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Social Media and tech tools for and at events

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In this presentation, used at the 1 day course of MPI Italia in Florence, the 12 September 2013, you will find information on how to use Social Media and tech tools for and at events. It starts with …

In this presentation, used at the 1 day course of MPI Italia in Florence, the 12 September 2013, you will find information on how to use Social Media and tech tools for and at events. It starts with the FRESH Conference case, where you can find instructions and inspirations on how to set up a social media strategy for your event. Then you'll find some methodology tips and a list of tools, web tools and apps for mobile devices, that can really facilitate your life while organizing and managing social media for and at events.

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  • 1. Stefania Conti-Vecchi Social Media and tech tools for and at events
  • 2. We will see today an overview of the FRESH Conference social media strategy and the ReFRESHing Social Media Guide Tips and tricks on how to use some of the main Social Media Channels available on the market Practical examples of The FRESH Conference case to be immediately applied to your event
  • 3. Social Media for meetings and events are very important communication channels… To recruit participants, speakers and sponsors To create a community and a buzz around your event To keep your followers updated and to interact with your audience in real time …especially if the event you are organizing is a Hybrid one…. as it was FRESH in 2013 Social Media for meetings and events
  • 4. The Fresh Conference is an annual conference dedicated to meeting professionals. The FRESH Conference
  • 5. The FRESH Conference themes 2012 Process, tech tools and techniques 2014 Human tools, the professionals 2013 Conceptual tools (meeting formats, concepts etc.)
  • 6. The FRESH Conference in 2013 FRESH in 2013 was focused on meeting formats
  • 7. The biggest fear of meeting professionals is: the time and budget needed to manage this channels How to help them to solve this problem and to be connected with us? Social Media for meetings and events
  • 8. The reFRESHing Social Media Guide The guide, published on Slideshare, is freely downloadable and it is an interactive pdf, so you can scan QRcodes and click all the links you find in it. www.slideshare.net/MeetingSupportInstitute/refreshing-social-media
  • 9. Valuable content = examples and tips for Meeting professionals on how to set up their own conference social media strategy. Purpose of FRESH Social Media Guide To give instructions on how to use social media for and at the Fresh Conference To drive visits to our website and our social media channels sharing “valuable” content in order to create buzz around it.
  • 10. Our target Who is The FRESH Conference Community? Skilled and passionate international team Influential thought leaders as speakers The most innovative companies connected to the meeting industry as sponsors A tribe of meeting and event professionals
  • 11. The structure of the Guide Introduction about the strategy and 3 sections dedicated to every social media channel: 1. Linkedin for conference - How can you use it + Steps to take 2. Our SM profiles 3. Tips to facilitate the interaction Linkedin for conference How can you use it LinkedIn is the most important social network for meeting professionals. With 85 million LinkedIn users, we can assume that virtually the majority you want to connect with in the Meeting Industry is there. For conferences Linkedin is a superb tool. Steps to take 1. Set up a Linkedin profile for the meeting owner and create a community connecting with the target audience of your conference. 2. Set up a company page for the meeting owner and promote it posting an update about it even throughout other social media. 3. Create a product for your conference in your company page. You can link the website, add a promotion with a discount code or a prize and do not forget to ask for a recommendation by your speakers, sponsors, previous year attendees or team and supporter. Visit ours: http://linkd.in/SRGYZS 4. Join Linkedin groups focused on topics related to your conference and joined by the target you selected as your future attendees (remember to respect the etiquette of not posting promotional updates in groups. Share only valuable information of interest for the specific group). Linkedin Our profile is: MEETING SUPPORT INSTITUTE Interact with us! Scan the QRcode or simply click the links to connect with us or follow us. You can connect with the Meeting Support Institute Linkedin profile here: http://www.linkedin.com/in/meetingsupportinstitute And follow the Meeting Support Institute company page here: http://www.linkedin.com/company/meeting-support-institute scan & connect scan & follow Linkedin tips: Connect with our Linkedin profile or follow our business page: there you will find some of the most important updates and news we shar e. Suggest and re-share all the contents that are valuable for you or for your network. Recommend to us interesting meeting and event professionals to connect with and introduce Meeting Support Institute to those meeting professionals you think can be interested in what we do. If you think it is useful, in the business page of the Meeting Support Institute recommend the Fresh Conference, you can find it in the products section. We are part of many Linkedin groups related to the Meeting Industry. Support us by sharing the news or commenting our discussions in your specific groups.
