Invite and engage attendees

Different TEDx events serve different communities. Consider what your event goals are, and who you'd like in the audience. For example:

• University-based events should focus on students, faculty, staff, alumni and parents.
• Topic-specific events, such as Countdown events or Salons, might prioritize people who want to learn more about or contribute to the specific topic.
• Community-wide events might aim for a broad mix of local leaders, creatives, students, first-time attendees and more.

Who is your event for? Defining the audience early helps guide outreach, messaging and how attendance will be managed. Being intentional at this stage helps ensure the people in the room align with the goals of the event.

Common approaches to ticketing

Depending on the size and goals of the event, teams can use different approaches to invite and select attendees such as:

• Open ticketing: Available to the public on a first-come, first-served basis. If tickets sell out, consider offering a waitlist to collect interest for when spots open or when tickets are released for future events.
• Invite-only events: Limited to people who receive a direct invitation. This can work well for smaller venues with limited capacity, or events with a targeted audience.
• Application-based selection: Prospective attendees apply and organizers select participants based on their alignment with the event's goals. This can work well when managing high demand, or events with a targeted audience.

If using an application process, make sure it clearly describes:

• That space is limited and not all applicants will receive a ticket
• When applicants can expect to hear back

Applications typically collect basic contact information along with a few open-ended questions, such as:

• Tell us about yourself
• Share links that help us understand your interests or work
• What do you hope to gain from attending this TEDx event?
• When declining an applicant, respond with a clear and respectful message. Encourage applicants to watch your livestream (if available) or to re-apply to attend future events.

• Regardless of your ticketing approach, make sure attendees have a clear understanding of: 
• What TED and TEDx are
• The date, location and theme of the event

Collect attendee information

Regardless of which ticketing approach is used, collecting attendee information is essential. At minimum, ask attendees to opt in or provide their email address for the TEDx Attendee Survey, in accordance with local data privacy laws. The survey provides insight into the attendee experience and helps teams understand what's working and where to make improvements. Teams can collect additional information through ticketing, registration, or applications — such as name, organization, job title and contact details.

Tailor your communications

Different types of communication serve different purposes. Registered attendees will need clear logistical updates and event reminders, while your broader community or newsletter audience may be more interested in speaker announcements, TED Talks, behind-the-scenes content and ongoing conversations connected to your theme.

Types of communications

Your communication strategy may include:

• Logistical emails for registered attendees
• Email newsletters for your broader community
• Social media updates and discussion prompts
• Speaker announcements and behind-the-scenes content
• Post-event follow-up communications

Email newsletters

Newsletters are a simple way to keep your broader community informed and engaged before and after your event. Use them to share speaker announcements, theme-related content, community stories and more. After your event, newsletters can also help continue conversations with recorded talks, attendee reflections, photos and upcoming community opportunities.

Communications to registered attendees

• Attendees rely on timely, clear logistics communications to help them prepare for the event. Send important information such as registration confirmations, schedules, venue details, accessibility information and event reminders well in advance.
• You'll also be required to send the TEDx Attendee Survey to your attendees after the event. See Post-event and renewal for details on post-event requirements.

Social media

Social media can help extend the experience beyond the event itself. Use your channels not only to promote your event, but also to encourage discussion, participation and community interaction. Learn more about social media strategy and promotion in Design and promote event.

The attendee experience includes everything surrounding your talks: how people are welcomed, how they move through the event, the services and spaces you provide and the details that shape how attendees feel. Small details can have a big impact on how attendees experience and remember your event.

Here are some areas to keep in mind as you plan:

Your program doesn't need to be elaborate or high budget — even small experiences can create memorable moments and help attendees engage more deeply with your event.

Consider offering experiences such as:

• TEDx Adventures are casual, locally focused gatherings that bring your community together outside of your main event. They don’t require a separate license and should not include formal talks. The only requirement is that they take place while you have an active TEDx license. If needed, you may charge a small fee to help cover costs.
• Designed to be more relaxed and interactive than a traditional TEDx event, Adventures encourage attendees to step out of the theater and into the real world. Some are connected to larger partnerships tied to the main event, while others are simply a fun and meaningful way to stay engaged between events.
• The format is intentionally flexible and can be adapted to your team’s goals, capacity and community. Adventures can take many forms: behind-the-scenes tours, hands-on workshops, local field trips or collaborative community projects. They also offer a great opportunity to involve past speakers, community partners or local organizations, while giving attendees a chance to connect more deeply with one another.

Adventure examples:

• TEDx Salons are smaller, recurring events that help sustain engagement between your main event. They typically feature talks followed by discussion — a way to keep ideas and conversation alive throughout the year.
• A separate license is required to host TEDx Salon events. Learn more

Salon examples: