Live Event Promotion
How do you promote a live event?
Live event promotion is the work of getting people to attend an in-person event and to talk about it while it happens. It runs in three phases: build awareness before the event, drive registration as the date nears, and give attendees something to share on the day.
This guide gives a channel table, a countdown plan and an on-the-day checklist. For a wider list of ideas, see event promotion ideas, and for virtual formats see how to promote a virtual event.
Updated by the Eventdex team
4.7/5 from 39 reviews on each
The three phases of live event promotion
Each phase has a different goal and a different message.
Awareness: say what and when
Announce the date, place and the main reason to come. Aim at people who do not know the event yet.
Registration: give reasons to commit now
Share the agenda, speakers and practical details. Make the registration link easy to find on every message.
Event registration softwareOn the day: make it shareable
Create a photo spot, a hashtag and a moment worth posting, and show them on signs and screens.
After: thank and show the result
Share photos and highlights soon after to build interest in the next edition.
Event follow-up email
Channels for promoting an in-person event
Choose the two or three that fit where your audience already looks.
| Channel | Best for | Strength | Watch out for |
|---|---|---|---|
| Email to your list | Past attendees, members | Direct and measurable | Needs an up-to-date list |
| Social posts | Awareness and countdowns | Easy to share | Short life for each post |
| Partners and speakers | Reaching new audiences | Borrowed trust | Depends on their effort |
| Local listings and press | Community events | Reaches people nearby | Needs early lead time |
| Paid ads | Filling the last places | Fast reach | Costs money and needs targeting |
| Signage and flyers | Venue and neighborhood | Seen by passers-by | Printing lead time |
On the day: a promotion checklist
Use the event itself as promotion for the next one.
A hashtag on every sign
Put one hashtag on the registration desk, the stage screens and the badges.
A photo spot
Mark an area with the event name so guests post their picture there.
A reason to open the app
Use push notifications for schedule changes and prompts so attendees stay in the event app.
Event management mobile appSomeone to post
Name one person to post live updates so the feed stays active.
Where Eventdex fits
Eventdex's pages describe online registration, an event mobile app with push notifications, and badge printing and check-in for the day itself. Eventdex's pages do not describe paid advertising or social posting tools.
Onsite check-in and badges
Registration, check-in and badge printing on the day.
Onsite check-in and badge printing
The Eventdex platform
Tools around a live event
- 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
“It's easy to use and interfaces very well with our needs. The scheduling function is awesome. It allows our companies and partners to schedule their meetings with no assistance thus reducing time and resources. In addition, if there are any snags in scheduling, the Eventdex staff takes care of your needs immediately.”
University at Buffalo
Eversource Energy
Georgia Tech
Influence Communications
FAQ
Live Event Promotion: common questions
What is live event promotion?
It is promoting an in-person event before, during and after it, to get registrations and to give attendees reasons to share it.
What is the first step in promoting a live event?
Fix the date, place and registration link, then write one clear message about why someone should come.
How do you promote an event while it is happening?
Use a hashtag, a photo spot, live posts and notifications, so attendees help spread the word as it happens.
Does Eventdex have tools for live events?
Eventdex's pages describe registration, an event app with push notifications and onsite check-in with badge printing.
See how Eventdex supports live events
Start with a free interactive floor plan, or talk to an event specialist on +1 (866) 434-5088.