Conference Marketing Materials

These are typically high end pieces (4-color printing on glossy stocks) when printed. They are then mailed out to members and past attendees months in advance to spur registration and build awareness.

The content of the program typically contains some or all of this information:

• Conference information
  
• The conference agenda-at-a-glance
  
• Announcement of Keynote Speakers
  
• Session details and learning objectives for sessions
  
• Advertisements from Sponsors
  
• Travel and housing information
  
• Special events and local attractions
  
• Registration Information

Conference brochures and flyers are highly effective in sharing highlights of your event. In many cases, the flyer is just a mini-Advance Program.

How many pages you need in your printed piece depends on the information you need to share and the size of your event. Many smaller events use 4-, 8- or 16- page or brochures (saddle-stitched) or tri-fold brochures to communicate their event information.

In some cases, larger groups (like ASAE's Annual Meeting) will produce a conference flyer to announce their event while still producing a full advance program to be shared upon request as a means to save money.

Conference brochures and flyers can easily be folded, wafer sealed and mailed directly to your audience. They can also be personalized using variable data printing.

Postcards are used as a way to build marketing momentum before the Advance Program is printed. They are low-cost (compared to Advance Programs) and perfect for simple promotional messages, brand awareness and driving traffic to your web site.

Such examples include:

• Save the Date
  
• Event is Right Around The Corner
  
• Last Chance to Register

Typically there are three sizes for postcards, 4" x 6", 5.5"x 8.5" and 6"x 11." Smaller postcards are less expensive to create and mail, but don't have the impact of the oversized cards. Using a mix of sizes, mailed at different times is a good way to get the attention of your audience and keep your meeting top of mind.

Having exhibitors at your event is valuable to your attendees and your conference. Attendees like the opportunity to meet with many suppliers at one location. For your organization, exhibitors and sponsors are a large source of revenue.

The Exhibitor Prospectus is your vehicle for enticing sponsorship and exhibitors. These are typically full size, colorful pieces ranging from 4 to 20 pages and contain this type of information.

• General conference dates and location
  
• Sponsorship opportunity (e.g, Platinum, Gold, Silver)
  
• Attendee profile and previous year attendance breakdowns
  
• Benefits for exhibiting
  
• Exhibitor registration information