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.
