How do you communicate with your conference promotion team?

1 Set your goals and expectations

Before you start any promotion campaign, you need to define your goals and expectations for your conference. What are the key messages you want to convey? Who are you trying to attract and why? How will you measure your success? These questions will help you align your promotion team with your vision and mission for your event. You should also establish your budget, timeline, and responsibilities for each team member, and communicate them clearly and regularly.

2 Choose your communication tools

There are many tools and platforms you can use to communicate with your conference promotion team, depending on your preferences, needs, and resources. Some common options include email, phone, video conferencing, instant messaging, project management software, and social media. You should choose the tools that suit your team's style, availability, and goals, and use them consistently and effectively. For example, you can use email for formal updates and reports, video conferencing for brainstorming and feedback sessions, instant messaging for quick questions and reminders, project management software for tracking tasks and deadlines, and social media for sharing and engaging with your audience.

3 Create a communication plan

A communication plan is a document that outlines your communication strategy, objectives, methods, and frequency for your conference promotion team. It is designed to organize your communication activities, prevent confusion and duplication, and guarantee that everyone is on the same page. The communication plan should cover the purpose and scope of the communication, the roles and responsibilities of each team member, the tools and platforms to be used, the channels and formats for communication, the frequency and schedule of communications, the expectations and guidelines for communication, as well as feedback and evaluation mechanisms.

4 Share your content and resources

One of the main tasks of your conference promotion team is to create and distribute content and resources that showcase your event's value proposition, agenda, speakers, sponsors, and other features. You need to share your content and resources with your team in a timely and accessible manner, so they can use them effectively and consistently. You can use tools like Google Drive, Dropbox, or OneDrive to store and share your files, such as logos, flyers, posters, banners, videos, podcasts, blogs, newsletters, press releases, and social media posts. You can also use tools like Canva, Adobe Spark, or Piktochart to create and edit your graphics and visuals. You should also provide your team with guidelines and templates for your content and resources, such as tone, style, format, branding, and copyright.

5 Encourage collaboration and feedback

Communication is not a one-way street. You need to encourage collaboration and feedback among your conference promotion team, as well as with other stakeholders, such as your conference organizers, speakers, sponsors, and attendees. Collaboration and feedback can help you improve your promotion strategy, generate new ideas, solve problems, and build trust and rapport. You can use tools like Google Docs, Slides, or Forms, SurveyMonkey, or Typeform to create and share documents, presentations, or surveys that allow your team to collaborate and provide feedback in real time. You can also use tools like Slack, Discord, or Teams to create and join channels, groups, or communities that facilitate discussion and interaction.

6 Monitor and evaluate your communication

Communication is not a one-time event. You need to monitor and evaluate your communication with your conference promotion team throughout your promotion campaign, and even after your conference is over. Monitoring and evaluating your communication can help you measure your progress, identify your strengths and weaknesses, and adjust your strategy accordingly. You can use tools like Google Analytics, Mailchimp, or Hootsuite to track and analyze your website, email, or social media metrics, such as traffic, engagement, conversion, and retention. You can also use tools like Eventbrite, Zoom, or SurveyMonkey to collect and analyze your event registration, attendance, or feedback data. You should also communicate your results and insights with your team, and celebrate your achievements and learn from your challenges.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?