Ever worried that your event brochure is lacking or that you’re forgetting something? Event planning can pull you in multiple directions and it can be easy to forget the small details (which are often the most important)!
Check out our simple checklist to ensure your brochure is up-to-date and ready to impress your attendees at your next event.
The Front Cover
Your front cover may be the most important aspect of your entire brochure. This includes the what, where and why of your event (we’ll get to the who). Be short and concise, but make sure to include:
- Your Conference Name and Theme: This should be easily legible and stand out!
- A Picture/Graphic: Include a background or picture that exemplifies your theme and draw your attendees into the brochure.
- The Dates: This is important, especially so the attendees can look back and easily reference the conference later.
- The Location: Hopefully attendees will already know where they are going, but a little reminder never hurt anyone.
- Sponsor (optional): Did someone sponsor your event, brochure, or is worth recognizing? Give them a little attention on the front cover! This is just one of many locations you can offer sponsorship placement, making your event sponsorship packages even more attractive to potential supporters.Did someone sponsor your brochure or is worth recognizing? Give them a little attention on the front cover.
The Who of Your Event
Your event brochure should dedicate an entire page to your speakers. This is a key reason many attendees sign up! Create more excitement for your event by including:
- Pictures: Provide pictures of each speaker. Attendees want to see who they are going to listen to. And if they’re well known or an industry leader this helps build hype!
- Description: Why are these speakers worth listening to? Provide biographies and include the session descriptions they will be speaking about. Maybe even add a fun fact about the speaker!
The Schedule Overview
This is what everyone came for -- the daily events. Creativity can come into play on this page. Maybe throw in a little history about your event or the location before you delve into the daily schedule. Make it easy for the reader by including:
- Section Titles: If you’re going to include a history section, be sure to title it appropriately. Same with the schedule, maybe consider something like “Schedule of Events” or “Glimpse of Agenda.”
- Legible Headlines: If your event includes multiple days, be sure to highlight what events are occuring which day. Consider color coding each day (Tuesday is green, Wednesday is red, etc.) Attendees will appreciate anything easy on the eyes as their day is sure to be full of activities.
- Sponsors (optional): Again, you can include sponsors where you please, but make sure to recognize their contributions!
If your event is a few days long, make sure to include a page with the venue details. We suggest including:
- Hotel Information: This is key, especially if your event is being held in a hotel. If it is not, then provide hotel options in the area.
- Block Pricing/Code: If you are giving your attendees special accommodation pricing for this event, be sure to provide this information here.
- Area Activities: Most attendees will have free-time after the days’ events and will want to explore the area. Provide a list of recommended restaurants or activities surrounding the venue. They will be sure to appreciate your help!
- Local Restaurants: Attendees visiting a new city will no doubt want to try the local fare. Give them the insider scoop on the city’s hottest restaurants and they’ll greatly appreciate it. Better yet, coordinate with the social media managers of each restaurant you recommend to collaborate for cross-posting and maximum exposure!
Other Important Event Details
- Wifi: Make sure you give out the Wifi network and passwords that will be available for your attendees. Ensuring they have a solid internet connection will help facilitate social media posting and overall attendee happiness.
- Conference App Download: If you’re hosting a large event, a dedicated conference app is often the best way to show where sessions are happening, allow attendees to craft a personalized itinerary, and open the door for post-session attendee conversations and meet ups. Use this section of your event brochure to highlight these features so your attendees can download and install your event’s Conference App ahead of time.
- Event Website: There are many ways you can deliver your event information digitally, the most popular being a dedicated event website. We know a few event website solutions that make it easy to build your dedicated event website quickly. You’ll be able to include ALL of the information that's typically in a brochure, plus have the control to edit and add to your event website at each phase of your event planning lifecycle. If you’re curious about how you can benefit from virtual solutions, check out How to Host a Virtual Conference.
- Live Streaming Information: If you’re offering your event virtually as an add-on to an in-person event (a hybrid event), then you can use this section of the event brochure to share the list of online ticketing options and virtual attendance information (such as login, hosting platform, etc.) for those who are unable to attend in person.
Digital Brochures: Nowadays, many event documents that are traditionally offered in print are being delivered digitally. Whether you’re looking to save on printing costs, or just avoiding the disappointment of print collateral becoming obsolete upon changing event details — going digital is certainly an option to consider.
Breakdown of Events & Activities
This is where the fine details come into play. If you want your attendees to actually go to the sessions, you must pique their interest in this section of the event brochure. Consider the inclusion of:
- Individual Pages: If your event is multiple days, give each day its own page with the day’s name featured on the top.
- Detailed Descriptions: As we mentioned before, include as much detail as you can about each session without spoiling it. We want attendees to be interested and have that “I can’t miss it” feeling.
- Speakers: Like we mentioned above, many attendees go just to hear these speakers. Highlight them! Bold the times when the main keynotes are happening.
Are you also struggling with the fine details of your upcoming event? Check out our guide 9 Steps to Event Planning for more tips and tricks in the industry!