  • 12. Useful content drives viewers ReFRESHing Social Media drummed up a great interest and it has been shared and reshared several times. More than 1000 views in 7 Days
  • 13. Facilitating the interaction
  • 14. Suggestions for your conference Create a website, a blog or a landing page for your conference. Add the social media buttons in a visible place of the main page to facilitate your visitors to like, follow or share your conference. Set up all the social media profiles according to your audience preferences and your conference objectives. Differentiate the content as much as possible and share it in different moments of the day, according also on the different time zones of your audience.
  • 15. Linkedin for your conference Million LinkedIn Users LinkedIn is the most important social network for meeting professionals With 200 million LinkedIn users, we can assume that virtually the majority you want to connect with in the Meeting Industry is there. For conferences Linkedin is a superb tool.
  • 16. Linkedin for your conference Linkedin for conference How can you use it LinkedIn is the most important social network for meeting professionals. With 85 million LinkedIn users, we can assume that virtually the majority you want to connect with in the Meeting Industry is there. For conferences Linkedin is a superb tool. Steps to take 1. Set up a Linkedin profile for the meeting owner and create a community connecting with the target audience of your conference. 2. Set up a company page for the meeting owner and promote it posting an update about it even throughout other social media. 3. Create a product for your conference in your company page. You can link the website, add a promotion with a discount code or a prize and do not forget to ask for a recommendation by your speakers, sponsors, previous year attendees or team and supporter. Visit ours: http://linkd.in/SRGYZS 4. Join Linkedin groups focused on topics related to your conference and joined by the target you selected as your future attendees (remember to respect the etiquette of not posting promotional updates in groups. Share only valuable information of interest for the specific group).
  • 17. Linkedin for your conference Linkedin tips: Connect with our Linkedin profile or follow our business page: there you will find some of the most important updates and news we shar e. Suggest and re-share all the contents that are valuable for you or for your network. Recommend to us interesting meeting and event professionals to connect with and introduce Meeting Support Institute to those meeting professionals you think can be interested in what we do. If you think it is useful, in the business page of the Meeting Support Institute recommend the Fresh Conference, you can find it in the products section. We are part of many Linkedin groups related to the Meeting Industry. Support us by sharing the news or commenting our discussions in your specific groups.
  • 18. Linkedin tools for meetings and events The products feature on the company page
  • 19. Linkedin tools for meetings and events How to create a community
  • 20. Linkedin tools for meetings and events Sharing information within selected groups
  • 21. Linkedin tools for meetings and events Email notifications from groups
  • 22. Linkedin tools for meetings and events Use LinkedIN polls to design the sessions based on your audience effective needs
  • 23. For conferences, Twitter is today one of the most powerful, popular and effective tools in spreading the message beyond the meeting itself. Twitter for your conference It allows you to interact with participants or potential participants in real time, with the same immediacy of text messages but with a much broader exposure.
  • 24. Set up a Twitter profile for the conference (3 info are essentials: date of the conference, place and website. Twitter for your conference
  • 25. Create a #hashtag Use the #hashtag to follow what people say about your conference and to interact with them, to obtain analytics or to keep your attendees informed with a twitter wall. Create a community Give credits Twitter for your conference Let’s have a conversation! #FRESH14
  • 26. Tweet about and with the Fresh Conference using the official hashtag #FRESH14 and our accounts @freshconference & @msimeetings; we are always available. Retweet all the info we share that is useful to you, but don’t do it immediately, if you wait 1hr or more you enlarge the audience significantely Mention us in your #FF Follow Fridays or create a list “cool conferences to attend” ;) and add us! Recommend to us interest ing meet ing and event professionals to follow Use also other hashtags while tweeting about FRESH to engage other eventprofs. Examples: #eventprofs #meetingprofs #MPI #PCMA #meetingplanners #eventplanners as well as the event/tradeshow happening at that moment eg. #EIBTM #IMEX. scan & tweet Twitter Tips
  • 27. Twitter Tips Create lists for Speakers and sponsors
  • 28. Facebook for you conference Facebook for conference How can you use it For many meeting professionals Facebook is mostly a personal social media. However, for conferences, they love to use it to stay tuned with all the content to share: they also reshare useful links and they love to tag themselves in the event pictures. Steps to take 1. Set up a Facebook page and/or an event page for the conference 2. With your personal account, invite your meeting profs friends to like your page or share it as your profile status. 3. Be sure to link the social media buttons of your conference website to the facebook page. 4. Allow comments to everyone but moderate the posts of other Facebook users to your wall. 5. Share valuable content possibly different from what you shared in the other social media. Do not TAG anyone in the pictures you share, on the contrary ask them to TAG themselves. Engage!
