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Handbook
12 min read

Event Marketing Templates

This template is a companion to the Event Host FAQ & Guide. For marketing best practices read the Event Promotion section in the Event Host FAQ & Guide.

Use the buttons above to copy the Markdown or download this file, then:

  • Paste into Notion, Google Docs, or Word — Markdown pastes cleanly into most editors. Customize each template with your event details.
  • Feed into an LLM — Paste this template into ChatGPT, Claude, or your preferred AI tool along with your event details and ask it to generate your marketing copy.
  • Need a .doc file? — Download the .md file and open it in Google Docs (File → Open), then export as .docx or PDF from there.

Part 1: Core Event Messaging

Create these first. You'll reuse them across every post, email, and outreach message.

Event One-Liner:

Your elevator pitch in one sentence. Lead with what makes it compelling, not what it is.

Weak: "Join us for a panel on AI in Hawaii." Strong: "3 Hawaii CEOs share how they're using AI to cut costs by 40% — and what's next."

Event Blurb:

2-3 sentences that anyone can copy and share. Include what, who, and why someone should care.

Full Event Description:

3+ paragraphs for your Luma listing and website. Cover what the event is about, who is speaking or involved, who should attend and why, and any logistics or disclaimers.

Key Visual:

What graphic or image will you use across marketing? Speaker headshots, event flyer, branded graphic, venue photo, etc. Pair every post and email with a visual — text-only posts underperform on every platform.

HTW Blurb:

Add this to your event description: "This event is a part of Hawaii Tech Week — a week of events that unifies Hawaii's tech ecosystem and those connected to it globally."

Part 2: Marketing Checklist

Each item links to the corresponding template below. Adapt the cadence to your event.

Build Anticipation

 

Build Credibility

 

Drive Registration

 

Create Urgency

 

During & After Event

Part 3: Templates by Phase

Before you start: Tag Hawaii Tech Week on all event-related posts so we can reshare. See the Social Media Channels section in the Event Host FAQ & Guide for handles by platform. Platform tips: on LinkedIn, tag all speakers and companies and go long-form. On Instagram, keep captions shorter and lead with the visual. On X, keep it punchy.

1. Share the HTW Announcement

Goal: Get the word out that you're part of HTW. Build early awareness.

Once confirmed as an event host, share or repost HTW announcements across your socials with a personal comment, and include a mention in your next newsletter. See the Help Spread the Word page for ready-to-use blurbs and copy.

2. Save the Date

Goal: Create intrigue and social proof. You're not selling tickets yet — you're making people want to hear more.

Angle: Lead with the people involved and why this matters, not logistics.

Social

We're bringing together [NOTABLE NAMES / COMPANIES] for [EVENT NAME] during @HawaiiTechWeek — [YOUR EVENT ONE-LINER].

🗓️ Save the Date: [Day], [DATE] @ [TIME] Registration details coming soon.

[EVENT GRAPHIC OR SPEAKER HEADSHOTS]

Email

Subject: Save the Date — [EVENT NAME] at Hawaii Tech Week

[YOUR EVENT BLURB]

We'll be joined by: [SPEAKER 1], [TITLE] at [COMPANY] [SPEAKER 2], [TITLE] at [COMPANY] [SPEAKER 3], [TITLE] at [COMPANY]

🗓️ [Day], [DATE] @ [TIME] — Registration details coming soon.

[EVENT GRAPHIC]

Visual: Speaker headshots or a branded Save the Date graphic with clear text and date.

Example from 2024 — here's what a real Save the Date post looked like:

Save the date for the "Recruiting and Retaining Hawaii's Top Tech Talent" panel during Hawaii Tech Week! 🤙 We will share success stories and strategies from a Hawaii born & based technology leader working for a rapidly scaling technology startup, a senior executive at Hawaii's largest private company, and a recruiting firm focused on bringing hundreds of kama'aina home.

