Using Events to Grow Your Community: Lessons from Beyond Her Vision

The Beyond Her Vision Blog:

Events—whether virtual or in-person—are powerful catalysts for community growth. They create a focal point for connection, showcase expertise, and offer tangible value that transforms casual observers into engaged members. At Beyond Her Vision, every event we host—from a 10-person “Vision Board Brunch” to a 100-person “Summit”—doubles as both a community-building activity and a strategic growth engine. Here, we’ll explore some of the key lessons we’ve learned, how to use events to attract new members, deepen engagement with existing ones, and reinforce your brand as a go-to resource for female founders.

Why Events Matter for Community Growth

1. Lower Barrier to Entry
   For many potential members, attending a single event—especially if it’s free or low-cost—is less daunting than committing to a membership or program. They get a taste of your community’s energy, know-how, and values without a long-term obligation.

2. Amplify Word-of-Mouth
   Events that provide exceptional value encourage attendees to tell friends, colleagues, or social followers. A well-promoted “Bring a Friend” initiative can transform a small meetup into an influx of new members.

3. Showcase Leadership & Expertise
   When you curate panels or lead workshops, you position yourself (and any guest speakers) as subject-matter experts. Attendees begin to trust your brand, which makes them more likely to invest—whether financially or through deeper engagement.

Event Types & Their Strategic Purposes

1. Introductory Meetups

   • Purpose: Attract new members, break the ice, gather initial feedback.

   • Format: Casual happy hour or coffee chat with light structure (e.g., three-minute “share your current challenge” roundtable).

   • Example: Beyond Her Vision’s “Women in Vision” Happy Hour—inexpensive, no-pressure, and held at a partner venue like Three Cities Social.

2. Skill-Building Workshops

   • Purpose: Demonstrate the depth of expertise in your community and provide immediate, actionable takeaways.

   • Format: 60–90 minutes, hands-on exercises (e.g., “Instagram Algorithm Hacks” workshop).

   • Example: “Content Calendar Deep Dive” with a guest speaker who’s a social media strategist.

3. Panel Discussions & Seminars

   • Purpose: Position Beyond Her Vision as a thought leader, foster high-level conversations that address pressing industry topics.

   • Format: 3–4 panelists (female founders or experts), moderated Q&A, audience questions.

   • Example: “Raised or Bootstrapped? Funding Journeys of Female Founders” panel.

4. Community-Led “Showcase” Nights

   • Purpose: Empower members to share their businesses, practice pitching, and receive feedback while drawing in attendees interested in what’s happening in your ecosystem.

   • Format: 5–7 minute “Lightning Presentations” followed by networking.

   • Example: Beyond Her Vision’s “Founder Spotlight” nights, where 4–5 women present a quick pitch.

5. Annual Summit or Conference

   • Purpose: Serve as a “north star” event that galvanizes the year’s initiatives, attracts sponsors, and solidifies your brand.

   • Format: Keynotes, multiple panel tracks, networking breaks, exhibitor tables.

   • Example: The annual “BHV Summit” held in Chicago, featuring two signature panels (community building and social media strategy), wellness breaks, and branded swag.

Strategies to Maximize Event Impact

1. Co-Host with Complementary Organizations
   Partnering with another women-focused group—like Latinas in Tech or Inspirate Marketing—expands reach exponentially. Each partner promotes the event to their lists; you share resources, venue costs, or speaker lineups.

2. Offer Tiered Ticketing

   • Early Bird (Free or Low-Cost): Encourages sign-ups and builds buzz. Limit seats to create urgency.

   • Standard (Paid): Provides revenue to cover costs (venue, catering, speaker fees).

   • VIP Upgrade: Includes perks like a one-on-one “Vision” session, branded swag, or priority seating.

3. Create a Strong Landing Page
   A dedicated event page should clearly articulate:

   • Why It Matters: “Learn how to pitch investors, scale your business, and connect with a network of badass women.”

   • Who Should Attend: “Early-stage female founders, solopreneurs pivoting to full-time, and side-hustle queens ready to level up.”

   • Agenda & Speakers: Brief bios, session times, and takeaways.

   • Call-to-Action: Clear “Register Now” button above the fold.

4. Leverage Social Proof & Testimonials
   After each event, gather 1–2 sentence testimonials (“Thanks to BHV’s Pitch Workshop, I landed my first client!”). Display these prominently on future event pages and promotional materials. People trust peer recommendations more than marketing copy.

5. Implement a “Bring a Buddy” Incentive
   Encourage attendees to bring a friend who’s not yet a member. Offer both parties a $5 discount or access to an exclusive post-event virtual roundtable. This doubles your outreach without doubling ad spend.

Post-Event Engagement & Community Integration

1. Send a Personalized Thank-You Email
   Within 24 hours, thank attendees by name, include:

   • Link to event photos or recording (if virtual)

   • Shared resources (slide deck, templates)

   • “Next Steps”: How to join the community (e.g., Slack link), upcoming events, or volunteer opportunities.

2. Create a Dedicated Event Thread
   In your community platform, open a channel/thread titled “EventName_FollowUp”—invite attendees to share their biggest insight, next steps, or connect with each other. This helps maintain momentum and reduces churn.

3. Offer an Exclusive “Event Attendee” Discount
   For your community membership or next workshop, provide a limited-time promo code (e.g., “EVENT10”) to convert interested attendees into members. A 10–20% discount can be the nudge they need.

4. Analyze Metrics to Refine
   Track:

   • Registration vs. Attendance Rate (aim for 70–80% turnout)

   • Post-Event Survey Scores (Net Promoter Score, satisfaction ratings)

   • Conversion Rate (percentage who joined the community within 30 days)
     Use these metrics to improve future events—tweaking timing, topics, or formats.

Tools & Advice

1. Event Budget Template (Google Sheets)

   • Columns: Item, Cost, Responsible Party, Notes, Paid (Y/N)

   • Track line items like venue rental, catering, speaker honorariums, swag, marketing ads, and AV rental.

2. Promotional Timeline Checklist

   • 6–8 Weeks Before: Finalize date, venue, and core agenda. Create landing page.

   • 4–6 Weeks Before: Open Early Bird tickets. Announce on social channels. Begin email campaign.

   • 2–4 Weeks Before: Ramp up social posts, collect testimonials from past events, post speaker spotlights.

   • 1 Week Before: Send daily reminders, share venue logistics, create a “What to Pack/Bring” guide.

   • Day After: Send thank-you email, share recording/notes, invite to community.

3. Suggested Platforms

   • Eventbrite or Ticket Tailor for ticketing and registration.

   • Meetup or Facebook Events for free community-focused gatherings.

   • Zoom Webinars for virtual panels or large-format online events.

4. Five-Day Pre-Event Social Media Kit

   • Day 5: “Save the Date” graphic with a countdown

   • Day 4: Speaker Spotlight #1 (with headshot, bio snippet)

   • Day 3: Speaker Spotlight #2 + testimonial from past attendee

   • Day 2: Behind-the-scenes setup sneak peek (e.g., venue photo)

   • Day 1: “Tomorrow’s the Day!” with logistical details