August 7, 2025
Jordan is a pro at organizing conferences—but chasing promotional help feels like herding cats.
He’s done all the right things to grow attendance: boosting ticket sales through registration retargeting, inviting past attendees to new events, and even attracting new audiences by marketing to other Whova users via event listing. He’s savvy, efficient, and always one step ahead.
But Jordan doesn’t stop there—he’s also tapping into his trusted network of fellow organizers to help spread the word. It’s smart. It’s effective. It’s… exhausting.
Each time he asks for a favor, it turns into an email marathon: explaining the event, attaching the promo materials, clarifying the message, following up (again), and then wondering, “Did they ever share it? Did they use the right link?”
If only there were a way to keep the support and lose the hassle.
Now there is. Introducing Whova’s Organizer Co-Promo—the faster, cleaner, finally-someone-fixed-this way to get your fellow organizers to promote your event within their own organizations to boost your reach. No messy threads. No guesswork. Just smart, streamlined collaboration.
Simply add the organizers you know, craft a personalized promotional message, attach your materials, and hit “send.” Your fellow organizers will receive a clean, ready-to-go promo request—complete with assets—and can help spread the word with just a few clicks. You can even track who’s accepted and see what’s been shared, all in one place.
And if they’re already on Whova (and chances are they are – over 15,000 organizers use Whova), it gets even better. All they need to do is click “approve,” and Whova will automatically forward your promo to their past attendees. That’s right—one click, and it’s done. It’s not just helpful. It’s basically magic.
How to Ask for Help with Promotion
You’ll find Organizer Co-Promo in the Marketing tab under Website. From there, requesting help from fellow organizers is a smooth, three-step process.
Step 1: Add Your Connections
Start by adding the organizers you want to reach out to. You can enter their details manually or upload an Excel file with their names, affiliations, and email addresses.
Note: Your fellow organizers do not need to be on Whova. Whether they are or not, Whova will handle the co-promotion process seamlessly.
Add organizers manually or import them from an Excel sheet—Whova makes it easy to connect.
Step 2: Add a Personal Message
Next, you’ll craft a personal message to include with your request. This is your opportunity to introduce your event, express appreciation, and let your fellow organizer know why you’re reaching out.
Whether it’s a simple thank-you or an offer to return the favor later, a personal touch can go a long way.
Customize your outreach with a thoughtful note to your organizer network.
Step 3: Customize the Promotional Message
Finally, you’ll customize the promotional message that will go out to your fellow organizer’s audience. Whova provides a ready-made template that you can easily tailor—editing the text, inserting smart fields like the organization or event name (automatically pulled from your dashboard), and attaching up to two files such as an event flyer or a registration link image.
You can also send yourself a test email to preview exactly what recipients will see.
Once everything looks good, just click “Send” to deliver the invitation to all added organizers.
Tailor your promo message and add event materials—then send it with one click.
Tracking the Progress
Once you’ve sent out your co-promotion requests, tracking responses is easy.
Keep Tabs with the Dashboard
Head to the Co-Promo Dashboard under the Attendees tab and click Admin Settings to get a clear view of your outreach efforts. You’ll see who was contacted, their email, organization, who added them, and the status of each request (Pending, Accepted, Declined, or Expired).
If someone replies to your message, you’ll see a “View reply” button next to their name.
Need to reach out to more organizers? No problem—just click “Add more organizers” and go through the same three steps.
Recipients will be able to promote your event until your registration deadline.
Track request statuses and manage responses—all in one organized dashboard.
Get Email Updates Automatically
You don’t have to keep checking the dashboard. Whova will keep you in the loop with email notifications:
- You’ll be notified when a request is accepted.
- If a co-promoter uses Whova for promotion, you’ll be notified once the promotion is sent.
You can view which attendees it was shared with and what message they received.
Stay informed with automated updates and reminders—no manual follow-ups needed.
And no need to remind your fellow organizers manually—automatic reminder emails are built-in and ready to go:
- If a request hasn’t been answered, the recipient will get a reminder one hour after the initial email.
- If the request was accepted but not yet promoted, another reminder will go out one week after acceptance.
How Your Fellow Organizers Can Help
So, what does the process look like on the supporting organizer’s end?
If They Use Whova
Organizers who have hosted events with Whova before can choose which past event they want to promote from. They can also narrow the audience—for example, only promote to general attendees and exclude VIPs or sponsors.
They’ll be able to:
- Edit the promotional email message
- Automatically attach the files you provided
- Send the email to selected attendees
Whova makes it easy for fellow organizers to send the promo to the right past audience.
Once sent, they can send you a quick message confirming the promo and sharing details like who received it or how it went.
If They’re Not Using Whova
Even if the organizers you invite aren’t using Whova yet, they’ll still receive your message and any attached files. From there, they can:
- Let you know who they plan to promote to
- Download the materials
- Share the promo through their own email system or channels
They’ll also have the option to decline the request and leave a note explaining why—keeping everything transparent.
Turn Your Network into a Promotion Engine
Event promotion shouldn’t be an uphill battle. With Organizer Co-Promo, you can unlock the power of your professional network without the email overload. Streamlined requests, smart tracking, and seamless follow-through—it’s everything you need to boost event visibility with less hassle.
Ready to try it out? Head to the Marketing tab in your dashboard and send your first Co-Promo request today.