5 Successful Tips to Promote Your Conference

This article is brought to you by Congress Bookers, a reliable accommodation partner for lead pharma companies worldwide.

If you wanted to promote a conference or an event 15-20 years ago, you would rely heavily on TV, radio, newspapers, magazines and word-of-mouth. Offline media ruled and actually worked…until online media took over.

If you want to promote an event today, you’ll need to be your your audience is and that’s mostly online. Everyone owns a smartphone and is at least on one social media platform. The good part is that you can reach out to a larger number of potential attendees. The bad part is that another 100 conference organizers are trying to get to them first.

We’ve put together this blog post to help you with promoting your conference by analysing 5 ways in which you can reach your target audience. All of them combined should result in higher attendance rates.


Start early

Start planning and promoting your conference as soon as you have set the date. You will add details (like avenue, speakers, topics, etc) as time goes by and things begin to settle. The truth is that attendees need time to prepare for a conference. An early promotion gives them more exposure to the event and more time. Also, you can include early bird tickets to boost early registrations that usually work pretty well.


Use Social Media

As mentioned in the introduction, you’ll need to be where your potential audience is and social media is one of those places. Through social media platforms, you can communicate with people who would be interested in your conference.

On Facebook, you can create an event and then promote it. This will help the conference gain a lot of traction among those interested to attend. You can also partner with relevant influencers and ask them to share your event or/ and write a few lines about it for their friends and followers.

Create a conference registration page that’s easy to read and to navigate so that when people get on the page they immediately understand the actions they need to take to register – make sure you include a minimum number of registration steps if you don’t want visitors to get tangled and leave the page.

Use hashtags on Twitter and Instagram. On Twitter, hashtags not only help promote your conference but they help attendees network and share with each other even after the conference is over. Good conference hashtags are short and include the conference year.

Don’t shy away from paid social media. This is a very effective way to target people in your industry. Use targeted ads to promote to your industry with links directly to the registration page.


Blog about it

Every time you have something new, blog about it and share the news on social media. Also, ask speakers to write a post about their sessions and give a sneak preview of what they’ll be discussing. This way they get more attendees interested in their session, and you get free content to drive ticket sales.


Use good old email newsletters

Many see email campaigns as going out of fashion but the truth is they still work pretty well. Some great tools that can help you with this are: Campaign Monitor, MailChimp and Active Campaign. Each lets you send to an uploaded list of recipients, track the open rates and manage subscribing and unsubscribing.

Potential and registered attendees need to learn new fresh information about your event. Emails for early bird closing, new speaker announcements or activities in the event location keep them engaged.


Don’t forget about post-conference activities

The truth is that, when you have a recurring event, it’s never over. You have to undertake promo activities prior to the event but also to let fans, speakers, attendees know how great everything went. Post-event interviews, videos, pictures, “thank you for attending” emails work really well.

It’s really important to go out there and show the whole world how amazing everything was so that those who have missed it, come next year and those who came, feel proud that they did.

Last but not least, put yourself in your audience’s shoes. Write what you’d like to know if you were thinking of attending a certain conference, never be a stranger, always be there.


Congress Bookers provides a whole range of services needed to organize a group for a medical congress. On our website, you will find a full list of hotel allotments for the most important medical congresses in 2017 and 2018, regardless of their location. The biggest congresses next year are:

  • EASL 2018 – 210 rooms in seven 4-star hotels
  • EAACI 2018 – 615 rooms in fourteen 4-star hotels
  • EHA 2018 – 1200 rooms in thirty 4-star hotels
  • ERS 2018 – 615 rooms in twenty 4-star hotels
  • EURETINA 2018 – 460 rooms in twelve 4-star hotels
  • EASD 2018 – 765 rooms in sixteen 4-star hotels
  • ECTRIMS 2018 – 620 rooms in ten hotels
  • ESMO 2018 – 1092 rooms in twenty-one 4-star hotels.

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