TRIPLE HEADER
WORKSHOP:
WEBSITES, SO CIAL MEDIA, AND
MEETING PLANNING
Carla Pendergraft
Carla Pendergraft Associates
www.c...
www.butdoesitwork.com
Websites for State and Provincial
Associations of Fairs
Triple Header Workshop2
About You
 How many have a web designer maintain their
fair association website?
 How many maintain your website yoursel...
My Approach
 There are no “right” and “wrong” websites. If
the website accomplishes what you want it to
do, it’s successf...
Fair Association Goals
 To promote your state’s fairs to the
general public
 Help people find them
 To serve the needs ...
Your member fairs
 We will focus on your needs in this workshop,
but I will also make reference to your fairs and
exposit...
Why website projects are
challenging
 “Simple” web design software that still gives
us design control, does not yet exist...
Wikispaces.com – free website
 FREE – supported by Google ads
 Can pay small monthly fee to remove ads
 No programming
...
A free website for Aunt LaVerne
Ok, I did the
masthead.
Everything
else was
done by Aunt
LaVerne.
And it’s free!
9
Sizing up a website
 The decision is made within a few seconds on
whether to stay and click, or to leave a
website.
 Web...
Principles of good web design
 Balance
 look at each element and how it falls on the
centerline
 Rhythm and repetition
...
In addition to design…
 Content development is crucial.
 Can someone unfamiliar with your industry figure
out what you’r...
Your website home page
 Give us some fair pictures!
 How about finding good ones on your members’
websites?
 Give us co...
Website Mission Statements
 “We are Here to Promote the Fair Industry” –
Colorado Assn of Fairs & Shows
 “The Federation...
Menu Systems (my
preferences)
 About Us first, bookended with Contact Us; everything
else in between
 drop down menus wi...
A Great Fair Association
Website!
•Modern
•Visually appealing
•Good Fair images
•Nice menu system
16
Another Great Fair Assn
Website!17
Canadian Association of Fairs &
Exhibitions
Great masthead!
Conveys the
heart of what
Fairs are all
about.
18
Website Checklist
 Take a look at your website and consider each
of these ideas.
 Take a look at other fair association ...
General
 Does it look “modern”?
 What constitutes “modern” changes every 2-3
years!
 Is it visually appealing, with gre...
Website Housekeeping Details
 Does the footer have your address, phone,
email?
 Are all links working?
 Are email addre...
Rhythm and Repetition
 Does it have a header, footer, and defined
page area, with background showing on each
side?
 Is t...
Photos and Images
  Photos of your board should all be a
consistent size and look (repetition)
 I like a 1 pixel border ...
Photos and Images
 Consider diversity in your photos and
graphics. Fairs have diverse attendee
demographics.
 Use genero...
Photos and Images
 Watch forphotos that are distorted – where
people looksquished orelongated
 Watch for slow-to-load im...
Photos and Images
This photo is about twice as big as it looks.
Takes longer to download.
26
Things to Avoid
 Scrolling marquee tags
 Underlines (except for links)
 Times Roman, Comic Sans fonts
 Outdated icons ...
Things to avoid
 Massive blank areas at the bottom of pages
 Outdated copyright notices
 Hit counters
 Crazy cursors
...
Possible menu items
 Jobs
 Resources
 FAQs
 Contests,
Scholarships
 Sponsors
 Stats/Facts about
Fairs
 Videos
 Pro...
Member Fairs Page
 Perhaps the most important page in your
website!
 Call it “Fairs in Ontario” or “Ontario Fairs
Calend...
Member Fairs Page
 Consider creating a Custom Google map of all
your state’s or province’s fairs!
 Maps.google.com/help/...
Maryland Assn of Ag Fairs and Shows
- Custom Google Map
32
Iowafairs.com fair locator map
Click on a
county to find a
fair! Seems
intuitive.
Similar to a
custom Google
map.
33
Wisconsin Assn of Fairs Map
Easy to use.
Fair info shows
on the right
when you click
on a county.
34
News, Blogs, and Polls
 Consider starting a blog as your “news” page
(Maryland Assn. of Ag Fairs & Shows does
this)
 You...
Include Social Media
Icons/Links
Maryland
Association of Ag
Fairs and Shows
36
Search Engine Optimization
 Lo o king fo r a Co lo rado co unty fair, ro de o , o r
just so m e thing to do in Co lo rado...
Meta Tags - TITLE
TITLE tag
appears in blue
bar.
38
Meta tag - TITLE
 Customize it for each page of your website.
 “About Us – Virginia Association of Fairs”
 “Contact the...
Forms on your website
 Specify the format (Word or PDF) and the size
 It needs to be editable. Don’t make people fill
th...
Translations
 If translated, the “second” language pages
must be as good as the first. Consistency, look
and feel, etc.
...
What about Mobile?
 These days, smartphones can see regular
websites.
 Look at your site on iPhone, BlackBerry, and
Andr...
