Rotary events are incredible opportunities to engage, inspire, and connect with a diverse group of people—from attendees and vendors to speakers, sponsors, and event staff. The key to success lies in making everyone feel like they are part of the experience. Whether you’re running a district conference, a food and wine festival, or a service project showcase, getting everyone involved helps amplify the event’s impact and extends its reach beyond the venue. Here are some proven ways to pull everyone into the conversation and make your event a resounding success.
1. Involve Stakeholders, Vendors, and Sponsors
For events like festivals, fairs, or showcases, your vendors and sponsors are an integral part of the experience. Encourage them to:
- Share their participation on their social media channels.
- Use the event-specific hashtag in their posts.
- Showcase behind-the-scenes preparations and highlight what attendees can expect.
You can provide ready-to-go graphics, captions, and hashtags to make it easy for them to share. Offer incentives, like additional exposure or mentions during the event, to motivate their participation.
2. Get Speakers and Special Guests to Join the Conversation
Speakers and special guests bring credibility and energy to your event. Before the event, ask them to:
- Promote their session using the event hashtag.
- Share teasers of their topics or insights they plan to discuss.
- Post live updates, photos, or thoughts during the event.
Rotary events like Florida PETS successfully used this strategy, encouraging speakers to amplify the conversation online and connect with attendees in real time.
3. Create and Promote an Event-Specific Hashtag
A clear, concise hashtag ties all event-related content together across social media platforms. Here’s how to ensure your hashtag makes an impact:
- Promote it Everywhere: Include the hashtag on all printed materials, signage, presentation slides, and digital communications. Consider creating pins or stickers for attendees to wear.
- Highlight it On-Site: Before sessions start, cycle through slides featuring the hashtag in bold letters.
- Remind Attendees: Encourage participants to use the hashtag when sharing their event experiences. For example, Florida PETS prominently featured the hashtag #ROTARYFLPETS, which resulted in hundreds of posts by participants.
4. Utilize Social Media Aggregators
To showcase the buzz your event generates, consider using social media aggregators like Kululu or walls.io. These tools pull posts with your event hashtag into a live feed that can be displayed on screens throughout the venue. Seeing their posts featured in real time motivates attendees to share even more content.
5. Engage Your Attendees
Your attendees are the heart of the event. Make it easy and fun for them to join the conversation:
- Encourage live posting and photo sharing with the event hashtag.
- Ask attendees to tag their friends or other participants in posts, which increases exposure exponentially.
- Set up photo opportunities, like themed backdrops or props, that attendees will want to share online.
- Create a contest for the best social media post, most creative photo, or most engaging caption. Prizes can include Rotary merchandise or event perks.
6. Don’t Forget Event Staff and Volunteers
Your staff and volunteers have a unique behind-the-scenes perspective. Encourage them to:
- Share their experiences throughout the event.
- Highlight moments that attendees might not see, such as set-up, teamwork, or heartwarming interactions.
- Use the event hashtag in their posts and tag Rotary accounts.
7. Navigate Social Media Challenges (Especially on Facebook)
While platforms like Twitter and Instagram make it easy to pull public content using hashtags, Facebook’s privacy settings can limit visibility. Remind attendees that in order for their Facebook posts to be shared publicly, their privacy settings must be set to “Public.” Even if content remains private, Facebook posts can still have great reach when users tag others, creating ripple effects across friend networks.
8. Keep the Conversation Going
Social media is not a one-time tool—it’s an ongoing conversation. After the event:
- Share highlights, photos, and key moments collected from attendees.
- Thank vendors, speakers, sponsors, and attendees publicly on social media.
- Continue to engage by responding to posts and sharing user-generated content.
Final Thoughts: Everyone Plays a Part
The beauty of Rotary events lies in their ability to bring people together for a shared purpose. By pulling everyone—vendors, sponsors, speakers, staff, and attendees—into the conversation, you create a sense of ownership and excitement that extends far beyond the event itself. The result? Greater engagement, expanded reach, and a more connected Rotary community.
So, at your next event, don’t just host the conversation—ignite it, amplify it, and keep it going. Because when everyone plays a part, Rotary events truly shine.
