Event announcements are an important part of the event planning process, as they generate excitement and interest among potential ticket holders.
An event announcement is essentially any message you send out that informs people about an upcoming event. It’s basically your first and best way to get the word out.
A strong event announcement can boost awareness and entice people to purchase tickets, which can ultimately increase attendance at the event. But how do you write an event announcement in a way that gathers more registrations?
In this article, we’ll cover:
- What to include in an event announcement
- How to create your announcement
- Five ways to announce an event
- Event announcement tips
Let’s get started!
What to include in an event announcement
When crafting an announcement for your next event, it’s not enough to just get folks excited. You’ll need to provide enough information so people can make an informed decision. Be sure to include the essentials, such as event title, start and end time, date, and location.
But beyond that, you’ll also want to consider including:
- The type of event (like a conference, workshop, or social event)
- The benefits of attending your event (like professional development or networking)
- A peek at the agenda or schedule
- How to contact you (an email address, your website, etc.)
- Any special guests, speakers, or performers
- Sponsor information (available packages or a sponsorship page)
- A call to action (typically to register, get tickets, or RSVP)
How to create your event announcement
Choose your format
How do you want your announcement to go out? For example, your announcement can go out as a traditional flyer, or it can be an animated image, plain text, or even a video announcement. Determine what makes the most sense for the type of event and get your template ready.
Write a good hook
You’ll need something to catch interest. Come up with a headline that grabs attention but also expresses something unique about your event. Your hook will go at the top of your image and in your email subject line, a blog post, the first paragraph of a social post, and so on.
Provide clear details and features
Include the fundamentals and ensure these details are easily visible and understandable. Feature the most enticing event activities or features, like keynote speakers, interactive sessions, exclusive previews, or unique networking opportunities. Add a brief mention of the event’s relevance, such as “for a night of inspiration and networking,” to set the context and build anticipation.
Call to action
Provide clear next steps, like where to get tickets. Whether it’s registering on a website, contacting a person, or learning more, the CTA should be concise but actionable.
Determine distribution method
With your announcement written, think about where you want to send the announcement out. (Hint: it should be going to multiple places). Once your channels are determined, schedule your post to set it and forget it. Not sure the best places to post your event announcement? We’ve got you covered below.
5 ways to announce your event
With your event announcement crafted, now it’s time to think about how to share it. After all, where you post about your event can ultimately determine who ends up registering. Here are a few of the most common ways you can announce your event:
1. Email
Email is an essential communication tool for event attendees, so it makes sense to send out event announcements that way, too. Plus, you can leverage your existing subscriber or past attendee list as leads who may be interested. For ultimate email capabilities, use Promoter from The Events Calendar to manage your email campaigns.
2. Social media
You can post your event announcement easily on your social media channels organically, as well as by creating a paid social media campaign. Plus, there are tons of event features on social media that you can leverage.
You can choose your social media channel based on the format of the event announcement. Consider visually-led platforms like Instagram, video-powered channels like TikTok, text-driven platforms like LinkedIn, and all-rounders like Facebook.
3. Your website
For announcing events on your website, you can create a banner for the top of your website and link your CTA to an event page. Ensure that the placement does not interfere with the user’s experience on your page and that the colors and branding match the overall look and feel of your site.
4. Direct mail or printed flyers
While it might feel old school to go print, a mailer or printed flyer can spread the word locally in your community. This is especially effective if your event is community-oriented, such as a happy hour for a local chapter of web developers, for example. Flyers in coffee shops, libraries, community centers, and more can get the word out.
5. Press release
You can also craft a press release and send it out to relevant publications as a way to announce your event. Look at the trade publications for your niche and look up the requirements for including an event announcement. A press release may be more nuts-and-bolts than your creative event flyer, but most, if not all, of the same event information can be added to your press release.
Event announcement tips
- Consider the timing. You should definitely plan to send your announcement out well in advance of your event, but be sure the timing is right. For example, don’t do it a few days before a weekend event – give at least two weeks, if not a month. Send reminders often, too, at least every few days.
- Build excitement. An announcement brings the opportunity to use words like “limited seats” or “claim your spot today” to build some scarcity.
- Personalize when possible. If you can personalize your emails, do it with your announcement. For each way you send out your announcement, you can tweak the message depending on the audience. For example, if you’re hosting a fundraising event, send invites to your existing donors with a heartfelt message.
- Answer questions. When folks respond with follow-ups, be responsive and answer all comments and messages. Make sure to manage social media comments, too.
- Add branding. Make sure the colors reflect or complement event branding. Be sure to add your logo and organization name.
- Create a hashtag. Hashtags are great for promoting an event. Debut your hashtag in the announcement and then use it throughout the event.
Get more registrations with an event announcement
An event announcement is both a notification and an invitation, and it should be crafted as such. An announcement allows a personal touch and lets you show off just how excited you are to host the coming event.
You can streamline your entire event management process with the The Events Calendar suite of plugins, too. Not only can you collect RSVPS, but you can sell tickets through Event Tickets and schedule and send emails with Promoter.
Want to try it first? Give the demo a spin and see for yourself how easy events can be to manage with The Events Calendar.
The post How to Announce an Event for More Registrations appeared first on The Events Calendar.