  • 29. Facebook for you conference Facebook tips: Support our updates liking and re-sharing them when you think they are interesting or useful. Invite those meeting and eventprofs friends you think could be interested in what we do or in confirming their participation to the Facebook event . Recommend to us other connections of colleagues who could be interested in attending the Fresh Conference Post news, pictures and videos about you and the Fresh Conference on our wall. Share your most memorable moments before, during and after the Fresh Conference and tag yourself . Are you a speaker or a sponsor? You can post videos, abstracts and previews of your FRESH presentation or about your company. Engage the community with quiz, polls and games.
  • 30. Facebook for you conference Engage the community with quizzes and games
  • 31. Google+ for your conference Google+ for conference How can you use it For many meeting professionals Facebook is mostly a personal social media. However, for conferences, they love to use it to stay tuned with all the content to share: they also reshare useful links and they love to tag themselves in the event pictures. Steps to take 1. With your personal account set up a Google+ page and/or an event page for the conference and share it with your meeting profs circles. 2. A page cannot add to a circle a personal profile. Google+ has the same limits as a Facebook page; therefore be sure to link the social media buttons in your conference website. 3. Create a Community for your conference and interact with the members: open hangouts to discuss and share info and to receive useful input from meeting professionals. Keep it alive! 4. Share useful and unique content, interact with members, +1 their good posts and moderate your space.
  • 32. FRESH Google+ community
  • 33. Google+ for your conference Google+ tips: Support our updates giving “ +1” (the same as the “ like” button in Facebook) and re-share them when you think they are interesting or useful. Invite other meeting and event professionals to join the conversation adding the the Meeting Support Institute page to their circles or to be member of the Fresh Conference community. If you are already a member of our community share your experience and expertise with the other members, keeping the conversation alive. Post news, pictures and videos about your most memorable moments before, during and after the Fresh Conference. Our speakers and sponsors are welcome to share content about their FRESH presentation or about their companies. Engage the community with quiz, polls and games.
  • 34. Pinterest for your conference Pinterest for conference How can you use it Pinterest is a pinboard-style social photo sharing website that allows users to create and manage theme-based image collections such as events, interests, hobbies, and more. Pinterest drive a lot of traffic to your conference website. Steps to take 1. Set up your conference “ business profile” adding an effective description with the date of the event, the logo, the website and the location. 2. Create well-organized and relevant “ boards” ; categorize them according to the needs of your conference and include descriptions with keywords. We have one board for The FRESH Conference news, one dedicated to our sponsors, one for the past edition of the conference and one for the social media posts. 3. Create a network following other meeting professionals Pinterest users or their boards and start pinning and re-pinning. See also the Pinterest etiquette. 4. You can pin (pin is a share button) a website adding a pin button to your browser bookmarks bar. Some social media content and non-html websites are not pinnable.
  • 35. Pinterest for your conference At the moment we have 4 boards FRESH Conference NEWS FRESH Conference Social Media posts Fresh Conference Sponsors Fresh Conference - past edition (January 2012)
  • 36. Vimeo and YouTube for your conference Vimeo and YouTube for conferences How can you use it Youtube and Vimeo are powerful channels to share video contents. They have the double function to give you visibility and to enlighten the sharing of bulky content. You can embed videos in your website and share in other social media a simple link to this content. Steps to take 1. Set up your Youtube and/or Vimeo channel with logo, description and link to your website 2. Upload your content . You can share: Interviews with speakers and preview of their presentation before the the conference The presentation speakers give at the conference and other video comments Partners and sponsors promotional videos and interviews
  • 37. Slideshare for your conference Slideshare for conferences How can you use it You can use SlideShare to share any presentation files or documents related to the conference. You can then embed them in your event website and/or share the link in other social media. Steps to take 1. Set up your Slideshare with logo, description and link to your website 2. Collect all the slides from the speakers attending your conference, presentations from your partners and sponsors, any other useful abstracts or documents and upload them to SlideShare space. 3. Link social media channels among them. For example in your Linkedin profile you can show the slides you’ve uploaded in your Slideshar e channel. 4. Embed the slides in your conference website and promote the page on the other social media channels.
