Learn how to create and distribute an event program that outlines the schedule, speakers, activities, and other information for your attendees. Find tips on choosing the format, designing the layout, proofreading and printing, and delivering the prog

Before diving into your goals, it's so important to define your audience: - Who is coming? - What are they giving up on to come to this? - What's keeping them up at night? - What don't they know that they should know? - What stories, strategies and experiences can add value to their lives or careers?

How do you create and distribute an event program?

An event program is a document that outlines the schedule, speakers, activities, and other information for your attendees. It helps them navigate your event, engage with your content, and connect with your brand. Creating and distributing an event program can be a daunting task, but with some planning and tools, you can make it easier and more effective. Here are some tips on how to do it.

1 Define your goals

Before you start designing your event program, you need to define your goals and objectives. What do you want your attendees to learn, feel, and do at your event? How do you want to showcase your brand and value proposition? How do you want to measure your success? These questions will help you shape the content, format, and style of your event program.

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Sarah Shewey

Founder / CEO at Happily - the coolest event and media freelancers on 🌎 Post-TED. New mom. Budding author.
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Before diving into your goals, it's so important to define your audience: - Who is coming? - What are they giving up on to come to this? - What's keeping them up at night? - What don't they know that they should know? - What stories, strategies and experiences can add value to their lives or careers?

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2 Choose your format

Depending on your event type, size, budget, and audience, you can choose different formats for your event program. You can opt for a printed booklet, a digital PDF, a mobile app, a website, or a combination of these. Each format has its pros and cons, so you need to weigh them carefully. For example, a printed booklet can be more tangible and memorable, but it can also be more costly and wasteful. A digital PDF can be more accessible and flexible, but it can also be less interactive and engaging. A mobile app can be more convenient and dynamic, but it can also require more technical support and maintenance. A website can be more searchable and shareable, but it can also be less secure and reliable.

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3 Design your layout

Once you have chosen your format, you need to design your layout for an easy-to-read, navigate, and use event program. Consider using templates, tools, or software to create a professional and consistent look. Your cover page should include the event name, date, location, logo, and theme. Additionally, a table of contents should list the main sections and pages of your program. A welcome message can greet your attendees and introduce the event purpose and goals, as well as thank the sponsors and partners. The schedule should outline the timing, location, and description of each session, speaker, activity, and break. Speaker bios should provide the name, title, photo, and background of each speaker. A map can show the layout of your venue with the location of each room and directions to nearby facilities and attractions. A feedback form can invite your attendees to share their opinions about your event. Lastly, contact information should provide the name, phone number, email, and social media of your event organizers, staff, and support.

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John Pistotti

Experience Architect 🗺️
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Designing means first deciding if the program needs to be printed, can the schedule be integrated into the badge, and can it be primarily digital on the website or event app. Any approach on this spectrum is going to dictate how much info and what format the program will be designed. Deciding whether to pass out printed agendas and programs for attendees versus digital signage and online access is something many organizations have moved to for sustainability reasons. However, it can be great to have some physical copies and printed or digital signage for if the app or internet is not working, which can be stressful as attendees struggle to find their sessions. Digital signage can be a great approach to limit the downsides of digital.

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4 Proofread and print

Before you finalize your event program, you need to proofread and print it. You want to avoid any errors, typos, or inconsistencies that could affect your credibility and reputation. You can use tools, software, or services to help you check your spelling, grammar, punctuation, and formatting. You can also ask someone else to review your event program and give you feedback. When you are ready to print your event program, you need to consider the quality, quantity, and cost of your printing options. You can use online or offline printers, or you can print your own copies. You need to compare the prices, delivery times, and customer service of different providers. You also need to choose the paper size, type, color, and weight that suit your event program.

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5 Distribute your program

The final step is to distribute your event program to your attendees. You should plan ahead and decide when, where, and how you will deliver your event program. You can send the program by email or SMS before the event starts, provide it on a USB drive, QR code, or link at the registration desk, hand it out in person or by mail, or display it on a screen, board, or banner. This way, attendees can download, print, transfer, scan, open it on their devices, have a physical copy to keep and use, and see it at a glance and take photos of it.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How do you create and distribute an event program?

1

2

3

4

5

6

1 Define your goals

2 Choose your format

3 Design your layout

4 Proofread and print

5 Distribute your program

6 Here’s what else to consider

Event Planning

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How do you create and distribute an event program?

1

2

3

4

5

6

1 Define your goals

2 Choose your format

3 Design your layout

4 Proofread and print

5 Distribute your program

6 Here’s what else to consider

Event Planning

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