Free Event Checklist

Event Promotion Checklist (Per Workshop/Event)

8-12 Weeks Before Event

• Set early bird pricing deadline (6 weeks out)

• Create event page on website with clear outcomes attendees will gain

• Design promotional graphics (square for social, banner for email)

• Set up registration system with automated confirmation emails

• Identify CEU availability and add to all marketing materials

• Create a Facebook event 

• Create an Eventbrite event

• Reach out to partners with listservs to send your flyer as an email at least twice

6-8 Weeks Before

• Email announcement to all members & your listserv with early bird pricing

• Email the flyer to Google Groups 

• Post about the event in FB groups, including your own

• Post about the event on your FB event page and invite local professionals

• Email past workshop attendees (separate from member list)

• Reach out to speaker to promote to their network

• Submit to community calendars (local parent groups, university counseling departments)

4-6 Weeks Before

• Send reminder email to members (emphasize early bird deadline)

• Create testimonial content from past events/speakers

• Post speaker interview or preview video on social media

• Reach out to local graduate programs

• Update all social media with countdown posts

• Consider paid Facebook/Instagram ads

2-4 Weeks Before

• Price increases - announce final pricing in all communications

• Send FOMO email ("Seats filling up" or "Early bird ends tomorrow")

• Share "who's attending" - build social proof (with permission)

• Continuing posting on FB groups

• Send personal invitations to key influencers/past attendees

• Create urgency content - limited seats, popular topic, expert speaker

1-2 Weeks Before

• Last chance email (3 days before)

• Final reminder posts on all social channels

• Email registrants with logistics (parking, what to bring, schedule)

• Prepare name tags and materials

• Send to Google Groups again

• Post in FB groups again

Week of Event

• Day-before reminder email to all registrants

• Final social media posts with day-of details

• Create post-event survey link

• Assign photographer for social content

Day of Event

• Collect business cards for drawing/future outreach

• Take photos/videos for social proof

• Mention upcoming events during announcements

• Have membership signup materials available

Post-Event (Within 1 Week)

• Send thank you email with survey link and CEU certificates

• Post photos/highlights on social media and in email blasts

• Email non-attendees with "you missed out" message and next event preview

• Follow up with attendees who aren't members - special membership offer

• Analyze what worked - track which promotional channels drove registrations

• Get testimonials from attendees for future marketing

Some discount ideas 

• Bundle pricing - discount for registering for multiple workshops at once

• Staff development discount for schools/universities

• Group rates - bring 3 colleagues, get a discount

• Member guest passes - members can bring one non-member at member price

• Create urgency - legitimately limit seats or offer early pricing that expires

• Leverage speakers - they should promote heavily to their audience