aside from a presenting speaker, entertain the idea of a comedy show, concert, golf tournament, tradeshow, awards banquet or a live or silent auction. every attendee will like different things, so if you don’t catch their interest with one activity, you may be able to with another.
resources you have. A few tips to keep in mind, don’t make your headline for your event, the name of the event (i.e. 2010 Annual Meeting Conference). Instead say something like, “Make This The Year You Achieve Your Biggest Goals” or “Reduce Your Costs & Increase Your Revenues”. A mistake made often is a promotional postcard or flyer with
too much information scattered on it. It’s not about fitting as much information on the promo as you can, it’s about putting the most important information on it.
RegistRation incentives Early registration incentives are great because often times if po-
tential attendees don’t register right away, the meeting can get put on the back burner and forgotten all together. Incentives such as early-bird specials, discounts for the first 20 or 50 registrants or a free gift if they register by a certain date are great ways to motivate people to attend the meeting.
MaRket to the Masses Make sure you use several different marketing avenues; tele-
phone, website, postcards, flyers, email and fax blasts, newsletters and magazines. If you send out postcards and have more informa- tion you want people to know about, let them know they can find out additional information on your website. If you don’t have a website, send a fax or email later that gives more information. If
WWW.MIDWESTMEETINGS.COM
you don’t reach someone one way, you may catch their attention another way.
tiMing is eveRything When you are marketing to your prospective audience, market
early and market often. Some meetings can be doomed from the beginning because the marketing starts too late. Your first form of promotion for a monthly meeting should go out around three weeks beforehand. If it is a one-time event, three to four months in ad- vance and for an annual meeting, six to nine months ahead. Your first form of promotion doesn’t have to give all the details, just the bare-minimum basics so they know about the meeting and the date it will be held.
continually DeliveR coMMunication The next question is how many times should people be con-
tacted. It may seem like a lot, but for a monthly event three to four communications, for a one-time event six to eight and for an annual event nine to twelve. Some individuals may not even read the promo until the second or third time it is sent. Make sure that during those times that each promo sent is slightly different from the previous one. Highlight or focus on different things when mar- keting the meeting. Invest in these approaches when planning your next meeting to see your attendance climb to new heights!
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