Easily create communication materials for your event

Easily create communication materials for your event

To keep your event at the top of your atten­dees’ minds, you need to cre­ate con­sis­ten­cy between the themes tack­led and the visu­al expe­ri­ence. If these two ele­ments are coor­di­nat­ed, your mes­sage will have a big­ger impact — and that is what makes a suc­cess­ful event! Used in the right way, design can improve mes­sage mem­o­ri­sa­tion. Whether you are a pro­fes­sion­al or a begin­ner in the field, you will see that there is a very sim­ple way to use design to enhance the visu­al per­cep­tion of your event.

A good design is not suf­fi­cient to launch your event. You will also need a good e‑mail mar­ket­ing tool con­nect­ed with your event reg­is­tra­tion sys­tem, in order to send the good mes­sage to the right person.

Here are all the steps to fol­low to ensure the suc­cess of your even­t’s visu­al communication.

Con­tents

  1. Cre­ate a schedule
  2. Update your Media Kit
  3. Plan com­mu­ni­ca­tion ele­ments dur­ing the event
  4. Com­mu­ni­cate after the event

1. Create a schedule

You have built your team and decid­ed on the nature of your event, all that you need to do now is to make it hap­pen. Com­mu­ni­ca­tion and event plan­ning can both be includ­ed in a pre­lim­i­nary doc­u­ment: the schedule.

The event’s sched­ule is to be used as a guide that will be use­ful from begin­ning to end, whether in paper and/or dig­i­tal for­mat. A valu­able man­age­ment tool, it lists the tasks planned and actions car­ried out in a cal­en­dar you cre­at­ed. For each stage of the project, you can iden­ti­fy the finan­cial and logis­ti­cal resources, as well as the per­son in charge of the task. A real key to antic­i­pat­ing, your sched­ule makes it pos­si­ble to lim­it unfore­seen events and con­trol your event from A to Z!

2. Update your Media Kit

While sev­er­al non-ver­bal ele­ments play an impor­tant part in the impact your com­mu­ni­ca­tion cam­paign will have, the visu­al aspect remains the most sig­nif­i­cant one. An event’s reach is based on two basic ele­ments: vision and expo­sure. The for­mer sets your social approach and pro­fes­sion­al spir­it, the lat­ter defines how you inter­act with the pub­lic. Con­sis­ten­cy between vision and expo­sure is there­fore essen­tial to con­vey an authen­tic mes­sage — and that con­sis­ten­cy is based on your media kit’s visu­al atmosphere.

Once you have a sched­ule, it is time to update your infor­ma­tion and com­mu­ni­ca­tion elements.

Website

An event means inter­est­ed indi­vid­u­als and new peo­ple vis­it­ing your web­site. Check that it is up to date: are the ban­ner ads up to date, are the links to your social media still work­ing, are the photos/videos of good qual­i­ty? The web­site is your win­dow to the world, so make sure that the ele­ments and infor­ma­tion are optimised.

Email signature

Email is the most con­ve­nient way to com­mu­ni­cate with your cus­tomers and part­ners and it is made all the more rel­e­vant by a well-designed and infor­ma­tive sig­na­ture. Check that your com­pa­ny logo is clear­ly vis­i­ble, and do not hes­i­tate to men­tion the event in your email sig­na­ture — this shows your involve­ment and boosts inter­est in the event by dis­play­ing it as a mile­stone expect­ed by many!

Digital media: groups and social media

Whether it’s Face­book, Insta­gram, Twit­ter, LinkedIn or Meet­up, use them to tease your event! Either by show­ing the dif­fer­ent steps of the event organ­i­sa­tion, or sim­ply by broad­cast­ing the image of your event simul­ta­ne­ous­ly across all your net­works. To save time, you should use auto­mat­ed image adjust­ment tools to avoid hav­ing to cre­ate spe­cial con­tent for each platform.

On Can­va, the “resize” fea­ture allows you to con­vert any type of doc­u­ment to the opti­mal size for social media plat­forms in a sin­gle click. For exam­ple, if you have cre­at­ed an image in “Event cov­er” for­mat, sim­ply check “Insta­gram post” and/or “fly­er” to auto­mat­i­cal­ly resize the image with­out hav­ing to rework and read­just the design. Convenient!

Printed materials: Posters, flyers, stickers, etc

As far as your event’s com­mu­ni­ca­tion is con­cerned, tra­di­tion­al adver­tis­ing media remain effi­cient when com­bined with the dig­i­tal media men­tioned above. Here, all the ele­ments must be easy to read because, unlike social media, you can’t give more details in a mes­sage or comment.