  • 38. Prizes The Fresh Conference will take place in Copenhagen, 13-15 January 2013 + 1 optional day of training the 16th. If you can come, don’t miss it. If you cannot come, attend it remotely connecting to: www.thefreshconference.com Thank you for downloading the guide: your prize is a 20% discount on the registration fee using this code: smc-FRESH13-buyer-20% ACTION REQUIRED: Enjoy! icon set: Jurgen Appelo
  • 39. The FRESH Conference in 2014 The next Fresh Conference will take place in Copenhagen, the 26-28 January 2014 www.thefreshconference.com
  • 40. Questions? Time for you
  • 41. The importance of the "human relationship" in a social media campaign for events Be personal
  • 42. SOCIAL MEDIA success is more about people than technology Human relationship
  • 43. Avoid to share the same promotional message in every social media channel set up for your event…. Be smart
  • 44. Reflect on how important is a personal message, with your name on it, instead of an auto-reply machine Avoid auto-reply
  • 45. Make it personal Use your real name and voice Interact with your audience Some recommendation
  • 46. How did you solve this problem? Did it happen to you? Sharing solutions
  • 47. Toolbox Kit Meeting professionals need an integrated toolbox kit of web and mobile apps to manage every aspect of an event
  • 48. But it is plenty of tech-tools and apps out there How to choose how your tools
  • 49. Managing Social Media HootSuite HootSuite allows you to send and schedule Twitter, Facebook, LinkedIn, and Foursquare updates, track click stats, and set up tracking columns to monitor keywords, hashtags, and lists. You can reach more people differentiating the times of your tweets!
  • 50. podio.com Project and event management Podio Podio is the collaborative work platform where you can build your own work apps - based on your own processes and workflows - and use them instantly on your iPhone or iPad.
  • 51. Event’s social network? Yammer is a private, secure social network for your company….
  • 52. Scheduling tweets for presentations Backdraft Backdraft is a new free iPad app that enables you to write tweets in advance, and then releases them while you are giving a presentation.
  • 53. Timer with hashtag and twittwall LTTimer ~for short presentation~ LTTimer is a timer application, and can be viewed hashtags Tweet. Was made for a "Lightning Talk" (a short presentation).
  • 54. . Projectorfy PROJECTORFY is an iPad app used to run live events on a tv screen, projector, or any output device. Create live polls that attendees can vote for using their mobile device and see the results live during the event. Tweet wall and live polls Project a tweetwall showing event specific hashtags or current trends - look up #projectorfyme as an example. Display title and body slides on the fly making any event engaging and interactive.
  • 55. Webcast the event Event-Cast With Event-Cast webcasting your events is fast, easy, and inexpensive. From baseball and football to school plays and special events and more, Event-Cast allows you to webcast your local events live on the Internet. And now with the Event-Cast app, webcasting your event is even easier. Event-Cast turns your phone into a mobile broadcast studio.
  • 56. Live audio broadcast Soundcloud SoundCloud is the world’s leading social sound platform, with over ten hours of music & audio posted every minute. Tap into a world of fresh new audio; find great new music, comedy, news and more.
  • 57. Live audio broadcast Spreaker Radio and podcast recorder With Spreaker you can record your own podcasts. Report on live events, then share all the latest news with your friends on any major social network. Now users with iOS versions 5.0 and up can access the new DJ console to mix voice, music and effects.
  • 58. Building memories to share Remote Shutter - Camera Timer with Lens filter Remote Shutter is the best and easiest way to take a better photo when you are alone or group photo. Remote Shutter allow you to connect your iPhone, iPod, and iPad using one as camera and one as remote to see live stream preview.
  • 59. Qrcodes contact details generators Quicktag QRAugmented Easy QR
  • 60. Scan it and add me to your address book This is ME
  • 61. Clicktotweet.com Tweets ready to send
  • 62. QRcode generator Scan to tweet
  • 63. Stefania Conti-Vecchi www.eventagist.com Thank you