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Here at Cavendish Venues London’s leading conference and meeting venues we host hundreds of conferences and exhibitions for Associations and Institutes every year. We offer rooms seating up to 340 attendees, plus 22 exhibition stands. If you are looking for a venue for your conference in the West End or the City of London get in touch.
How to Promote an Event or Conference to Your Members
Engaging members is the starting point for any successful event or conference. This will help you maximise attendance by obtaining members' thoughts on what sort of event or conference they would like to attend.
1. Involve Members in Event Planning
- Engage early: Get their input on format, topics, and desired outcomes. Use surveys, focus groups, social media, and interviews.
- Ask the right questions:
- What format do they prefer (in-person, hybrid, online)?
- What topics are most relevant?
- What do they hope to gain (networking, knowledge, etc.)?
- What could be improved from past events?
- Analyse feedback: Don't just gather data, use it to shape your event.
2. Create a Powerful Event Webpage/Microsite
- Essential elements:
- Compelling title and description
- Accurate event details (date, time, location, directions)
- Speaker bios and photos
- Event-related content (videos, blogs, resources)
- Prominent "Register Now" button
3. Use a Mix of Marketing Channels
- Reach everyone: Cater to different preferences with email, social media, and even direct mail.
- Consider your audience: Understand your members' demographics and how they consume information.
4. Promote with Email Marketing
- Pre-event:
- Start with a teaser email to build excitement.
- Include testimonials and social proof.
- Send emails with progressively more event details.
- Send reminder emails close to the event date.
- Post-event:
- Thank members for attending.
- Share presentations and resources.
- Request feedback and testimonials.
- Email best practices:
- Optimise send days and times.
- Personalise emails.
- Use email automation.
5. Promote Using Social Media
- Choose the right platforms: LinkedIn is generally best for professional events, but consider Facebook and X depending on your audience.
- Pre-event:
- Create a unique event hashtag and use it consistently.
- Link to your event page in your social media bios.
- Post regularly with diverse content (registration updates, speaker highlights, countdowns, etc.).
- Post-event:
- Share attendee feedback, photos, and videos.
- Link to presentations and resources.
- Engage with members and gather feedback.
- Social media best practices:
- Include social media details in all communications.
- Encourage members to follow your organisation's accounts.
6. Promote Using Direct Mail
- Benefits: Can reach members who prefer offline communication and often has better response rates than digital.
- Direct mail best practices:
- Choose effective formats (oversized envelopes, postcards).
- Personalise mailers.
- Offer multiple response options (phone, text, mail).
- Include social proof and testimonials.
- Use clear calls to action
Key Takeaways
- Member engagement is crucial: Involve members throughout the planning process.
- Diversify your promotion: Use a mix of channels to reach all members.
- Optimise each channel: Follow best practices for email, social media, and direct mail.
- Make it accessible: Ensure all promotional materials and the event itself are accessible to everyone.
If you are looking to book a conference meeting or exhibition in London there are lots of reasons to use Cavendish Venues:
- Conference Venues in the West End of London and the City
- Seating from 2 – 340 delegates
- No Venue more than a 5 min walk from a major underground station
- Market Leading Green Credentials
Get in touch now on 0207 706 7700 or enquiries@cavendishvenues.com
