Why it helps
Running an event is plenty of work without also writing the promo. And every channel wants something a bit different: a short post for Instagram, a longer listing for Eventfinda or your Facebook event, and a poster with only a few words on it. Writing all of that from scratch, and keeping the details the same everywhere, is where mistakes creep in.
Give AI the facts once and ask for every version together. You get matching wording across the board, plus a simple posting plan for the weeks leading up.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
Help me promote an event. I run a [type of business or group] in [town], New Zealand. - Write: (1) an event listing description of about [120] words for Eventfinda or a Facebook event, (2) [4] social posts to go out in the lead-up, with a suggested day for each, (3) poster wording with a headline, one supporting line and the key details only. - Tone: [friendly and relaxed]. NZ English and NZ spelling. - Use the event details exactly as I give them: date, times, price, booking link and age limits. Don't add performers, prizes, food, drinks or anything I haven't mentioned. - If something a guest would need to know is missing (like whether to book, parking, or accessibility), list it as a question for me at the end. Event details: [what it is, who's running or performing, date, start and finish time, venue, price or free, how to book, age limits, anything to bring]
Then keep chatting
Make the poster wording even shorter. It needs to be readable from across the street.
Write a last-chance post for the day before.
Write a thank-you post for after the event.
Write a short email to send to my customer list about this.
Give me a 1-line version for a sandwich board.
Step by step
- Get the details locked in first: date, times, price, how to book, and what's included. Check them with the performer or host.
- Fill in the prompt and paste the details. Answer any questions the AI comes back with.
- Check every date, time, price and link in every version. These are the bits people act on.
- Put the listing on Eventfinda or your Facebook event (check each site's own listing guidelines), schedule the social posts, and get the poster designed in Canva or by hand.
- After the event, use the follow-up prompt for a thank-you post while it's still fresh.
Worked example
Example details are made up. Your results will vary, so always read and check before you use them.
Watch out for
- Check every date, time, price and link in every version. One wrong date on a poster can cause a lot of trouble.
- Don't let the AI promise things you haven't confirmed, like "limited edition wines" or a named performer. Event marketing must not be misleading under the Fair Trading Act. See consumerprotection.govt.nz.
- If alcohol is involved, make sure the event fits your liquor licence and your local council's conditions. Check with your council's licensing team before you promote it.
- Get permission before naming or tagging performers, hosts or other businesses. Don't paste in your booking list or customer names, and ask before posting people's faces from the night.
Go further
Save the prompt with your venue details filled in, so the next event is just the new facts. If you run regular events, ask AI for a simple event checklist too, covering bookings, staffing, setup and the follow-up post, so nothing gets missed.
