Meeting Promotion And Publicity Checklist
Below is a MRR and PLR article in category Writing Speaking -> subcategory Public Speaking.
Meeting Promotion and Publicity Checklist
This guide will help you effectively promote and publicize your meeting or event. Follow these steps to ensure a successful campaign.
Key Steps:
1. Review Past Budgets
- Analyze previous promotional budgets to inform planning.2. Define Objectives and Scope
- Establish the program’s goals and boundaries.3. Identify Your Audience
- Determine who you need to reach: members, exhibitors, industry professionals, or the general public.4. Develop a Theme and Graphics
- Create a consistent theme and design. Consider:- Audience and purpose
- Tone and style
- Production methods
- Color usage and layout requirements
- Budget constraints
5. Plan Your Schedule
- Design a timeline for the campaign activities.6. Set Your Promotional Budget
- Base it on factors such as audience characteristics, venue features, seasonality, program quality, and attendance costs.7. Create Effective Promotional Materials
- Use strong, concise language.- Clearly outline benefits for attendees.
- Highlight key details of the meeting.
- Ensure registration is straightforward.
8. Plan Campaign Items
- Account for costs and production variables such as special effects, paper quality, colors, and quantities. Items may include:- Pre-meeting letters and announcements
- Programs and registration forms
- Promotional pieces and invitations
- Follow-up mailings and final agendas
- On-site materials and signage
- Newsletters and attendee lists
9. Solicit Competitive Printing Bids
- Collect at least three bids, reviewing paper samples, past work, and additional services.10. Choose the Right Printer
- Consider your need for quick turnaround or high-quality commercial printing, equipment availability, and deadline adherence.11. Coordinate with Your Printer
- Establish a timeline with built-in flexibility and monitor deadlines for all stages of production.12. Promote at Last Year’s Meeting
- Use previous meetings as a platform for promotion.13. Release Promotional Materials Strategically
- Align releases with your schedule, prioritizing news releases before member mailings.14. Target Appropriate Media Outlets
- Choose local, national, or international media types such as trade papers, general newspapers, and TV/radio stations.15. Control Promotional Costs
- Implement measures such as:- Securing written bids
- Providing proofread copies
- Using standard paper sizes and ink colors
- Reusing graphics and coordinating print items
- Avoiding unnecessary special effects
- Minimizing copy changes
By following this checklist, courtesy of the Professional Convention Management Association, you’ll ensure effective promotion and publicity for your meeting or event.
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