How to promote and deliver and amazing event for your ToU Community and beyond
You created an amazing event—now make sure people hear about it!
📣 Why promoting your own event matters
No matter how great your idea is, it needs visibility. Promotion is how you turn intention into impact.
As the event lead, you play a key role in getting the right people in the room. While we support your event by supporting you with the planning and in setting up the event, owning your promotion ensures it reaches the audiences that matter most to you.
🔁 Internal Community Promotion
Use our internal channels to create early excitement - from Slack posts to newsletter mentions. We’ve created a template and best-practice wording here to help you share your event in a way that sparks curiosity and builds momentum.
🌍 External Network Promotion
Your personal and professional networks are powerful, as is the event you are delivering! Promoting your event externally (on LinkedIn, in DMs, via email, etc.) can extend its reach, bring in fresh perspectives, and strengthen your reputation as a thought leader and community builder. We’ve made it easy with promo templates and best practices — feel free to personalize and share them widely.
🤳We have also created these templates, to help you stand out from the crowd on socials, raise your visibility and get more likeminded people to your event!
Remember: the more you promote it, the more meaningful the turnout and impact.
🙌 Your Responsibility
You're in charge of making sure people know, care, and show up.
We'll help boost the signal—but you own the megaphone.
✅ In this notion page, we complied a short comms-plan for you to use as a checklist to promote your events. You can make a copy and use it as your own.
📣 Promotion
- Start promoting at least 4 weeks ahead of the event.
- Share sneak peeks like behind-the-scenes photos, speaker intros, or short teaser videos.
- Use Slack, email or social platforms to interact with your audience ahead of time — ask questions, post polls, or start a discussion related to the event topic.
🚨 What we support (and what we don’t)
We’re here to empower you—not to do everything for you. Here’s the clarity:
✅ We provide:
- Tools, templates, and promotional frameworks
- Feedback and guidance
- Technical setup (if needed) on Cosmos
- Moderation tips and tricks
❌ We do not:
- Promote your event for you (that’s on you!)
- Handle registration reminders
- Provide one-on-one event planning services
💡 Tips for the day of your event
🧘 Prepare & Ground Yourself
- Set aside 10 minutes before the event to check in with how you're feeling.
- Write down your key thoughts and set a clear intention (e.g., "I want people to leave feeling inspired").
- Visualize the event going smoothly — imagine people engaged, tech working, and you feeling calm.
- Take deep breaths and aim to feel grounded, present, and focused.
⏰ Arrive Early
- Log into the Cosmos room or platform at least 10 minutes before start time.
- If you’ve invited a guest speaker or panelist, meet them early in the room, walk them through the platform, and answer any questions.
- Use this time to ensure everyone on the team is ready and in sync.
🖥️ Check the Event Space
- Confirm that you’re in the right Cosmos room.
- Test your audio and video settings.
- Share your screen or load any presentation materials to make sure they display correctly.
🔇 Mute Participants
- Mute all participants at the start of the session to reduce background noise.
- Clearly remind people to stay muted unless they are speaking.
- Optionally, use chat or reactions to encourage quiet participation.
🗣️ Stick to Your Script – and Breathe
- Follow your notes or outline to stay on track
- If you get nervous, pause and take a deep breath
- Remember: it's okay to take a moment and just pause
⏰ Keep It Concise and Well-Timed
- Follow the agenda closely and watch the clock.
- Break long segments into smaller, interactive parts (e.g., polls, breakout rooms, short Q&A).
- Keep transitions between segments smooth and purposeful.
👑 Create a Memorable Experience
- Use high-quality slides, virtual backgrounds, or visuals that are consistent with your event branding.
- Welcome attendees by name if possible, and refer to participant input to make it feel personal.
- Reinforce your brand through colors, fonts, and visuals — even small things like custom Zoom backgrounds or slide templates.
Want to know more about creating an engaging and memorable experience? Check out our next article to find out more:
➡️ How to create and effective and engaging workshop experience