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How can you make your event communication clear and consistent?

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Clear and consistent communication is essential for any successful event production. Whether you are planning a conference, a festival, a webinar, or a launch party, you need to communicate effectively with your team, your clients, your speakers, your sponsors, and your attendees. In this article, you will learn some tips and best practices on how to make your event communication clear and consistent.

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Abegail A.

1 Define your goals and messages

Before you start communicating with anyone, you need to define your goals and messages for your event. What is the purpose of your event? What are the key takeaways for your audience? What are the benefits for your partners? How do you want to position your brand and your event? Having a clear vision and a compelling story will help you craft consistent messages that align with your goals and resonate with your stakeholders.

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Abegail A.
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One thing I’ve found helpful is conducting a stakeholder analysis. Ask what level do they function at for this event? Group them based on high, mid, and low importance for the event. Based on that you can tailor event communications to the audience who will most likely be the most responsive and impactful. You can focus main messaging outputs there and then some to mid and some to low level. It’s about allocating resources, content, and bandwidth where it’ll make the most impact.

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Seeley Lutz

Creative Professional + Founder of News Nuggets
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Emotions are powerful - some say evoking them during a presentation is more powerful than plain thinking. Defining what you want your audience to walk away with, feeling, is the first key step in a stellar presentation. Is it a call to action? Is it comfort in what your brand is doing? Is it your great haircut? Your presentation shouldn't be more than 12 slides (including title, conclusion, etc.) Use a presentation helper like SlidesCarnival, which has hundreds of free templates.

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2 Choose your communication channels

Depending on the type and size of your event, you may need to use different communication channels to reach your target audience. Some common channels include email, social media, website, blog, podcast, video, newsletter, press release, and flyer. You should choose the channels that best suit your event format, budget, and audience preferences. You should also consider the frequency, tone, and style of your communication for each channel.

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Seeley Lutz

Creative Professional + Founder of News Nuggets
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Include an interactive portion both at the beginning of your presentation and right in the middle. This will ensure your audience is right there with you in terms of awareness and level of FUN: Facts - what do they need to know? Uniqueness - why do your words hold more weight than the next speaker? Narrative - What story are you telling about the trajectory of your brand?

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3 Create a communication plan

A communication plan is a document that outlines your communication strategy, objectives, tactics, timeline, and metrics for your event. It helps you organize your communication activities, assign roles and responsibilities, track progress, and measure results. Therefore, it should include communication goals that are specific and measurable; the main groups of people you need to communicate with and their needs, interests, and expectations; key messages to each audience group that support your event goals; the best channels to deliver your messages to each audience group; specific actions and tasks to implement your communication strategy; timelines for execution of each communication tactic with deadlines and milestones; and metrics to measure the effectiveness and impact of your communication.

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4 Use clear and concise language

One of the most important aspects of clear and consistent communication is the use of clear and concise language. You should avoid jargon, slang, acronyms, and technical terms that may confuse or alienate your audience. You should also use simple and short sentences, active voice, and positive words. You should proofread and edit your communication for grammar, spelling, punctuation, and clarity. You should also use consistent terminology, formatting, and branding across all your communication channels.

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Jaimee Freeman

Event Planner and Conference Organizer | Linguist | Strategic Communications Expert | Photographer
(已编辑)
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Clear and concise is important and it goes hand-in-hand with a simple process for attendees and stakeholders! Feedback from stakeholders that indicate any confusion in the process is a signal that communication or processes were something other than that!

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5 Provide relevant and timely information

Another key aspect of clear and consistent communication is the provision of relevant and timely information. You should provide your audience with the information they need to know about your event, such as the date, time, location, agenda, speakers, sponsors, registration, fees, and contact details. You should also update them regularly on any changes, news, or announcements related to your event. You should also anticipate and answer any questions or concerns they may have and provide them with feedback and support.

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Seeley Lutz

Creative Professional + Founder of News Nuggets
(已编辑)
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As we enter the near H2, right now is a key time to offer 2024 predictions and expectations on trends in the industry and recap company milestones from 2023. It’s also a great time to tease future pipeline initiatives as well. With that said, everyone is going to be sharing thoughts on this front. So I ask you: what makes your words worth reading? Study two outside elements in the news related to your specialty prior to speaking to stay sharp and well-rounded. Be bold in your presence and confident in what you have to say. Your posture, demeanor, and mood are contagious during these kinds of things.

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6 Seek and use feedback

The final tip for clear and consistent communication is to seek and use feedback. You should ask your audience for their opinions, suggestions, and feedback on your communication and your event. You should also monitor and analyze the data and metrics from your communication channels, such as open rates, click-through rates, engagement rates, and conversions. You should use the feedback and data to evaluate and improve your communication strategy and tactics and to optimize your event experience.

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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?

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Seeley Lutz

Creative Professional + Founder of News Nuggets
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Coordinating a speaking event for a client is not always easy, especially if you are not able to physically be there as a communications specialist. You help brainstorm the topic, provide notes on the presentation, help find the nearest Hilton, and gently push them out of the nest into a crowd of industry experts. It's not always easy, but it's wildly exciting. Linking your client with industry peers, potential partners, and influential individuals can lead to creative collaborations, new business opportunities, and a broader network of thought leaders.

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How can you make your event communication clear and consistent?

1

2

3

4

5

6

7

1 Define your goals and messages

2 Choose your communication channels

3 Create a communication plan

4 Use clear and concise language

5 Provide relevant and timely information

6 Seek and use feedback

7 Here’s what else to consider

Event Production

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How can you make your event communication clear and consistent?

1

2

3

4

5

6

7

1 Define your goals and messages

2 Choose your communication channels

3 Create a communication plan

4 Use clear and concise language

5 Provide relevant and timely information

6 Seek and use feedback

7 Here’s what else to consider

Event Production

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感谢您的反馈

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