Thus, the logo, the name of the event, the names of the guests and any prac­ti­cal infor­ma­tion must be dis­played in a clear and con­cise man­ner. The “resize” tool is also very use­ful here as it helps with effort­less­ly obtain­ing com­plete con­sis­ten­cy across your cho­sen materials.

Ticketing platform

Tick­et­ing is the key to any event. In addi­tion to act­ing as an access pass, it is the first real indi­ca­tor of your event’s visu­al atmos­phere. Sev­er­al tick­et­ing design tools exist. On Weezevent, it is very easy to cre­ate a cus­tom tick­et tem­plate in a few clicks!

3. Plan communication elements during the event

Badges and stickers

Event badges help with secu­ri­ty and attendee iden­ti­fi­ca­tion. Oth­er­wise, stick­ers dis­play­ing the first name, sur­name and role of the par­tic­i­pant will do the trick. They allow iden­ti­fi­ca­tion, while enabling social­i­sa­tion between participants.

Event programme and brochure

The event pro­gramme and brochure are two ele­ments that are often for­got­ten due to lack of time, but they do mat­ter in the per­cep­tion of your brand. On the one hand, they allow the par­tic­i­pant to feel part of your project, and on the oth­er hand, they allow him/her to make the most of the event itself and the infor­ma­tion you want to share about your organ­i­sa­tion. These cus­tom mate­ri­als are easy to cre­ate and will add a human touch to your brand!

Slideshow

Your pre­sen­ta­tion mate­r­i­al must be flaw­less. Pho­tos and videos must be of high qual­i­ty. If this is not the case, unless absolute­ly nec­es­sary, con­sid­er remov­ing sub-opti­mal con­tent. The colour scheme and typog­ra­phy of the doc­u­ment must of course reflect your brand. And above all, we advise you to save your pre­sen­ta­tion on sev­er­al media (USB key, hard disk, etc.), in order to avoid any unfor­tu­nate unex­pect­ed event.

Live Videos

Broad­cast­ing a live event no longer requires sig­nif­i­cant invest­ment and equip­ment. Today, a tri­pod and a smart­phone are enough to livestream an event, either in part or in full. Think about film­ing the atten­dees as well as the speak­ers and try to show the atmos­phere and ener­gy of the place on your social media. This will allow you to gain expo­sure and encour­age engage­ment (likes, com­ments, etc.). Lat­er, this con­tent can even be added to your web­site, to sup­port your sto­ry­telling and authenticity.

Signage

As both an ori­en­ta­tion and enter­tain­ment tool, sig­nage is increas­ing­ly inte­grat­ed into event land­scapes, as a sign, on a screen or on the ground.

Sig­nage uses design to com­ple­ment basic infor­ma­tion with prac­ti­cal ele­ments. Thus, it should indi­cate, among oth­er things:

  • the dif­fer­ent entrances and exits;
  • where to get badges and information;
  • the toi­lets;
  • where to get food and drinks;
  • the dif­fer­ent event rooms and speakers;
  • mer­chan­dise areas;
  • the pho­to­call area;
  • etc.

Goody bags

Goody bags usu­al­ly con­tain adver­tis­ing items dis­trib­uted by a brand or com­pa­ny. Its impact is made all the more influ­en­tial by the fact that it enters the recipient’s home, not to men­tion the plea­sure it brings. Very inex­pen­sive to set up, it gen­er­ates high mem­o­ri­sa­tion rate from the audi­ence to whom it is offered, which makes it the per­fect ally of all events.

Water bot­tle, tote bag, cup, gad­get, seeds to grow, note­book, pen, key ring, t‑shirt, etc., you have many options. You can choose to design the good­ies your­self or ask a part­ner, who will ben­e­fit in turn from the par­tic­i­pa­tion or expo­sure at your event.

Business cards

The suc­cess of an event is also mea­sured by the num­ber of busi­ness cards exchanged. Updat­ing your card is a major require­ment. To be hand­ed in per­son, left on a table in plain view dur­ing your pre­sen­ta­tion, on the counter at the food court or at a point of sale — it is up to you to choose what is best for you!

4. Communicate after the event

While the lifes­pan of a phys­i­cal event is lim­it­ed, there are a thou­sand and one ways to make it last over time:

  • by send­ing a thank you email to each of the par­tic­i­pants with, ide­al­ly, the photo(s) in which they appear;
  • by shar­ing pho­tos and videos on your social media;
  • by writ­ing a post on your company’s blog sum­maris­ing the high­lights of the event;
  • by get­ting back in touch with the peo­ple who have impressed you the most, for a pos­si­ble partnership.

Did this arti­cle give you ideas for your future event’s com­mu­ni­ca­tion cam­paign? Take a look at the ser­vices pro­vid­ed by our all-in-one tick­et­ing plat­form by click­ing below:

Organ­ise an event

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