A Helpful Timeline for Event Promotion

How to Make Your Event a Success

By Kayla Mahoney – April 9, 2018

So you have a great event coming up, but you don’t know how to get the word out! Promoting your event can be overwhelming but with the right plan and timeline, you can fill your event with an amazing audience that might even become lifetime fans. Here are some simple tips and tricks that will make your next event the hot ticket of the season.

12 Weeks Before Your Event

  • Confirm all artists, venue, and security (if needed) – Make sure all your event ducks are in a row. At this point, you should have your security setup, an artist (or artists) for that security to protect, and a venue for people to enjoy your performance at.
  • Schedule social media in advance – You should also start scheduling social media posts at this point so you don’t have to worry about them later on and can just tweak as you go and can announce any new elements to your event that you add.
  • Reach out for marketing partnerships – It’s not too early to start reaching out for marketing partnerships with brands or distributors who have the same audience and tone as your event.
  • Set up Early Bird ticketing – Lastly, this is the time to open up Early Bird ticketing options to start building up anticipation for your event and getting people to buy in as early as possible, knowing that if they wait, the price may go up.

8 Weeks Before

  • Submit your event to RushTix and let them take some of the promotion burden off your shoulders. RushTix has their own built-in audience of culture lovers and entertainment seekers who are sure to love your event. Using RushTix will help your event get in front of new eyes by including it on the site and in their email blasts and own social platforms. According to Samson Koletkar, Creator/Producer/Performer Desi Comedy Fest, “RushTix is a good resource to get your event in front of new, untapped audience. There is only so much our advertising budget can reach, and it’s good to have a trusted partner to help reach a larger audience that is actively looking for entertainment.”
  • This is also the time to invest in other paid promotions such as paid Facebook ads and Google AdWords. Finally, this is the best time to close you Early Bird sales, but be sure to widely publicize the close for that last minute push of folks who don’t want to miss out on a deal

6 Weeks Before

  • Send a Press Release campaign to event promotion channels, local tastemakers, and anyone who can help promote your event.
  • Start running contests to keep the buzz going for your event. They are low cost and many have built-in social share buttons that give more entries for each share.
  • This is a good time to check in with any partners you are working with to make sure everything is going smoothly and to troubleshoot any foreseeable problems. 

4 Weeks Before

  • It’s getting close to the event so it’s time to start posting on your social media and marketing platforms and pushing ticket sales with urgency.
  • Make sure the artist (or artists) booked for the event are also promoting your event on their personal platforms. A great way to increase your audience is for established fans to hear about it straight from the performer(s) they worship.

1 Week Before

  • Almost showtime! Now, besides picking out an outfit to wear, 1 week before is when you’ll want to check in with your team and make sure everyone is ready and on the right track. Review everyone’s roles and responsibilities and make sure you have a firm plan for communication.
  • Now’s the time to buckle down and search for any potential problems the day of your event. Make backup plans for your backup plans and try to be as prepared as possible for any eventuality.

Day Before/Day of Event 

  • By this time, all the hard work should be done, so make sure to get some rest and enjoy the event you put so much time and effort into. It’s time to bask in the glory of all your efforts, have fun!

1 Week After 

  • Just because your event is over doesn’t mean you can close the door. 1 week after your show is the perfect time to reach out to attendees with a survey of how they liked the event. This will give you invaluable information on what to do next time to make your next event succeed, as well as let your audience know you value their support and input.
  • Promoting your event can be a lot of work but with a little planning and a lot of passion, you’re sure to put on a helluva show. Whether you’re planning a concert, play, comedy show, or just really want people to come to your kids next birthday, these simple steps you can set you up for maximum success.

Want help promoting your event? RushTix can help your next event succeed using all these steps and more!

Kayla Mahoney

Kayla Mahoney is Senior Copywriter at RushTix. Her work has been seen on Funcheap.com, Thought Catalog, Bold Italic, and will write you a custom hashtag if invited to your wedding.