Community Special Event Planning Checklist: Ensure a Successful and Memorable In-person Occasion
Recently asked the question - how do I get more people to RSVP to my in-person event?
Some suggestions (in no particular order).
- Organise a date & time - work with presenters and sponsorship as early as possible to settle on a date, time, and venue.
- Encourage engagement now - make a place where people can start engaging now and others can see the excitement about the event, this could be as simple as a social media post asking for comments.
- Make the event special - get a special person to present at the event.
- Encourage leadership - start doing weekly leadership meetings leading up to the event. In meetings provide opportunities for sharing ideas and encourage those joining to help promote the event.
- Encourage personal DMs - with people that are starting to attend the weekly leadership meeting, ask them to start sending personal DMs to friends and connections that will be interested.
- Post, and then repost on social media - every couple of days post on social media something that the audience can reshare.
- Email weekly updates - start doing a weekly email to chapter members with links and sharing how excited you are about the event.
- Engage with new connections - with people that are engaging with posts, connect with them on and ask about why they would like to engage.
- Make sure the event is hybrid - not everyone can attend in person.
- Make sure the event is recorded - make sure you have a YouTube where you can share recordings because not everyone can attend at the time of the event.
- Most importantly do personal DMs - for people to turn up YOU must send personal DMs. When you connect ask for a reshare of a post, ask for an RSVP to the event and most importantly make it personal.
- 100+ RSVPs = 50 people in the room - not everyone that RSVPed will turn up, so if you want 50 people in the room then make sure you have 100+ confirmed RSVPs.
- Share a comment - what would you like to add to the checklist for ensuring that an in-person event is successful and memorable?
These work just as well for online-only events too.
For more thoughts on community engagement ...