event marketing organization chart

No event can do without a clearly defined goal, scheduled tasks, and understanding of the result that the organizer wants to get.

First stage:

First, it’s important to define goals and schedule tasks. There are no trifles here – “come on, and so it will do!” Will not work here, it’s the trifles that matter! Therefore, we clearly define what we want and what tasks should be set for this.

The next step at this stage is to identify the target audience. Who are you creating this event for?

This is one of the critical factors without which the launch will not happen. Ignoring this item, you will increase the budgets that are laid on the promotion of the event.

After analyzing where your target audience is “hanging out,” throw a fishing rod there. In our example, it can be business public and social media forums, business newspapers, TV channels, radio programs.

Posting the announcement of a business event in the children’s magazine makes no sense, right?

Then it is important to determine the time and place when the event is best organized. Entrepreneurs and businessmen are busy people, on the one hand. On the other hand, they are their own masters and can get out for an interesting event when they want it if the value of the event is higher than current affairs.

The venue GSE AV Orlando is also of great importance. The event can be interesting, valuable, useful and important, but a poorly selected place will also drain some traffic from your event.

Bother to make the place, in addition to prestige, also accessible from the point of view of transport – especially the metro. Sometimes, especially during rush hour, it is easier to park the car at the nearest station and get to the appointed place by metro, saving time on traffic jams.

Having made the venue and the time of the event as comfortable and affordable as possible, you are guaranteed to increase the flow of people who want to join you.

This was the first stage of event preparation. What’s next?

Second phase

In the second stage, it is essential to prepare the event itself. To do this, you must have an understanding of the content of the event, its scenario, and a spectacle.

As in the first stage, there are no trifles. If you are going to talk about the sponsors of the event, then be kind to your host, prepare an advertising text that will reflect the sponsor’s wishes. Otherwise, misunderstandings and discontent may arise.

There should not be improvisation, and if it will be present – it is only clearly planned.

When the plan of the event is sorted out, the texts, the spectacle, the show, the closing, and all other subtleties are thought out, we move on to the next stage, which is called “marketing for marketing.”

 Third stage

As I wrote above, it is essential to determine your target audience. It depends on where you get traffic from and what you will spend your advertising budget on.

Here is a list of tools that are used offline and online.

The methods described below are not always suitable for your event. The channels and methods of attracting customers, its promotion, and PR will depend on the purpose of the event, its goals, and target audience.


Event Marketing Promotion Tools

Online promotion

By online marketing, I mean a set of actions in the limitless expanses of the Internet to attract targeted traffic to your event. These may be such methods:

  • Website landing pages
  • Direct marketing
  • Live Concerts
  • SMM
  • Targeting, retargeting
  • Press Release
  • Email Marketing
  • YouTube channel
  • Work on the forums

If your target audience is diverse, then take the time and effort to make separate advertising, banners and landing pages for each target group. Create your unique selling proposition for them. This will be the exact hit “in the bull’s eye.”

Otherwise, you will shoot from the cannon at the sparrows and do not “catch up” enough people to the event.

Offline Promotion

This is all related to external sources of attracting traffic and creating interest in the event.

Targeted Print Media

  • A television
  • Radio Advertising
  • Outdoor advertising
  • Promotions
  • Press conference
  • Ticket Sales Points
  • Posters
  • Autograph session (this is if you are promoting a “star”)

Here also remember that not all channels will fit your target audience.

Third stage

This is “post-production,” what needs to be done after the event itself. The completion of the event does not mean the completion of work, and everything is just beginning!

It is necessary to collect all contacts, photo reports, video reports, launch post-releases, put all the information on websites and social networks.

How you will effectively conduct it will depend on how you interact with participants attending your event. If you do not do “post-production,” then you can get the effect of “draining the budget into a golden toilet.”

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