The success of an online event is often closely linked to effective promotion, and enlisting influential figures to spread the word can substantially enhance your event’s visibility. Understanding the proper way to approach and invite someone to promote your event is essential for cultivating strong relationships and obtaining valuable support.

Whether it’s a summit, a conference, a one-day topic-specific event, or a series of masterclasses, effective promotion is crucial to the success of any event.

While it’s possible to handle all the promotions yourself, a more strategic solution is to engage others in helping you promote the event.

Following is a step-by-step process for inviting someone to promote your online event, ensuring a professional and respectful approach that results in  positive outcomes.

Identify the Right Person

Before extending an invitation, it’s essential to identify the right person to promote your event. Consider the following factors:

Relevance: Ensure that the person’s expertise, interests, and audience align with your event’s theme and target audience.

Influence: Evaluate their reach and engagement on social media and other platforms to ensure they can effectively promote your event.

Relationship: If you have an existing relationship with the person, they may be more likely to support your event.

Do Your Research

Before reaching out, take the time to research the person you are inviting. Familiarize yourself with their work, interests, and recent activities. This knowledge will not only help you tailor your invitation but also demonstrate genuine interest in their contributions.

Craft a Personalized Invitation

When crafting your invitation, be sure to personalize your message, addressing the person by their name and mentioning specific details that demonstrate your familiarity with their work. Explain the purpose of your event, its relevance to their expertise, and the reasons you believe they would be a valuable promoter.

Clearly Communicate Expectations and Benefits

Be transparent about what you expect from the person promoting your event. Provide specific details on the promotional activities you’d like them to undertake, such as sharing social media posts, writing a blog post, or participating in a promotional video. Also, highlight the benefits they can expect, such as increased visibility, networking opportunities, or access to exclusive content.

There may also be an opportunity for revenue share if they become an affiliate. Affiliate marketing is where you can earn a commission by promoting a product or service made by someone else using an affiliate link.

Offer Support and Resources

To make the promotion process as straightforward as possible for your collaborators, supply them with a variety of promotional materials such as graphics, videos, and pre-written social media posts. Offer your assistance and support throughout the promotion process and be readily available to address any questions or concerns they may have.

Offer Customized Training

While experienced collaborative partners and affiliates are valuable assets, newcomers to this type of marketing often prove to be some of your most effective promoters, provided they receive proper guidance. Customized training can offer this much-needed direction. A series of brief training sessions can significantly boost the motivation and effectiveness of novice event promoters.

Be Respectful of Their Time

Recognize that the person you’re inviting is likely to have a busy schedule. Keep your message concise and considerate of their time. Be patient when awaiting a response, and avoid bombarding them with follow-up messages.

Show Appreciation

Regardless of whether the person agrees to promote your event, always express your gratitude for their time and consideration. Maintaining a positive relationship may open the door to future collaborations.

Although they may say no to your current event, this doesn’t mean they won’t be able to help at some point in the future.

Follow Up After the Event

After your event has concluded, follow up with those who helped you with promotional efforts. Be sure to share any positive outcomes or feedback from the event. Showing appreciation can help to strengthen your relationship and increase the likelihood of future collaborations.


Inviting someone to promote your online event requires a thoughtful, personalized approach that demonstrates genuine interest and respect for their time and expertise. By following the steps outlined in this guide, you can increase your chances of securing valuable promotional support and forge lasting relationships with influential figures in your industry. Remember to always show appreciation, maintain open communication, and offer your support to ensure a successful collaboration.