Your Complete Guide To PR For Events

by | Oct 17, 2022

Top-level event details: name, date, venue. Pretty self-explanatory; make sure your event’s name and date are easily noticeable on the event program. If it’s an in-person event, include the venue name and address.

If it’s a virtual event, communicate this fact clearly in the event program. Include a QR code or other means the attendees can join the virtual event platform.

1. Typography

Typically these pieces of information should have the largest font and should be emphasized on the front page (if the program has multiple pages.)

2. Company information

At the very least, you should let your attendees know the company/event organizer behind the event and include your company’s website and social profiles. Depending on the type of event you’re hosting and the space available on the program, you can add your company’s vision of the event, its objectives, and other relevant information.

3. Photos and images

It’s no secret that visuals speak much louder than words, and with the limited space you have on the event program, you’ll have to choose the photos and images you’d like to include carefully.

Make sure the photos, images, and infographics you include are high quality, attractive, and aligned well with your event’s theme and overall aesthetics. With the fact that photos and images will play a great part in determining the overall tone of your event, you should pay extra attention to this imagery department.

4. Event schedule

Depending on the amount of space available on the event program, you may be able to squeeze in your event’s full schedule or just a shortened version of it.

Either way, make sure the event agenda is polished and attractive and structure it well by day (if it’s a multi-day event), session, and timing. Make sure it’s easy to understand and engaging for your audience.

This should be the most important part of your event program, so make sure you invest enough time and resources to polish this part.

5. Description of sessions and activities

Depending on the space available, you can add a brief description of each activity/session at the event, including breakout sessions. The purpose of this section is to help your attendees choose which activity to attend and to set their expectations for each activity they’d participate in.

6. Map of your venue

This is not a must-have item in your event program, and if your program has limited space for a map or if you are hosting a virtual event, by all means, you can skip this.

However, if your event is going to span multiple rooms in the venue, then adding a map to your event program can be a nice addition. Of course, you’ll still need to plaster printed maps on various parts of the venue, but this map on the event program can provide more convenience for your attendees, knowing that they have access to the map at all times.

Make sure the map is easy to understand and well-designed, and you can label or color-code the different rooms as needed.

7. Sponsors, VIPS, and key partners

If you have spare space in your program’s layout, you can add logos of your sponsors and partners, as well as mention the VIPs who are going to attend the event.

8. Contact information

Add an emergency phone number on the event program, as well as other relevant contact information. This way, your attendees can easily access this contact information whenever they are in any emergency, including unexpected accidents and medical emergencies during the event.

9. FAQs

Another optional section that you can add if you still have spare space and can help ease the burden of your event staff. Including a FAQ section allows them not to waste valuable time answering repetitive questions.

Consider adding a FAQ section if your event is relatively complex, especially if you’ve received a lot of questions during registrations. If you decide to add a FAQ section, however, only include questions that will help your attendees during their attendance to make sure this section is relevant.

Related Blog Posts

All Blog Posts

INSPIRATIONAL VENUES & EVENTS

Another fabulous trip to Paris, this time for our @amber.holgate & @luchalkx 😍 a huge thank you to the stunning @hotellutetia for hosting them! 🇫🇷🥐♥️ #inspvenuesLOVES #paris #lutetia #travel #worktrip #emilyinparis

Another fabulous trip to Paris, this time for our @amber.holgate & @luchalkx 😍 a huge thank you to the stunning @hotellutetia for hosting them! 🇫🇷🥐♥️ #inspvenuesLOVES #paris #lutetia #travel #worktrip #emilyinparis ...

Thank you @mo_hydepark and @mo_paris for the most amazing fam trip from London to Paris! 🇬🇧🇫🇷Just a few hours in between these incredible properties who live and breath hospitality! Perfectly located and great venues for every occasion 👏thank you for always looking after us and our clients 🤩 @inspvenues #InspVenuesLOVES #travel #travelreel #events #venuefind #london #paris #hospitality #mandarinoriental

Thank you @mo_hydepark and @mo_paris for the most amazing fam trip from London to Paris! 🇬🇧🇫🇷Just a few hours in between these incredible properties who live and breath hospitality! Perfectly located and great venues for every occasion 👏thank you for always looking after us and our clients 🤩 @inspvenues #InspVenuesLOVES #travel #travelreel #events #venuefind #london #paris #hospitality #mandarinoriental ...

Thank you @leadinghotelsoftheworld for inviting our own @luchalkx to visit your stunning property in Courmayeur, Italy 🇮🇹 @lemassiffcourmayeur as well as visiting Europes highest meeting room! We can’t wait to see her new skills on the slopes! 😍⛷

Thank you @leadinghotelsoftheworld for inviting our own @luchalkx to visit your stunning property in Courmayeur, Italy 🇮🇹 @lemassiffcourmayeur as well as visiting Europes highest meeting room! We can’t wait to see her new skills on the slopes! 😍⛷ ...

A London icon that never fails to impress.

#eventspaces 
#thegherkin #londonlandmarks
#lovelylondon #iconiclondon
#venuefinders #ondonviews
#privatehire #eventhire #corporateevents
#londonvenues

A London icon that never fails to impress.

#eventspaces
#thegherkin #londonlandmarks
#lovelylondon #iconiclondon
#venuefinders #ondonviews
#privatehire #eventhire #corporateevents
#londonvenues
...

🚨 One to watch - @bulgarihotels Rome, opening this year

It’s a homecoming for Bulgari with the opening of the Bulgari Rome, the Italian brand’s first hospitality project in the very city they were founded in. Architect Antonio Citterio Patricia Viel transformed a 1930s building in the Campaign Marzio neighborhood into a 100-room hotel, complete with a restaurant by Michelin star chef Niko Romito.

#inspirationalVenues #newhotels #bulgarihotels #Bulgari #Rome #visitrome #5starluxuary #wanderlust

🚨 One to watch - @bulgarihotels Rome, opening this year

It’s a homecoming for Bulgari with the opening of the Bulgari Rome, the Italian brand’s first hospitality project in the very city they were founded in. Architect Antonio Citterio Patricia Viel transformed a 1930s building in the Campaign Marzio neighborhood into a 100-room hotel, complete with a restaurant by Michelin star chef Niko Romito.

#inspirationalVenues #newhotels #bulgarihotels #Bulgari #Rome #visitrome #5starluxuary #wanderlust
...

Don't just look at the picture, be IN the picture... our team checked out @framelessldn. 

With over 479 million pixels delivered by a million lumens of light, @framelessldn  elevates the traditional art experience to a whole new level, accompanied by a score of breath-taking classical and contemporary music played over 158 state-of-the-art surround sound speakers. It’s inmersive, multi-dimensional and seriously cool 👌 #inspvenuesLOVES

#londonart #culturetrip #frameless #modernart #lovelondon #immersiveart #immersiveevents #eventdesign

Don`t just look at the picture, be IN the picture... our team checked out @framelessldn.

With over 479 million pixels delivered by a million lumens of light, @framelessldn  elevates the traditional art experience to a whole new level, accompanied by a score of breath-taking classical and contemporary music played over 158 state-of-the-art surround sound speakers. It’s inmersive, multi-dimensional and seriously cool 👌 #inspvenuesLOVES

#londonart #culturetrip #frameless #modernart #lovelondon #immersiveart #immersiveevents #eventdesign
...

This error message is only visible to WordPress admins
Error: Access Token is not valid or has expired. Feed will not update.