Events

Event marketing

Event marketing should begin six to eight weeks prior to the event. A combination of visuals, social media, email campaign, and personal outreach will support a well-designed program.

Roles and responsibilities

At least eight to twelve weeks prior to an event, project staff will provide the communications team with a help desk ticket including:

• Summary of event and link to agenda.
• Panelist name, headshot, pronouns, title, organization, social handles (LinkedIn).
• Date, time, location/event link.
• Registration link.

Communications team will support the event with:

• Event marketing strategy.
• Event webpage and visuals.
• Social media content and visuals for sharing.
• Paid ads (social media or other publications if applicable).
• Media relations (if applicable).

Environmental Initiative employees, partners, and sponsors will:

• Share, like, or post social media promotions.

Visuals

• Panelist headshots.
• Photographs which highlight elements of the program.
• Sponsor logos.
• Print materials.

Social media

• LinkedIn, Instagram, Facebook (if audience appropriate).

Emails schedules

• Dedicated emails may be developed to assist with marketing.
  • Announcement.
  • Reminder.
  • Last chance/confirmation.
  • Follow-up/meeting summary.
• The event will also be shared in project emails and Environmental Initiative newsletters.

Personal outreach and cross-promotion

Staff members are often the best promoters of an invitation to attend an event. Sharing the content provided on Environmental Initiative channels and sharing emails supports the efforts of the communications team. Materials are also developed for sponsors, speakers, and other external partners to share.

Tabling

• The communications team can assist with materials needed for tabling events and other outreach.
• Environmental Initiative tabling materials are stored in the office including things like banners, stickers, and handouts.