Planning an event is exciting—but let’s be real, announcing it properly is where much of the work happens. You could have the best lineup at the coolest venue, but if your announcement is rushed or missing key info, people might scroll right past it.
I’ve been putting shows together for over a decade now, and I still see basic mistakes when preparing that are very simple fixes. To keep you on track, here’s a trusty event announcement checklist that covers everything from “Did we sign the venue contract?” to “Are we all sharing this on social at the same time?” Every detail counts.
1. Event Details Locked In
Before you shout it from the rooftops, make sure your event is actually happening.
- Date & Time? Check.
- Venue confirmed and contract signed? Double check.
- Artist lineup secured with agreements? Triple check.
- Age restrictions clear (All Ages / 18+ / 21+)?
- Ticket pricing figured out (don’t forget those fees)?
- Ticket link live—or know when it will be.
Basically: no half-baked announcements. People need the what, where, when, and how much before they commit.
2. Marketing & Promo Materials Ready
Once you’ve got the details, it’s time to make it look good. You’ll need:
- A poster/flyer design (print & web friendly).
- Social media graphics (squares, stories, banners—formats matter).
- A press release or event description.
- Artist assets like logos, photos, bios, and links.
- Bonus points for a teaser video.
Remember: eye-catching visuals and clear info (hopefully) make people stop scrolling.
3. Online Presence: All Systems Go
You want your event to pop up everywhere your audience hangs out. That means:
- Event page created (Facebook, Eventbrite, pick your platforms).
- Venue website listing sorted.
- Artists’ websites and socials are prepped to share the announcement.
- Don’t forget local listings like Bandsintown, Songkick, local music publications, etc.
This is how you get in front of folks who are literally looking for something to do.
4. Communication Game Plan
An announcement isn’t just a post and fingers crossed. Make sure everyone is on the same page:
- Group message or email to artists & crew with the announcement plan.
- A simple promo schedule—who’s posting what, and when?
- Prep your press/media outreach if you’re aiming for coverage.
Basically: coordinate your hype squad.
5. Strategy Check: Timing is Everything
Finally, be smart about when you announce:
- Choose a time/day when your audience is most active (maybe try a date that isn’t when everyone else is announcing).
- Avoid clashing with other big local events.
- Make sure your announcement has a clear “Buy Tickets Now” or “RSVP Here” call-to-action.
The goal? Maximum visibility and engagement right out of the gate.
6. Back-End Logistics (Not Glamorous, But Critical)
Behind the scenes needs love too. Double-check:
- Sound & tech requirements.
- Backline gear (if needed).
- Hospitality plans for artists (water, snacks, green room vibes).
- Load-in/set times and a rough run of show.
No one likes last-minute surprises on show day.
TL;DR: Checklists Are Your Best Friend
Announcing an event isn’t rocket science, but it does require some thoughtful prep. This checklist helps you cover all the bases so when you finally hit “Post,” you’re setting yourself (and your event) up for success.