Increasing Event Attendance
by Heidi Richards Mooney
8 Tips to have a Sell-out Crowd Every Time!
Have you noticed a decrease in event attendance over the years? If so, you are not alone. Every day more and more groups and organizations are popping up vying for the attention of specific targeted groups of people. Increasing event attendance is generally the biggest challenge facing meeting and event planners. Many people think that if they plan a fantastic event, people will just show up. Of course, today with all the competition for peoples’ time, this does not happen.
Event planners and hosts can find themselves in a quandry about just how to promote the event to get maximum exposure and participants. Some will hire a public relations firm to get them much needed publicity in the hopes that it leads to more attendees. Others buy "lists" which can be very costly and there are really no guarantees that the list will draw the type of attendees that will add to the overall success of the event. Keep in mind a PR firms responsibility is to garner publicity for the event. Not necessarily bring attendees. It will of course, raise awareness of what you are trying to accomplish but may not result in adding to your bottom line or your database. That is partly because in most cases the media covers events "after the fact." There are exceptions. Like a slow news day, or a celebrity involvement or a totally unique concept that has never been done before would greatly raise the chances of the event being covered on the spot.
Advertising on the other hand is totally different. It can cost money that results in zero return on investment because it too may not be seen by your target audience.
So then you may be asking yourself, what CAN I do to create a successful well-attended event? One thing you can do is what some groups I have volunteered for is to cross promote. By that I mean either share your mailing lists with them and vice-versa OR promote one another's events to your stakeholders.
If you do this make sure your "list" is always kept up to date. And ask any partnering organizations how often they update their lists. That is because people move away, loose interest and basically get "tapped out." Or their interests change and they go on to other groups. The same holds true of events themselve. Organizations today have to keep reinventing themselves and their parties, galas, fundraisers and other events so they can continue to draw the people they can count on. If not, you've lost them before the date for the next event has even been set. That is why it is important to have a plan and a specific targeted list of supporters. Those with the highest probability of attending and becoming life-long supporters.
Here are eight strategies you can use to see immediate results:
- Research other available mailing lists. Look for associations and organizations who present events to similar audiences. Offer to trade sponsor recognition in exchange for their mailing lists. The sponsorship could include a table at your event for them to distribute promotional literature. It could include their name and logo in your brochures, programs and other printed materials. It could include an exchange of your mailing list as mentioned above. Be sure to spell out the terms of using your mailing list. For instance, can the list be used multiple times or only once!
- Negotiate what they would accept or develop sponsorship guidelines to include what they would receive. This will cost you nothing and your mailing list could go from 1,000 to 10,000 (or more). Of course, it will cost more to mail to more people. When my church decided to host an auction, we looked at our community, asked volunteers for their input and found several other organizations that had hosted auctions in the past. We were able to trade lists with some of them, which tripled our original list. Since our events were at different times of the year, we agreed to trade our list for theirs which resulted in almost half of our ticket sales coming from those lists.
- Since printing and mailing to a larger list will increase costs of promotion, use other strategies to save money. Print inexpensive self-mailing brochures to save on envelopes which can be costly. If two color will get the message across effectively, opt for that instead of a four-color process. Using ey-catching graphics and good copywriting to "sell the event." If you must hire someone, I recommend a copywriter is a good investment. She or he will know the words that "sell." and can come up with copy that is both appealing to the target audience it can be used again in multiple ways to spread the word such as postcards, email invitations and more. Be sure you bid on the print job. Unless you are getting it donated or sponsored, printing costs can vary greatly from company to company. I also recommend using bulk mail instead of first class which will save you considerable investment and you can increase your reach by sending to more of your target audience.
- Brainstorm lists with your in-house "staff" and volunteers. It is said each person has at least 200 in their cirlce of influence. Tap into those circles if and when possible.
- Create a publicity “stunt” to increase pre-exposure for the event. When a women’s organization that I am involved in (American Busienss Women’s Association) wanted publicity for a regional conference we were hosting, we brainstormed ideas that would get the media’s attention. We were hosting a cocktail reception, open to the public the night before the conference was to start. The event had two goals to meet. One was to increase local awareness of the organization. The other was to increase event attendance. Our theme for the event was Hot, Hot, Hot in South Florida.
We invited the South Florida Calendar Fire-Fighters to the event to “mingle” with attendees and sell their calendars. The calendars were a fundraiser for the Jackson Memorial Burn Center in Miami . So we created a “pre-event” to promote the reception. We called the Cooper City Fire Department (two of the calendar guys worked there). We asked if we could take publicity pictures with the Firefighters on their Fire Truck (when I find the picture will post it here). They said “yes.” We asked a member who was a professional photographer to take the pictures. The results were great! A full color photo on the cover of the Society page, prior to the event and mentions in other local papers. We had a sell-out attendance. In fact, the firefighters sold all the calendars they had brought that they had to take orders to fulfill the rest. And the “pre-event” was FUN. This may not work for every event. Especially if it is for member’s only.
- If your event is open to the public, check out other local papers and journals to see what other organizations would be likely partners with your organization. Of course, if you have it in your budget you can also offer to purchase their mailing lists which then removes any partnering responsibility on either part. Always, always be on the lookout for new lists. Chambers of Commerce and other business leagues and organizations make it a practice of selling their lists to earn extra income.
- You can also promote the event with broadcast faxes and e-mails. Be cautious when doing so. Unsolicited advertising is not only intrusive it can give the event a bad reputation and may even cost you money in fines, etc. I do send e-mails; however, it is to lists I have created through the several associations I am involved in. If the event is for a nonprofit or service organization, you can create your lists using volunteers.
- Check out local high schools and colleges for students who need service hours. Give them service hours in exchange for inputting the information into your database.
Follow these Eight TIPS and see how many more people attend!
About the Author: ©Heidi Richards Mooney is the author of Quirky Marketing Calendar: 365 Ways to Grow Your Business Using Zany and Non-traditional Holidays and 8 other books. She is also the Founder & CEO of the Women in Ecommerce WECAI.org an organization that "Helps Women Do Business on and off the WEB." Basic Membership is FREE. You can learn more about her at SpeakingWithSpirit.com or QuirkyMarketingCalendar.com.
The gold standard in nonprofit email newsletter delivery. Custom newsletter templates, funding appeals, event updates & more. 20% nonprofit discount!
7 Essential Steps to Raising Money by Mail
Learn with practical examples, detailed checklists, writing helps and other tools. Sample letters for different types of solicitations and for different nonprofit groups. A step by step guide to writing fundraising letters.
Silent Auction Guide & Toolkit
Learn how to create a successful silent auction fundraiser. Silent auction strategies, timelines, auction items and how to organize and display them, how to close an auction and take payments, and other add on fundraisers to boost the bottom line of your silent auction.
Let's Raise Money
The inside scoop about small group fundraising. Learn from the founder of a national fundraising company as he reveals secrets observed over nearly two decades of fundraising.
Read a Free Excerpt
The Ultimate Guide to Planning a 5K Run or Walk Fundraiser
Plan a successful race from scratch. Proven marketing strategies, find and manage volunteers, maximize revenues, recruit and motivate teams. Checklists, forms, speadsheets, worksheets all included.
Secrets of the Charity Auction Experts
Learn from the experts! Discover the best selling auction items. How to get auction items donated. How to boost attendance. How to get more bids and higher selling prices. How to coordinating volunteers, staff and auction consultants.
Grant Writing for Beginners
Learn how to quickly and easily establish relationships with regional foundations and build a strong base of grant support for your nonprofit.
Read a Free Excerpt