Event Planning: Getting Friendly with Social Media

Written by Annie Alvarado

event-720x300.pngSocial media is free, easy to use, has an extended target audience reach and is fairly easy to use. Whether you’re promoting a new product, event, concert, or fundraiser, social media gives you the ability to engage your audience and create a buzz around your event. If you put in the time, social media will do the work!

Here are some ideas on how to use social media for your next event, from inception (planning) to completion (live streaming/printing event transcripts):

Planning and research

  • Choose a venue – be sure to research digital connections at venues.
  • Checking dates and times for conflicts.
  • Read message boards and chat with peers regarding: venues, material, speakers, etc.
  • Find information on target audience
  • Determine program cohesiveness (informational material, find/research speakers, prepare message points for speakers, determine and prepare schedule.)
  • Use message boards, reviews and search engines to find supplies online.
  • Staff event: find speakers, staff, volunteers, etc.
  • Research venue logistics i.e. signage, parking, food
  • “10 steps to get started with event planning” wildapricot.com/articles/how-to-plan-an-event
  • “21 commonly missed event planning checklist details” https://whova.com/blog/commonly-forgotten-event-planning-checklist-details/

Promotion

  • Send invitations and include URL with event info.
  • Use a Pitch engine to create multi-media enabled press releases, e.g. PitchEngine
  • Create event listings on social media networks.
  • Integrate social media with event registration. Apps like Loginradius not only register attendees, it will collect and store attendee data for future use.
  • Use a hashtag
on social media sites.
  • Create a promotional video to: post online, send with invitations, include in press releases, etc.
  • Prior to the event, issue a media advisory alerting reporters of the event.
  • Share pictures of speakers with quote overlays on website, in invitations, on registration page, etc.

Organization

Engagement

  • Use an app to live stream the event, e.g. Ustream
  • Create and displayTwitter (tweet) walls.
  • To have attendees see each display or go to all areas of event, use Foursquare to create check-in locations.
  • Start aTwitter contest – give away prize for people that can correctly answer marketing trivia via Twitter or Facebook.
  • Create event pages on: Facebook EventsEvenbrite, Upcoming,
  • ProvideTwitter transcripts to attendees and post it to your various event pages.
  • Session Tweets automatically makes a PDF book of all tweets using the event hashtag.

Post event management of audience

  • Use social media apps to keep target audience engaged and informed, e.g. Constant Contact, MailerLite, 10TimesEvents, Mailman, etc.

In conclusion, social media can help to research: events, venues, staff, speakers, supplies, to disseminate information to target audience, send invitations, record RSVPs, event registration, event marketing, record transcripts and/or videos to stream/post/print, engage attendees, encourage attendee interaction, disburse information to attendees to enhance their experience, and much more. And, as a bonus, most of the social media sites and apps mentioned in this post are FREE!

 Useful Information:

  1. Link to an infographic with information on using social media to plan an event: https://nonprofitquarterly.org/2013/04/26/infographic-social-media-s-impact-on-event-planning/
  1. Link to a basic event planning checklist:

http://blog.memberclicks.com/event-planning-basics-–-a-checklist

  1. Social media tools to plan and produce events:
    • Facebook Events
    • Eventify
    • Linkedin
    • Twitter
    • Pitchengine
    • Ustream
    • FourSquare
    • Eventbrite
    • Session Tweets
    • Loginradius
Sources:
http://www.convinceandconvert.com/social-media-marketing/7-ways-to-use-social-media-to-create-buzzworthy-events/
http://www.publictransportation.org/community/media/coverage/Pages/HowtoPlanaMediaEvent.aspx#sthash.Ejyyjmy2.dpuf
https://nonprofitquarterly.org/2013/04/26/infographic-social-media-s-impact-on-event-planning/
https://www.marketing-partners.com/conversations2/top-10-things-to-remember-for-event-planning
https://whova.com/blog/commonly-forgotten-event-planning-checklist-details/

 

 

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