8. Platform Promotion

Promotion Best Practices: Video Tutorial

Important: Please make sure you have completed these Essential Tasks and you have carried out a QC check before platform promotion. Failure to do so, may impact the promotion and wider user experience. 

We recommend a multi staged promotion plan to maximise adoption of your event app, virtual or hybrid platform. This can be broken down into three stages, pre event promotion, during event promotion, and post event promotion. 

The key with any successful comms plan is to consider the purpose of your event, and who your audience are. Your comms plan should be built around these considerations and leaning into the value your invited audience will get from downloading / accessing the platform. 

Pre Event Promotion During Event Promotion Post Event Promotion

Multiple rounds of email comms


Two primary focuses: 


  1. How users access the platform and login
  2. Highlight the benefits to the attendee.. what's in it for them! 

Recommendation: Create exclusive app / platform content: 


  • By making your documents, videos and more only available on the platform, you create urgency for invitees to access and benefit from the wider content and features. 

Example comms plan: 


Three rounds of emails, using platform analytics to target logged in / not logged in with different comms. 


  1. Invite users to the platform highlight key features and benefits.
  2. Follow up to remind people to update profile to prepare for networking and get some points as part of the wider event game - highlight any prizes. 
  3. Reminder that the event is starting soon, download the app / platform as this will be crucial to maximise your event experience.

Example highlights: 


  1. Pre event reading / videos to watch in advance
  2. Explore the agenda and plan your day
  3. Personalised agenda
  4. Only place to access the latest event info 
  5. Networking
  6. Where you will participate in session feedback
  7. Event game and prizes
  8. Access FAQs and a live help desk
  9. Book meetings 
  10.  View the abstracts and make notes
  11. Provide feedback

Onsite and digital signs showing how to download the platform and WHY


  • Pop up banners and event branding around the venue, build in QR codes or details linked to downloading the app
  • Display screens / TVs around the venue, promote the app 

Concierge: Leverage your hosts / hostesses


  • Train your team in advance so they are comfortable with downloading the app and showing people how to do so. 
  • When welcoming attendees remind them of how to download the app and why its important to do so. Help them if they need support. 

House keeping: Your speakers hold the keys to great adoption! 


  • Make sure you have house keeping slides ready for the opening session so your key note speaker can introduce the app, how to access and key benefits.
  • For sessions with live engagement, slides should be included at the beginning and before any engagement to encourage participation. 

Alerts and notifications: 


  • This is to drive those logged in to specific areas of the app. Promote sponsors, upcoming sessions, live engagement and more. 
  • If you have a native app, leverage push notifications. 
  • Pre schedule as many of your alerts as possible in advance to reduce workload during your event. 

Incentivise behaviour with games and prizes: 


  • Include a prize that will incentivise users to download and participate in your session engagement and wider event game.

CrowdComms Kiosks & Badges


  • Branded decals and kiosk display to promote key areas of your event
  • Promote the app on the back of the badge

Multiple rounds of email comms or email alerts & push notifications 


Example areas to highlight: 


  • Access exclusive post event content only shown after i.e. highlights video, lessons learnt document etc. 
  • Survey, help us improve and win prize
  • Documents and videos on demand 
  • Post event networking
  • Book meeting with our sponsors that you missed
  • Be the first to hear about our next event

Consider upgrading and converting your event to a 12 month community / event series platform


  • Take advantage of your captive audience
  • Regular content updates
  • Ongoing community networking and sponsorship exposure
  • Regular webinars, internal meetings, and events all housed in one platform

Platform Quality Check

Whilst you can make real time changes once the platform is live, it's imperative to the project success to get everything right before launch.

With this in mind, a thorough quality check of the setup is needed so that you have confidence everything is working as intended, and to ensure your invited audience have a great experience from the get go. 

Important: Help is available 
Highlights: 
Detailed step by step QC

The below QC test involves a full check of the platform build on both desktop and mobile, ensuring completion of all modules, full functionality testing, GDPR/Security compliance checks and testing for Live Stream production if required.

General Checklist

Platform Setup Checklist

Specific Feature Checks (if applicable)

Alerts Checklist 

Live Streaming (if applicable) Checklist

Platform Modules Checklist


Promotion Guide

The platform promotion is an essential step to ensure project success. The promotion plan should vary depending on the type of event, content and audience. For internal events and webinars with a straight forward format, a simple one time email invite followed up by a reminder email might be the way to go. For a global congress with pre event engagement, schedule planning and more, this format warrants a multi stage promotion plan. 

Important
Before you start

Consider who you're audience is, why they are attending and the value the platform provides to them. Promoting the benefits of downloading an app or logging into a web based platform, will drive up adoption rates. 

Screenshot 2023-09-27 at 18.16.19.png

Essential information

How to access the platform is the single most important information. If you have native and web, we recommend providing both options to allow your audience to access via their preferred method. This will help to increase adoption. 

Web based platform: Hyperlink the custom url

Access our event platform across any device with a modern browser. Simply click the link or type www.crowdcomms.com/virtual

CrowdComms Container App: Hyperlink the app and highlight the event code to access your event. 

Download the container app here: Apple App Store / Google Play Store. Or search 'CrowdComms app' in Apple or Google Play Store. Once you have installed the app enter event code 'virtual' to access our event

Standalone Native App: As above, hyperlink your custom app available in the app stores and highlight the app name to search.

Download the container app here: Apple App Store / Google Play Store. Or search 'YOUR APP NAME' in Apple or Google Play Store. Once you have installed the app enter event code 'virtual' to access our event

Portal Native App: As above, hyperlink your custom portal app available in the app stores and highlight the app name to search. If there are multiple events listed in the portal, you need to highlight the event that attendees should 

Download the container app here: Apple App Store / Google Play Store. Or search 'YOUR APP NAME' in Apple or Google Play Store. Once you have installed the app enter event code 'virtual' to access our event

Screenshot 2023-09-27 at 18.16.41.png

Elevate your platform promotion

Screenshot 2023-09-27 at 18.16.52.png

Example Email
Essential Final Step