Meeting Promotion And Publicity Checklist
Below is a MRR and PLR article in category Master Series -> subcategory Public Speaking.
Meeting Promotion and Publicity Checklist
Overview
Effectively promoting your meeting involves strategic planning and execution. This checklist will guide you through the key steps to ensure successful publicity.
Steps to Follow
1. Review Past Budgets
- Analyze previous years' promotional budgets to identify successful strategies and areas for improvement.
2. Define Objectives and Scope
- Clearly determine the program's goals and reach.
3. Identify Your Audience
- Understand who you are targeting: members, potential exhibitors, industry professionals, or the general public.
4. Develop a Theme and Graphics
- Craft a compelling theme with corresponding visuals. Consider the purpose of each piece, audience, tone, production methods, color needs, layout formats, and budget constraints.
5. Create a Campaign Schedule
- Outline a comprehensive timeline for all promotional activities.
6. Set a Promotional Budget
- Base the budget on membership demographics, venue features, event timing, program strength, and attendance costs.
7. Design Promotional Materials
- Use short, impactful sentences to highlight benefits and key meeting elements, and ensure easy registration.
8. Plan for All Campaign Needs
- Account for special effects, paper quality, ink colors, production timelines, and quantities for items like:
- Pre-meeting announcements
- Programs and registration forms
- Invitations and follow-ups
- Agendas, badges, tickets, and onsite materials
- Signage, newsletters, and attendee lists
9. Solicit Competitive Bids for Printing
- Obtain at least three bids, evaluating paper samples, previous work, references, and additional services offered.
10. Select Printers Wisely
- Choose based on speed vs. quality needs, ability to meet deadlines, and capability to handle all tasks.
11. Agree on Printing Schedules
- Establish timelines with extra time for revisions; monitor all stages from layout to delivery.
12. Promote at Previous Meetings
- Generate buzz by introducing next year's meeting at the current event.
13. Coordinate Release Schedules
- Align promotional and press releases appropriately, prioritizing media outreach.
14. Target the Right Media
- Focus on trade papers, general interest publications, and tailored radio/TV channels locally, nationally, and internationally.
15. Manage Costs Effectively
- Implement cost-saving measures such as:
- Securing firm bids for services
- Providing clean copy for printing
- Using standard paper sizes and colors
- Reusing graphics where possible
- Minimizing unnecessary effects and copy changes
By following this checklist, your meeting promotion and publicity efforts will be both efficient and effective, ensuring you reach the intended audience while staying within budget.
Courtesy of Professional Convention Management Association
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