A Step-by-Step Guide to Running Events at Pubs

Hosting a great event is only half the battle. If you want a packed room, you need a bulletproof system for marketing and managing it.

When I took over the online presence for The Riverdene in Basingstoke, I didn't just stop at their social media videos. I also took over the entire workflow for their events. Running events at pubs takes a lot of coordination, and if you leave it to the last minute, you end up with an empty room.

Here is the exact step-by-step system I use to ensure every event we host is a success.

1. Bespoke Poster Design (Without Generative AI)

Everything starts with the visual branding. I design all the posters for the pub's events from scratch.

I have a very strict rule about this: I do not use generative AI for my design work. If a client hands me an AI-generated poster, I insist on redesigning it. Generative AI is a fantastic tool when used properly for organisation, documents, and admin workflows, but it lacks the soul and precision needed for genuine brand design.

You can see examples of the design work I do in files like this Charity Quiz Poster and this Quiz Poster.

I also designed the overarching graphics explaining the pub's event system, which you can see here.

2. Social Media & Direct Outreach

Once the poster is designed, it goes straight to Instagram. I post it to the main feed and make sure to tag any relevant people, bands, or businesses as collaborators.

Then, it goes onto our Stories, where I tag them again to maximise reach. But I do not just rely on the algorithm. I actively send direct messages to specific, relevant customers who I know would enjoy that particular night.

Direct outreach works. In fact, I often hear people walk through the doors and tell Darren, "I only came to this event because I saw your social media girl post about it!" That is the power of active, targeted community management.

3. Website Integration & RSVPs

A poster isn't enough; you need a place to capture intent. I immediately create a dedicated event page on our Wix website and add an RSVP function. This allows us to track numbers, capture contact details, and give the event a professional, centralised hub.

4. The Admin & Handover

A few days before the event happens, I export the guest list from the website and send it directly to the event owner.

I also handle the internal communication. I organise the necessary meetings between the external event owner and the pub owner, Darren, so everyone is on the same page regarding setup, timings, and expectations.

5. Physical Marketing

Finally, we bridge the gap between online and offline. I print the finished posters and make sure they are placed in the physical frames on the walls inside the pub. You have to market to the people who are already sitting in your venue.

Running events at pubs does not have to be chaotic. When you have a clear system for design, social media, website management, and internal admin, the events market themselves.

If you are a business owner in Basingstoke and want someone to implement systems like this for your brand, text or call me on 07862262655 to see if I have a retainer spot open.