Featuring: Aaron Kagawa, Director of Platform Engineering at Kentik · Peter Dooher, SVP of Digital at Servco Pacific · Zack Hernandez, Founder & CEO at AEP Hawaii

🗓️ Save the Date → Event registration coming soon!

3. Speaker & Key Announcements

Goal: Build credibility and excitement. Give your speakers and partners content they can reshare to their own audiences.

Angle: Make the person or partner the star. Their audience follows them, not your event (yet).

Speaker Spotlight

We're excited to announce [SPEAKER NAME] for [EVENT NAME] during @HawaiiTechWeek!

[SPEAKER NAME] is the [ROLE] at [ORG] — [YOUR EVENT ONE-LINER OR WHY THEY'RE COMPELLING].

🗓️ [Day], [DATE] @ [TIME] — Registration coming soon!

[SPEAKER HEADSHOT]

Partner / Venue Announcement

Mahalo to [PARTNER / VENUE NAME] for supporting [EVENT NAME] during @HawaiiTechWeek! [ONE SENTENCE ON WHO THEY ARE AND WHY THE PARTNERSHIP MATTERS].

🗓️ [Day], [DATE] @ [TIME]

[PARTNER LOGO OR VENUE PHOTO]

Visual: Individual speaker headshot or partner logo. One person per post performs better than group shots.

After posting: Send the finished post to your speakers and co-hosts and ask them to reshare it. This takes 2 minutes and can double your reach. Their audiences trust them more than they trust your brand page.

4. Registration Open

Goal: Convert interest into sign-ups. This is your biggest registration wave.

Angle: Lead with what attendees will get out of it, not what the event is. Answer "why should I spend my time here?"

Social

Registration is OPEN for [EVENT NAME] during @HawaiiTechWeek!

[YOUR EVENT BLURB]

Featuring: [SPEAKER 1], [TITLE] at [COMPANY] [SPEAKER 2], [TITLE] at [COMPANY]

Register here: [LINK] 📅 [Day], [DATE] @ [TIME] 📍 [VENUE]

[EVENT GRAPHIC]

Email

Subject: You're Invited: [EVENT NAME] at Hawaii Tech Week

Hi [NAME],

I'm hosting [EVENT NAME] during Hawaii Tech Week [YEAR] and would love for you to join us.

[YOUR EVENT BLURB]

📅 [DATE & TIME] 📍 [LOCATION]

Space is limited — register here: [LINK]

Hope to see you there!

Visual: Event flyer with clear title, date, and register CTA. Include faces when possible.

5. Personal Outreach

Goal: Fill your most important seats. This is the highest-converting channel for events.

Angle: Make it personal. People attend events because someone they respect personally invited them.

DM / Text

Hey [NAME] — I'm hosting [EVENT NAME] during Hawaii Tech Week on [DATE]. [ONE SENTENCE ON WHY THEY SPECIFICALLY SHOULD COME]. Would love to have you there. [LINK]

Personal Email

Subject: Quick invite — [EVENT NAME] during HTW

Hi [NAME],

Wanted to personally invite you to [EVENT NAME] during Hawaii Tech Week on [DATE] at [VENUE].

[ONE SENTENCE ON WHY THIS PERSON SPECIFICALLY WOULD GET VALUE — reference their work, interests, or network.]

We're expecting [NOTABLE NAMES / COMPANIES] and I think you'd really enjoy it.

Register here: [LINK]

Hope to see you there!

Tip: Send personalized invites to 20-30 key people you really want there. Ask them to pass the invite on to 1-2 others. This alone can fill a 50-person event.

6. Countdown Reminders

Goal: Create urgency and fill remaining seats. If at capacity, grow the waitlist to absorb attrition.

Angle: Shift from value to scarcity. "Last seats" and "filling up fast" work here — not before.

2 Weeks Prior — Social

[EVENT NAME] during @HawaiiTechWeek is 2 weeks away! We only have a few seats left.

[ONE SENTENCE — share something new: a recently confirmed speaker, a teaser of what will be discussed, or a reason to attend.]

