How to Publicize an Event
How do you publicize an event?
To publicize an event is to get it written about, listed and talked about by others, rather than only advertising it yourself. The main routes are event listings, press and local media, partners and speakers, email and your own social channels.
This guide covers eight ways to publicize an event, a timeline, and what to put in a press note. For paid and owned promotion, see how to promote an event and event advertising.
Updated by the Eventdex team
4.7/5 from 39 reviews on each
Eight ways to publicize an event
Publicity is earned attention. Give people and outlets a reason and a ready-made item to share.
Event listings
Submit the event to local and industry calendars. Use the same title, date and link on each.
Press and local media
Send a short press note to journalists and bloggers who cover your topic or area.
Event press releaseSpeakers and partners
Give each speaker, sponsor and partner a short message, an image and a link to post.
Email to your own list
Write to past attendees and members first. They are the likeliest to register and share.
Event invitation email templateYour own social channels
Post speaker announcements, countdowns and behind-the-scenes updates, not only the ticket link.
Industry groups and communities
Ask moderators of relevant groups if you may share the event, and offer something useful in return.
A page worth linking to
A clear event page with the date, place, agenda and how to register gives others something to link to.
Event landing pageAttendees as advocates
Make it easy for registered attendees to tell a colleague, for example with a share link on the confirmation.
A publicity timeline
Counting back from the event date. Adjust for the size of your event.
| When | Action | Output |
|---|---|---|
| 8 to 10 weeks | Set the event page, listings and key message | Event page and listing text |
| 6 to 8 weeks | Announce speakers to your list and partners | Announcement email and shareable images |
| 4 to 6 weeks | Send the press note to selected outlets | Press note and contact list |
| 2 to 4 weeks | Remind lists, post updates, ask partners to share | Reminder email and posts |
| Final week | Last call and practical details | Last-call email and arrival information |
What to put in a press note
Keep it to one page. A journalist should find the facts in the first paragraph.
What, when and where
State the event name, date, city and venue in the first lines.
Why it matters now
Say what is new or timely, in a sentence.
Who is speaking or taking part
Name the people or groups you can confirm.
How to attend
Give the registration link and say whether press may attend.
A contact
Add a named person with an email address and phone number.
Where Eventdex fits
Publicity needs a place for people to register. Eventdex's pages describe online event registration and an event mobile app. Eventdex's pages do not describe a press or media outreach tool, so outreach stays with your own team.
Event registration software
A registration page to point every listing and post at.
Event registration software
The Eventdex platform
Where publicity sends people
- Event mobile appAgenda, push notifications, live polling and attendee messaging.Learn more about Event mobile app
- Event survey softwareMobile-friendly survey forms with analytics and reports.Learn more about Event survey software
- Live Q&A widgetAttendees send questions that appear in a live queue.Learn more about Live Q&A widget
- Registration softwareOnline registration and a clear attendee list to promote to.Learn more about Registration software
“Eventdex helped me run a smooth registration process during my event and helped me deliver an excellent mobile application to my event's attendees. Their support team was brilliant and I really enjoyed incorporating the Eventdex solutions into my events.”
University at Buffalo
Eversource Energy
Georgia Tech
Influence Communications
FAQ
How to Publicize an Event: common questions
What is the difference between publicizing and promoting an event?
Publicity is attention you earn from others, such as press, listings and shares. Promotion also includes what you do yourself, such as ads, email and your own posts.
How can I publicize an event for free?
Submit it to local and industry listings, send a press note, ask speakers and partners to share, email your own list and post on your own channels.
How early should I start publicizing an event?
Start as soon as the date, place and registration link are fixed. Many organizers begin two months ahead, and larger events earlier.
Does Eventdex help publicize events?
Eventdex's pages describe online registration and an event app. Eventdex's pages do not describe press outreach tools.
Give your publicity a registration page to point to
Start with a free interactive floor plan, or talk to an event specialist on +1 (866) 434-5088.