Whether you’re a seasoned event promoter or prepping your first event, technology has completely rewritten the playbook for great event promotion in 2025. We’ve got a 3-step event promotion formula to help.
“Event marketing without strategy is just noise.” – Julius Solaris
At Evvnt, we believe great event promotion boils down to three simple things:
The Right Place, The Right Time and The Right Main Character. Here’s how to master all three.
Evvnt’s cutting-edge platform doesn’t just list your event, it syndicates your event across all local calendars, boosts local SEO and helps you reach the right eyes with precision. Did we mention it saves you a bunch of time? Check out this success story.
Event Promotion Strategy 1: The Right Place
As an event promoter, you already know your venue plays a huge role in setting the tone for your event. It’s the first visual cue your audience gets about the vibe, energy, and experience to expect.
The same goes for where and how you promote your event.
If you’re only listing your event in one or two places, you’re missing out on people who are already searching, just not in the places you’re showing up. The problem? Manually finding every relevant event calendar and niche platform takes serious time.
You Could Spend Lots of Time:
Googling it, but be specific
Search:
“[your event type] event calendar + [your city/region]”
(e.g. “live music event calendar + Austin”)
Being specific about your location helped with your event’s GEO, learn more about GEO on our 8 Tip to Maximize Your Geographic Marketing Optimization blog.
Looking up local media outlets
- Newspaper event calendars (online editions)
- Local radio station event pages
- Community magazines and blogs
Finding niche or category-specific sites
- Music? → Bandsintown, Songkick
- Food/wine? → The Infatuation, Eater, LocalFoodEvents
- Business/tech? → Eventbrite, Meetup, LinkedIn Events
- Arts/culture? → ArtRabbit, Culture Trip, local museum sites
Posting on your city’s official tourism or chamber of commerce website.
Checking local universities and campus bulletin boards
Many allow community event submissions for students & staff
Reddit & Facebook Groups
- Search for your city + topic (e.g., “Atlanta Music Events”)
- Find active groups or subreddits with event sharing threads
Finding competitor events & reverse-engineer
Look at where similar events are posted
- Use Google’s “site:” search to see which sites they’re listed on
e.g., site:allevents.in “comedy night”
Asking venues and collaborators where they promote
They often have go-to platforms you may not know about. If they don’t and you plan to work with them more, help them start to build that list!
Checking with local influencers or event promoters
They often have networks or know niche spaces that get traction.
Or You Could Try Evvnt’s Biggest Event Calendar Network in the World
Our syndication tool posts your event across the right calendars and platforms with a single click, saving you hours of posting and research. We have thousands of calendars to choose from perfect for all types of events.
Every listing uses a tracking link that allows us to measure each click your event receives. And because Evvnt uses 301 redirects, your brand or event URL also gets an SEO boost, improving your visibility on search engines like Google and Bing.
Here’s What You Get with Evvnt Syndication:
- Time saved: No more manually posting to dozens of sites, just publish once and you’re live everywhere. Your boss or client will be left wondering how you did it so fast.
- Higher visibility: Boost your event’s SEO through smart link-building.
- Full reporting: Get a clean report showing impressions, clicks and direct links to where your event is published. We’ll say with you every step of the way.
Sounds like it would cost a lot, huh? Actually, it’s extremely affordable and we even have subscription programs to save you even more because we value YOU as a community event promoter. You bring people together!
Click the image about to learn more or book a demo with our team to see how we’ve helped an event just like yours.
“The best promotion isn’t just loud, it’s everywhere your audience already is.”
Event Promotion Strategy 2: The Right Time
As an effective event promoter you definitely already know timing is everything with events. The date, hour, season are all important to the success of your event and usually affect the overall theme.
✅ Evvnt Tip: Schedule your listings based on peak search trends, Fridays for weekend events, early in the month for paychecks or seasonally for maximum visibility. If you know everyone will be with their family on Christmas or at that huge annual festival, try planning a different type of experience a few weeks before or after.
Timing doesn’t just affect the creation of your event. It also affects how you promote your event. When is the right time to speak to your audience and what is the best method to reach them?
Social media is a great tool for event promotion, but you can’t guarantee when/who is going to see your event.
The number one trusted way to get to your audience when they are making purchasing decisions is still email marketing. Stopping by their inbox at the right moment can spark that impulse buying power you need to sell out your event.
Best Time to Send Emails for Your Event
-
- When you first post your event, send an announcement letting them know the event is happening and what to expect.
