Event Marketing: Helping Make CILCSA's First Summit A Success

When CILCSA reached out to us about their annual summit, we knew it was going to be something special. This isn’t just any event; it’s a celebration of everything they’ve accomplished over the years and a spotlight on the ongoing work they do for the community. Our goal? To help tell that story in a way that truly connected with people and set the tone for an unforgettable event.

Making Each Speaker and Sponsor Shine

We first turned our focus to the people who would bring the CILCSA summit to life, the speakers and sponsors. We designed custom graphics for each, giving attendees a clear, engaging preview of who would be there and what to expect. It’s amazing how much those small details can do to make an event feel organized, polished, and personal.

Scroll through our gallery below!

Getting Personal with Reels

To build even more anticipation, we created individual reels for each speaker. These short videos gave speakers a chance to introduce themselves and share what they’d be discussing, creating a personal connection with attendees before the summit even began. The reels also worked perfectly on social media, helping CILCSA generate buzz and excitement leading up to the big day.

Check out our Reels Montage!

To see our full collection of speaker Reels, visit CILCSA's Facebook page here:

Check out their Facebook!

Our Marketing Strategy

Beyond individual reels, we developed a complete social media content strategy to make sure every piece of content worked together. We branded CILCSA’s LinkedIn and Facebook pages for the event and built a content calendar to strategically alternate announcements, speaker spotlights, and countdown graphics. As the event approached, those countdown visuals helped build momentum, giving followers a fun and engaging way to stay connected.

To reach even further, we launched email marketing campaigns that kept the community informed and excited—without spending a single dollar on ads. Every bit of traffic and engagement came organically through storytelling, consistency, and creativity.

Telling the Story Through Video

At the summit, we debuted a branded promo video that captured the heart of CILCSA’s mission. It wasn’t just a highlight reel; it was a story. The video walked attendees through the history and formation of CILCSA, celebrated their impact over the years, and reminded everyone why their work continues to matter. It was the perfect way to open the event, grounding the audience in the purpose behind the summit and the people who make it all possible.

Juggling All the Moving Parts

A campaign like this has a lot of moving pieces. Between producing the promo video, designing graphics, editing reels, managing timelines with speakers and sponsors, and rolling out coordinated posts and emails, there was plenty to keep track of. But that’s what we love about this kind of project, bringing all those elements together into something cohesive and impactful. Clear communication, strong planning, and creative collaboration made it all run seamlessly.

And when the big day came, the results spoke for themselves. While we initially expected around 100 attendees, nearly 200 people showed up, double what was anticipated. That turnout was entirely the result of organic promotion, genuine engagement, and a strong creative strategy that resonated with the community.

Discover Why the CILCSA Summit Marketing Worked

What made this campaign so effective was its layered, intentional approach. Every piece had a purpose and supported the others. The video set the emotional tone, the graphics informed and engaged, and the reels brought personality and connection. Together, it created a full experience that drew people in and made them feel part of something bigger.

Here’s what came out of it all:

• Attendees were engaged even before the summit began.

• Sponsors and speakers got recognition that felt personal and professional.

• CILCSA walked away with reusable videos and graphics for future events.

• Most importantly, the summit felt cohesive, exciting, and connected.

At OOT Box Media, we love helping organizations tell their stories in ways that feel real and human. Working with CILCSA on this project was a reminder of why we do what we do, helping people connect, celebrate accomplishments, and make a lasting impact on their community. To wrap it all up, we created a recap video that captured the energy, emotion, and success of the event. From the first countdown post to the final round of applause, it showcased just how powerful authentic storytelling and thoughtful marketing can be when everything comes together seamlessly.