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Free Event Checklist

  • Writer: Ethel Krivyan
    Ethel Krivyan
  • Dec 1
  • 2 min read

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



 
 
 

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