- Next, send a reminder email about a week before the event giving more details on anything exciting happening or offering a giveaway/sale.
- Finally, since most event goers purchase tickets within the last few days, send a final push email just before the event.
- Protip: for weekend events, Thursday afternoon sends do great. Paychecks just hit and they’re often looking for weekend entertainment.
Setting Up Your Email Platform
Step 1: Choose an Email Platform
Choose your EMS (email service provider). Research and compare platforms like Mailchimp, ConvertKit and SendGrid. Make an account. Many have very limited free account options that keeps the mail carrier’s branding on the emails if you don’t pay. The choice is yours.
Step 2: Import Your Contacts
You’ll need a qualified contact list. You can build a list in the ways listed in strategy 3. You can buy sketchy lists that may bounce or get your domain sent to spam. Organize the contact spreadsheet and upload them. This part can be quite annoying but it’s important.
Step 3: Design an Email
Most email platforms have pre-made or drag and drop templates so you’ll just need your logo and brand guide to get started. You may end up staring blankly at your template for 25 minutes and wonder if “Join Us!” is too desperate. That’s natural, you don’t have to be scared but you do need to always have a solid CTA (call to action) at the top of the page and further down.
You can check out Canva for email templates if you want to use something more elaborate.
Step 4: From Address
You’ll need a professional domain email address to send from something like hi@youreventdomain.com. You’ll also need to provide a business address to put on the footer of the email.
Step 5: Schedule It
Now set your audience and send. You can duplicate the template for the additional sends you’ll want to do.
Simple + Fast = Evvnt’s Email Marketing
If you don’t have time to build a qualified list or set up an email service provider for your event, Evvnt’s Email Marketing can help you streamline the entire process into just a few minutes reaching thousands of locals. Here’s how we can help your event email marketing.
How Evvnt’s Email Blasts Help You
Hit the Right Inbox Every Time
Send laser-targeted emails to the exact crowd who cares, people in your area, already interested in your type of event. More eyes = more RSVPs.
Customize in Seconds
No coding, no designing, no stress! Your event listing turns into a ready-to-send email template automatically. Just tweak it if you want or hit send and relax.
Watch the Results Roll In
Track opens, clicks, and ticket sales like a pro. Know exactly how your emails are performing, no guesswork, just wins.
Budget-Friendly Brilliance
Local events? Big reach, small spend with a major impact.
See What’s Working
Get clear, easy-to-read reporting showing who opened, who clicked, and how many tickets your campaign sold. Yes, it’s that satisfying.
Event Promotion Strategy 3: The Right Main Character
Your attendees aka target audience are the main character of the story you’re telling with your event. If you invited the wrong audience to an event you might be expecting a Woodstock 69’ but end up with a Woodstock 99’.
What if you don’t know who your target audience should be or how to reach them? At this point, I highly recommend speaking with good ol’ ChatGPT about your event. Start asking questions about the specific demographics for your venue, the general location around your venue and for the fandom of the type of event you’ll be putting on.
Cool, now you know who to reach but how do you find those people? Build an audience via a social media platform and then, create a contact list for your email or SMS sends. Maintaining your data is imperative for event promotion.
Growing a qualified email list is not a fast or easy process. It’s showing up over and over again with value to offer your audience. Here’s some ways to grow an email list for your event promotions.
Ways to Grow Your Email List
Remember, growing a quality list takes time and dedicated effort. Cross promoting your email list with other locals who also have email lists is another great tactic.
- Add a signup form to your event landing page
Make it easy + visible = more emails, less drop-off. - Offer a lead magnet
Freebies like a discount code, VIP access, or exclusive content work wonders. - Use your ticketing process wisely
Add an opt-in checkbox at checkout, it’s the easiest win you’ll ever get. - Collect emails at your events
QR codes, tablet sign-ups, or old-school clipboards, don’t sleep on in-person. - Run a giveaway or contest
“Enter your email to win free tickets” = guaranteed traction. - Promote on social media
Use stories, pinned posts, or a link in bio to direct people to your signup page.
Need a Qualified Email List FAST?
Evvnt puts curated email lists from all across the county at the tips of your fingers with our Event Email Blasts. You choose how many recipients you’d like to target around your event’s venue and reach anywhere from 1,000 to 500,000 consumers.
Then, watch the open rates move.
Let us know how using this three-step strategy has helped you promoting your next event.