Register now: [LINK] 📅 [Day], [DATE] @ [TIME]

[EVENT GRAPHIC]

1 Week Prior — Social

1 WEEK until [EVENT NAME] at @HawaiiTechWeek. [Seats are almost gone / Join the waitlist / Don't miss this].

[ONE SENTENCE — fresh angle: quote from a speaker, preview of the agenda, or a reason this event is different.]

Register: [LINK]

Tip: If your event is NOT at capacity the week prior, repost 1-2 additional times and send another email to your list.

Email Reminder (1 Week Out)

Subject: See you next week at [EVENT NAME]!

Aloha,

Just a reminder that [EVENT NAME] is happening next [DAY]!

📅 [DATE & TIME] 📍 [FULL ADDRESS]

[Include any updates: parking info, what to bring, speakers confirmed, etc.]

Can't wait to see you there!

Note: Luma also sends automatic reminders 1 day and 1 hour before your event. See Event Reminders for details.

Video Content & Reels

Goal: Create short-form video content that drives registrations and builds excitement. Reels consistently outperform static posts on Instagram and LinkedIn.

What to film: A 30-60 second video talking directly to camera about your event. Keep it authentic — phone quality is perfect. See the Event Host FAQ & Guide for examples from past events.

Reel Ideas

  • "Why I'm hosting [EVENT NAME] at Hawaii Tech Week" — share your personal excitement and what you hope attendees will take away
  • Speaker spotlight — quick clip introducing a confirmed speaker and what they'll cover
  • Venue reveal — "This is where [EVENT NAME] is going down during HTW [YEAR]"
  • Behind-the-scenes prep — show the setup, planning in action, your team getting ready
  • Countdown hype — "3 days until [EVENT NAME]" with a reason to attend

LLM Prompts

Use these prompts with ChatGPT, Claude, or your preferred AI tool. Paste the prompt along with your event details (name, description, speakers, date, venue) and it will generate draft copy you can customize.

Prompt: Video Script for a Reel

I'm hosting an event called [EVENT NAME] during Hawaii Tech Week [YEAR] on [DATE] at [VENUE]. The event is about [DESCRIPTION]. Our speakers include [SPEAKERS]. My target audience is [AUDIENCE].

Write me a 30-60 second video script I can read from my phone for an Instagram/LinkedIn reel promoting this event. Keep it conversational, energetic, and authentic — not corporate. Include a hook in the first 3 seconds, mention why someone should attend, and end with a clear call to action to register.

Prompt: Social Media Post Series

I'm hosting [EVENT NAME] during Hawaii Tech Week [YEAR]. Here are the details:

  • Date & Time: [DATE & TIME]
  • Venue: [VENUE]
  • Description: [DESCRIPTION]
  • Speakers: [SPEAKERS]
  • Registration link: [LINK]

Generate a series of 5 social media posts I can use over the next few weeks to promote this event:

  1. Save the Date announcement
  2. Speaker spotlight
  3. Registration open
  4. 1-week countdown
  5. Day-of hype post

For each post, write a LinkedIn version (professional, 2-3 paragraphs) and an Instagram version (shorter, casual, emoji-friendly). Include relevant hashtags and remind me to tag @HawaiiTechWeek.

Prompt: Event Description for Luma

I'm hosting [EVENT NAME] during Hawaii Tech Week [YEAR]. Here's what I know:

  • Theme/topic: [WHAT THE EVENT IS ABOUT]
  • Format: [PANEL / MIXER / WORKSHOP / ETC]
  • Speakers: [SPEAKERS AND THEIR BACKGROUNDS]
  • Target audience: [WHO SHOULD ATTEND AND WHY]
  • Date, time, venue: [DETAILS]

Write a compelling event description for my Luma listing (3-4 paragraphs). Start with a strong hook that makes someone want to attend. Include who the speakers are, what attendees will learn or gain, and practical logistics. End with "This event is a part of Hawaii Tech Week — a week of events that unifies Hawaii's tech ecosystem and those connected to it globally."

