Event Marketing

2024 Latitudes & Attitudes Party group photo

Club Event Marketing Goals

Our goal is to maximize awareness and participation in THYC events through clear, accessible, and compelling messaging that highlights the value and key details of each event.

To streamline communication and reduce unnecessary back-and-forth, we will work directly with the relevant board member(s) to coordinate marketing efforts whenever possible.

Event Manager Responsibilities

The Event Manager is responsible for writing and sharing all event details with the board and for keeping our event calendar accurate.

Timeline & Action Steps

This is a quick timeline list. You can find details and links on how to best do these things further down the page.

Immediately after agreeing to be an Event Manager

  • Notify Kim Jones or Emily Robbins if you would like assistance with graphics or flyers. You don’t have to have all the answers yet, but they need to be aware their help will be needed.

Immediately (and whenever details change)

  • Review, proof, and update your event listing on the club calendar

4 weeks or more before your event

  • Design your graphics and flyer
    OR
  • Contact Kim Jones or Emily Robbins for assistance

2 weeks or more before your event

  • Contact Jeff Carter to:
    • Distribute your event via the email list
    • Include your event in the marina email

Days leading up to and during the event

  • Post updates and reminders on social media. The social media team will also be doing this.

After the event

  • Post photos and highlights on social media
  • Upload photos to Google Drive for archive and future use
    • Do not email photos to personal email addresses

Promotional Materials & Online Marketing

Event Details

  • Who: Event Manager
  • When: ASAP
  • Where: Google Calendar
  • What to include:
    • Event Name
    • Date
    • Time
    • Who can attend – Clearly specify:
      • Members Only
      • Safe Harbor Members
      • Open to Everyone
      • Whether guests are allowed
    • Cost to attend – include full breakdown if applicable
    • What to Bring – Be specific:
      • Passing dish
      • Drinks
      • Cash for raffles or purchase of stickers, etc.
      • Chairs, etc.
    • Activities & Highlights
      • Raffle
      • Music
    • Volunteers Needed (if applicable) Clearly explain:
      • What help is needed
      • How to sign up (signup sheet, contact you, show up, etc.)
      • Any timing or roles

Calendar Review

  • Review your event details on the Google Calendar and make any necessary corrections or additions
  • Be clear and detailed so anyone can easily understand what to expect
  • This calendar feeds directly to the Tower Harbour Yacht Club Website
  • The information on this calendar is used to create:
    • Flyers and graphics
    • Email communications
    • Social media posts
  • Contact Kim Jones with any calendar questions or issues

Flyers & Graphics for Online Use

Who Can Help

Kim Jones & Emily Robbins

You may also create your own graphics if you prefer. Be creative and have fun.
Logos, past graphics, and resources are available in Google Drive.

When your graphics are ready, send them to Kim Jones and Jeff Carter for use on the website, email, and social media to help maintain a consistent look.

When

  • Contact Kim Jones or Emily Robbins at least 4 weeks prior to your event if you would like help
  • Earlier is strongly recommended, as graphics are needed in advance for online promotion

What to Provide

  • Description of the look or theme you want
    • Include example images or inspiration if available
    • Let us know if you want to reuse previous event graphics or create something new
  • Any additional details not included on the calendar
    • Volunteer needs
    • Special instructions
    • Contact name and information (if you want it included on the flyer)

Printing

  • Kimberley B. will print flyers and place them on sidewalk display boards

Distribution

  • Event Managers are responsible for posting flyers
  • The next upcoming event should be displayed in the clubhouse exterior display case
  • Additional flyers may be placed in:
    • Office
    • Clubhouse interior
    • Bathrooms
  • Please remove your flyers after the event

Additional Materials

Event Managers may also create and posted in the clubhouse as needed:

  • Sign-up sheets
  • Volunteer requests (“Help Needed”)
  • Event reminders

Social Media

Who

  • Social Media Directors: Kim Jones & Jeff Jones
  • Support: All board members and THYC members are encouraged to post and engage to help maximize visibility and participation

When

  • Event Managers are not responsible for creating social media posts, but should:
    • Review posts for accuracy
    • Notify Kim Jones or Jeff Jones of any corrections
  • Events will be posted to Facebook and Instagram once:
    • Basic event details are confirmed
    • Graphics are available

What to Post & Where

Facebook Page (Public)

  • Used for general information and event promotion
  • All events should be posted here, including member-only events (clearly labeled)
  • Serves as a marketing tool for non-members

Facebook Group (Members Only)

  • Intended for THYC members
  • Used for member-specific communication and reminders
  • Do not post sensitive information (e.g., door codes)

Instagram

  • Focus on photos and visual content
  • Used to build awareness and showcase events
  • Members are encouraged to contribute photos

Tip: Members with personal Instagram accounts can add the THYC account to their device for easy posting.

Member Participation

  • Members are encouraged to:
    • Post before and after events
    • Share photos and experiences
    • Engage with THYC content
  • Encourage attendees to post directly to THYC pages when appropriate
  • Use good judgment when posting:
    • Avoid photos or content that members may find inappropriate
    • Content may be removed if necessary

Additional Notes

  • Facebook and Instagram accounts are being connected to allow shared posting across platforms
  • Contact Kim Jones if:
    • You have ideas for additional platforms
    • You’d like to promote events in other Facebook groups

Email

Who

  • Corresponding Secretary: Jeff Carter manages THYC marketing emails using Mailchimp
  • Marina Email: Safe Harbor Tower Marine sends emails to marina members

When

  • Contact Jeff Carter at least 2 weeks prior to your event
    • This allows time to prepare and send the email so members can plan to attend
  • Additional lead time is required for the Safe Harbor Tower Marine email
    • Event details must be submitted early enough to be included in their regular member communication
    • (Timing to be confirmed)

Notes

  • Jeff can use graphics and event details from:
    • The Google Calendar
    • Social media posts
  • Your request is primarily a signal that:
    • Event details are finalized
    • Graphics are ready
    • The event is ready to be promoted via email
  • We can’t force our members to receive our email. They have to sign up and can do this easily through our website.

Photos

Storage

  • Do not send photos to personal email addresses
    • This can overwhelm inboxes and cause issues
  • Upload all photos to the THYC Google Drive
    • Use the 2026 Photos Drive link
    • Save images in the folder for your specific event
    • You must be logged into the THYC Google account to upload

Social Media Posting

  • Share photos on Instagram or the Facebook Page if they are appropriate for a general audience
  • If photos are better suited for members only:
    • Post in the THYC Facebook Group
  • Note:
    • Facebook Group posts do not share to Instagram or the Facebook Page
    • Group content is not publicly shareable

Best Practices

  • Ensure photos are appropriate and respectful for all members
  • When in doubt, choose more neutral, family-friendly images

Planning Ahead

  • Consider asking a few members in advance to take photos during the event
  • You can:
    • Make a Facebook post requesting photos
    • Include a photo request in your marketing email