How to Promote ACCJ Events
Promotion Tools
Event Flyer
Contains all basic details of the event (title, speaker, date, time, location, hosting committee(s), etc.) and an image of the speaker. It is distributed to members of the event’s hosting committee(s) and any other committees whose committee leaders agree to have the event publicized directly toward their members.The ACCJ Insider
Newsletter which is emailed to all ACCJ members each Thursday. Contains basic information and a link to the ACCJ webpage for each event as well as a “Sign Up” button for each event registration for members.Events Page on the ACCJ Website
http://www.accj.or.jpThe Member Data Center (MDC)
https://nav.accj.or.jpAnnouncements
of upcoming events at events by the MC or committee chair.
Event Promotion Procedures and Guidelines
The ideal lead time for a standard ACCJ event is 6 weeks, and the initial event flyer should go out at least one month prior to the date of the event. The less lead time there is from the initial event flyer to the date of the event, the less attendees committee chairs can expect to register.
The content of the event flyer must be provided by the committee chair. Once contents have been submitted to the Committee Coordinator, the ACCJ Office will create a draft flyer.
Draft event flyers will be submitted for review by the Communications Department. The process can take up to 3 business days.
The final draft will be sent to the committee chairs for approval before distributing the flyer out to members.
Circulation and timing of the event flyer / reminder will be controlled by the ACCJ office.
The main hosting committee will be listed first. Co-hosting committees will be listed in alphabetical order, unless otherwise specified by the leaders.
Reminders will not be sent to members who registered to the event.
HOW TO CREATE AN EFFECTIVE EVENT FLYER
Point 1: Brevity
Keep event title within 10 words.
Keep event overview within 300 words (including the biographical information of the speaker or speakers).
Short messages are effective messages!
Point 2: Structure
Event overview should attempt to convince the reader of the business value of the particular event.
The overview should be engaging! Include keywords that are instantly recognizable to those with knowledge and interest in the given topic.
Include a link to a more complete bio of the speaker, if available.
Point 3: Focus
Refrain from promoting the speaker or the speaker’s organization rather than the event.
Do not include introductions of the committee, subcommittee or task force that is hosting the event.
Point 4: Timing
Optimal lead time for ACCJ events is 6 weeks. The initial event description should be published at least one month before the event.
Checklist for Leaders
In order to create an effective event flyer quickly and efficiently, please ensure that the following items are provided to the Committee Coordinator:
Event Title (under 10 words)
Speaker name, title and organization
Speaker photo (high quality preferred—at least 72 ppi, colors RGB, 800 pixels)
Speaker biography (URL or PDF file)
On / Off the record
Hosting / co-hosting committee(s) (order of committee listing required)
Event description (under 300 words; to be proofread by ACCJ Office)