Prompt: Personalized Outreach Messages

I'm hosting [EVENT NAME] during Hawaii Tech Week [YEAR] on [DATE] at [VENUE]. Here's what the event covers: [DESCRIPTION].

Write 3 different personalized outreach messages I can adapt and send to people I want to invite:

  1. A DM/text for a close professional contact
  2. An email for someone I know but haven't spoken to recently
  3. A cold but warm outreach to someone I admire in the industry who I'd love to attend

Each message should feel personal, not mass-blasted. Include a reason why THEY specifically would benefit from attending.

Prompt: Post-Event Recap

I just hosted [EVENT NAME] during Hawaii Tech Week [YEAR]. Here's what happened:

  • Speakers and topics covered: [SUMMARY]
  • Key takeaways or memorable quotes: [TAKEAWAYS]
  • Attendance and energy: [DESCRIPTION]
  • Photos/video available: [YES/NO]

Write a post-event recap for LinkedIn (3-4 paragraphs) and a shorter version for Instagram. Lead with the most interesting takeaway or quote, not "we hosted an event." Include a CTA at the end (follow us, visit our site, sign up for next time, etc.).

7. Capture & Share Live Content

Goal: Extend your event beyond the room. People who couldn't attend see what they're missing. Builds your brand for next time.

Angle: Energy and real-time moments. Raw and authentic beats polished.

Post throughout your event — examples:

  • "Kicking off [EVENT NAME] with [CO-HOST] during Hawaii Tech Week [YEAR] 🔥" + photo of the room
  • A powerful quote from a speaker + their headshot or candid photo
  • An exciting moment: "🤯 [COMPANY] just announced..." + photo or video clip
  • Candid shots of attendees networking, the venue, or the energy in the room

Tips:

  • Ask attendees to post and tag your accounts + Hawaii Tech Week at the start of the event
  • Instagram Stories and LinkedIn posts during the event perform well
  • Capture short video clips (15-30 sec) for reels and stories

Visual: Candid photos with faces, not posed group shots. Phone-quality is fine for real-time posts.

8. Post-Event Recap

Goal: Maximize the long tail of your event. People who missed it learn about you. People who attended are reminded to engage.

Angle: Key takeaways and highlights, not a play-by-play. Make readers feel like they learned something even if they weren't there.

Social

Lead with a quote or insight, not "we hosted an event." The hook matters even more in a recap because there's no urgency to drive clicks.

[POWERFUL QUOTE OR KEY TAKEAWAY FROM THE EVENT]

Yesterday we hosted [EVENT NAME] alongside [CO-HOST] during @HawaiiTechWeek featuring [SPEAKERS]. Key takeaways:

  • [TAKEAWAY 1 — specific and actionable]
  • "[MEMORABLE QUOTE]" — [SPEAKER, TITLE @ COMPANY]
  • [TAKEAWAY 3 — what surprised people or what was most discussed]

[PHOTOS OR VIDEO FROM THE EVENT]

Visual: 3-5 best photos from the event. Carousel format on LinkedIn and Instagram.

9. Post-Event Email

Goal: Re-engage attendees, share key takeaways, and drive a next step (blog post, product page, newsletter signup, next event, etc.).

Angle: Gratitude + value + next step. Give them something useful, then ask for something.

Subject: [Recap] [EVENT NAME] at HTW [YEAR]

Thanks for joining us at [EVENT NAME] during Hawaii Tech Week!

[ONE PARAGRAPH SUMMARY — what made the event special and what the energy was like.]

Key takeaways:

  • [TAKEAWAY 1]
  • "[MEMORABLE QUOTE]" — [SPEAKER, TITLE @ COMPANY]
  • [TAKEAWAY 3]

[LINK TO PHOTOS, VIDEO, OR BLOG POST IF AVAILABLE]

[YOUR CTA — e.g. "Learn more about what we do: [LINK]" or "Follow us for updates on next year."]

Last updated Apr 8, 2026