Six Ways to Promote a Writers Conference
Publicity is the Key to a Successful Conference
Jun 24, 2009
A key component to the success of a writers conference is attracting both attendees and speakers. Publicity is required to draw attention to the conference. Here are six ways to promote a conference
Press Releases for Media Attention
Conference planners should write a press release about the conference. Examine the conference’s offering to find news in order to submit multiple press releases. Topics suitable for a press release include the speakers, especially if they are well known in their field of expertise and/or their expertise will present an opportunity the community might not otherwise have, the topics the conference will cover, the benefit of the conference to the community, and any awards being presented at the conference.
The key is to look for unique angles that are newsworthy or of interest to the community. Press releases should be distributed locally and regionally as well as through free online distribution services. Each release should contain all the pertinent facts about the conference. Contact information for interviews, registration, and questions should also be included. The press release should contain an interesting slant to the information and avoid hyperbole.
Postcards as Reminders
Postcards are an effective and inexpensive way to remind former attendees about the conference. The postcards should be mailed within a reasonable amount of time before the conference registration deadline. Three to four months is generally good, but rely on individual circumstances to determine the best time. Postcards can also be sent for inclusion in goodie bags at other conferences and events. Postcards should include a summary of facts about the conference as well as how to obtain more information.
Trinkets as Publicity
A multitude of promotional items can be given away. A few items that tend to be popular are pens, bookmarks, and bags. It’s important to include the conference logo and website on all promotional items. Some items, like bookmarks, may provide room for a few factual details about the conference. The advantage of promotional items is their ease to distribute. Pens and bookmarks can be carried by planners and given to people who express an interest in the conference. Few people turn down a free pen. Sometimes another item might be appropriate for an event. Look for items that are appropriate to give out at the conference based on who is speaking and what the needs are.
For example, highlighters might be appropriate if the event is something like Margie Lawson’s EDITS class. Pens and bookmarks are also appropriate to send to other conferences for goodie bags. Bags are ongoing promotion for the conference. When given to conference attendees and speakers, the hope is they’ll carry them in their lives and at other writer events; therefore promoting the conference continuously. Trinkets should be things attendees will actually use and not throw away before they even leave the conference.
Brochures as Enticements
Brochures provide an opportunity to present a condensed version of the conference’s events for potential attendees. A well done brochure will entice people to attend the conference. It should also provide a registration form, so they’ll register when they read the brochure. Brochures are effective because they can be distributed at writers meetings, bookstores, other conferences, and book related events. They can also be mailed to people without internet access. They can be carried easily and given to anyone who expresses an interest in the conference. Brochures can be created by the committee. Brochures provide a physical reminder to potential attendees.
Get Listed
People look for conferences in magazines and online, so an appearance in listings of conferences attracts new attendees to and reminds previous attendees about the conference. Some listings, like Shaw Guides, are free but some aren’t. Taking advantage of the free listings is a great start. Pay listings should be evaluated closely to determine whether they’re worth the expense. For example, a listing in Writer’s Digest may be worthwhile because it reaches a large but targeted audience. Any listing of the conference, even free listings, needs to provide the opportunity to reach potential attendees.
Create an Online Presence
Conferences with an online presence will attract more attendees. A website that provides information about the conference, allows registration, and answers questions is a must. In addition, social network sites, writers listserv groups and blogs provide opportunities to promote the conference. Email can be used to communicate with former and potential attendees as well as potential speakers. To read more about promoting a conference online, read Six Ways to Promote a Writers Conference Online .
A successful conference depends on people knowing it exists and what it has to offer. Promotion and publicity are essential to the success of a conference. For more information on planning a conference, read Basic Steps for Planning a Writers Conference.
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