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People of Action materials

Promoting an event

Promoting an event

Promoting your event is as important as planning it. There are many things to consider, including messaging, advertising opportunities, images, and media and public relations outreach.

Start by thinking about who your audience is and how to best reach them. Your website, newsletter, or emails may be right for an event aimed at club members. Social media, flyers, ads, and Members package diapers. Members of the Rotary Club of Araraquara - Santa Angelina construct adult diapers by hand. The diapers are donated to nursing homes, hospitals, and community members in need. Together, the club can produce up to 700 diapers in a single day. Araraquara, Sao Paulo, Brazil. 29 June 2023.outreach to local media can help raise awareness and encourage attendance for a public event. Use the templates to create a flyer or social media ads for your events. Follow Rotary’s brand guidance and use the correct logos and lockups in your promotional materials.

Messaging

Determine your message by focusing on what the event offers your audience and why they should attend. Use straightforward language and avoid Rotary abbreviations and terminology for events where nonmembers are likely to be present as well as on public-facing messages like social media posts. And remember to highlight the impact you and your club make in the community!

The Action Plan Communication Guide includes advice and examples to help you create clear and effective promotional messages.

Paige Radke (left), of the Rotaract Club of Milwaukee, and Janine Kolbec, club member. Members of the Rotary Club of Milwaukee, Wisconsin, USA, and other volunteers plant prairie grasses along the Milwaukee River. The club spearheaded an initiative to transform industrial land along the river into an arboretum. Members of the club have been active in habitat restoration efforts since the park opened in 2013. Milwaukee, Wisconsin, USA. 20 May 2023.Social media

An event page on Facebook is easy to share with a broader audience, and the Respond feature helps manage the attendance list. You may also want to:

  • Use Instagram Reels to widely share short moments from your event.
  • Use your preferred online event platform (for example, Eventbrite) for events that require a ticket purchase.
  • Post on your social media accounts after the event to inspire people to attend the next event.

Photos

During the event, capture images that stir an emotional response. You can use them afterward and in future promotions. Make sure to obtain a written release before taking photos and be clear that you intend to use them to promote your event or club. Learn more about taking compelling photos and videos that showcase Rotary’s values.

Public relations and media

Local news coverage of your event helps you reach a broader audience and increase the community’s understanding of Rotary. You can plan a media outreach strategy that links your event to current events, trends, or observances related to Rotary’s areas of focus and goals. Find customizable news releases, letters to the editor, and media advisories, and learn how to engage local media to promote your event.

RESOURCES AND REFERENCE

Take our Learning Center courses:

Learn about Rotary’s youth protection guidelines

Find Rotary-branded virtual backgrounds and PowerPoint templates