A good event can sell out or be only half full depending on how it is promoted. Here are the elements of a simple plan to promote it at a beach club or any hospitality venue, keeping the goal in mind: getting people to book.
1. Before You Promote It: Define the Basics
- What it is: the event name and artist or concept.
- When and where: the exact date, time and location.
- How to book: a link or button that works well on a mobile.
- What is included: tables, tickets, terms and cancellation policy.
2. A Poster People Understand in a Second
The poster is the main asset: name, date, venue and a detail that makes it appealing. If needed, prepare versions for posts, stories and ads in the right sizes.
3. A Simple Booking Page or Link
All your communications should lead to one place where people can book without going round in circles. If the process is long or confusing, you will lose bookings even if people like the poster.
4. A Communications Schedule
- Initial announcement: when the event is confirmed, across all channels.
- Follow-up promotion: posts, stories and emails with details and updates.
- Reminder: a few days before, highlighting what is still available.
- Final reminder: the day before or on the day itself, brief and direct.
- During the event: stories and live videos.
- Afterwards: a thank-you, photos and a preview of what is next.
5. Combine Your Channels
- Instagram: posts, stories and reels for your community.
- Email: for your contact list, with a clear message and a single action.
- WhatsApp: direct communication with people who have booked before (with their consent).
- Ads: to reach people who do not know you yet, following these Meta Ads basics.
- Your website and Google profile: with the event clearly visible.
6. Prompt Replies to Enquiries
Before an event, messages multiply: prices, tables, times and rules. Replying quickly makes a difference, and an AI agent can help with repetitive questions and collect booking requests for the team.
7. Use One Event to Support the Next
An event generates photos, videos and conversation. Use them over the following weeks, ask attendees to join your list and announce the next event in good time.
8. Measure
- How many bookings come from each channel.
- Which parts of the schedule generate the most clicks.
- Which questions keep coming up, so you can address them in advance next time.
Common Mistakes
- Starting promotion too late.
- Posters with too much information or text that is unreadable on a mobile.
- Several different booking links or methods.
- Not answering enquiries in time.
- Forgetting the follow-up: the event is also a source of content.
What We Do for Naô Pool Club
For Naô Pool Club, we work on the website, email campaigns and Meta ads for its events, alongside a chatbot that handles enquiries and collects booking requests. You can see the case study in our projects.
Do you organise events and want a tailored plan? Get in touch.
Frequently asked questions
How far in advance should I start promoting an event?
It depends on the type of event. For a major one, it is worth starting several weeks ahead with an initial announcement, then adding reminders as the date approaches.
Which channel works best for an event?
There is no single best channel. The usual approach is to combine Instagram, email, WhatsApp and ads, with the same message and a clear booking link.
Is it better to advertise or post organically?
They complement each other. Organic content keeps your community up to date, while ads extend your reach to people who do not know you yet.
What should I do after the event?
Say thank you, share photos and videos, and use that energy to announce what is next. An event also provides content for the weeks that follow.
