email Marketing:

Online Event Planning Checklist