Mobile-Only Websites
 Search on “mobile website builder”
 Mobisitegalore.com is pretty easy to use
 Just try them out! ...
Mobisitegalore.com
44
Text Message Marketing
 Use to send text messages to those who sign
up
 Starting to be used during conventions
 Example...
Textmarks.com
46
Ask your fairs to claim their venues on
Google Places
 Go to: www.google.com/places
 Will allow people to find your fair...
Google Search for “tulsa state
fair”
“Google Places” is where
this listing comes from.
48
Website critiques
 We can look at your websites, or some of your
member websites.
49
Congratulations!
 www.nowitworks.com!
 Email me at carla.pendergraft@gmail.com if
you want a personal critique of your w...
Treading Water in the Social Media
Tsunami
Social Media for State and Provincial
Associations of Fairs
Triple Header Works...
About You and Social Media
 How many are using social media personally?
 How many are using social for your fairs
associ...
About You
 What social media are you using? (Show of
hands)
 Facebook (personal)
 Facebook (Fan Page)
 Twitter
 YouTu...
What about your fairs?
 Are any of them are using social media?
 This presentation will focus on how social
media might ...
The Social Media Revolution
 http://socialnomics.net/video/
 Social Media Revolution 2
55
Social Media’s Power
 Facebook has over 500 million active users
 150 million mobile users
 50% of users log on daily
...
Facebook and Mobile Users
 There are more than 200 million active users
currently accessing Facebook through their
mobile...
Why Use Social Media?
 Communicate with your members
 Recruit new member fairs
 Increase convention attendance
 Get fa...
Facebook – “association of fairs”
search59
Observations
 Some are set up as groups
 Some are set up as Pages
 At least one has both a group and a Page set
up
 Th...
Facebook Groups
 Groups allow you to send a message directly
to the member’s inbox; Pages don’t
 Groups allow you to app...
Facebook Pages
 Pages are more easily indexed by Google
 Pages have “Insights” or statistics; groups
don’t
 Pages allow...
Publishing to non-English-speaking
fans63
Facebook Pages
•Only Facebook Pages have the “Like”
button widgets for your website.
•http://developers.facebook.com/plugi...
Let’s look at some good Facebook
Pages!
West Virginia
Association of
Fairs &
Festivals
65
Observations
 559 people like this page. Very high!
 Good mix of posts – not all by the
administrator
 I don’t see any ...
Maryland Assn of Ag Fairs &
Shows67
Observations
 They’ve added some of their county fairs to
their “Likes”box
 They “like” 12 pages
 They have a photo alb...
Facebook Places
 If this continues to grow as a feature, your
Fairs may need to activate it.
 People “Check In” at the F...
Facebook Places
70
Facebook - Summary
 Do your own research. Any duplicate pages
out there for you or your fairs?
 Maintain your Facebook p...
What about Twitter? – search on
“association of fairs”
•Canadian Assn of Fairs
•IAFE convention
•Rocky Mountain Assn of
Fa...
Twitter - What are they posting
about?
 Presenters posting about their seminars
 Sponsors posting about what they are
sp...
Incent fairs to follow you on Twitter
 Example: “Become a Twitter follower of the
Colorado Association of Fairs and Shows...
Contests on Twitter
 Ask your fairs to tweet about your convention
for a chance to win a prize.
 Example tweet, “I can’t...
Monitor key searches on Twitter
 Use Tweetdeck, Hootsuite, etc. to create a saved search
 “Montana fair” or “Montana Exp...
Twitter Hashtags
 Decide what hashtags make sense for your
association, and start publicizing them. That
way, you can mon...
YouTube
 Search on “association of fairs” turns up:
 Association of Michigan Fairs & Events showcase
of Christmas and pa...
Encourage your fairs to use
Foursquare
 Foursquare is a location-based social
networking site.
 Foursquare cross posts t...
Foursquare – search for “county
fair”80
Ask your fairs to use Yelp.com
Search on “County fair”
near “53562” yields quite
a few Wisconsin fairs.
Two look like they...
LinkedIn
 There are over 1 million company profiles on
LinkedIn and over 80 million users.
 Are any fair associations us...
Slideshare
 Encourage your presenters to share their
PowerPoint presentations on Slideshare if
possible.
83
Blogs
 Wordpress.com
 Blogger.com
 You can set one up in 5 minutes.
 Easy to create; much harder to keep up.
84
Monitor your reputation and online
reviews
 Do regular Google searches on your key
terms and phrases
 Set a Google alert...
Conclusion
 Facebook will be your key social media outlet.
 Use it to its fulle st e xte nt!
 Other types of social med...
Meeting Planning Tips from an Insider
Triple Header Workshop87
Some areas we’ll cover
 How to make the convention bid process work
for you
 How to get the best deal from a convention
...
What it was like in the olden
days89
1920’s trade
show
What it was like in 1990
(a.k.a. “The Olden Days”)
 3 martini lunches with meeting planners
 No internet, no social medi...
Today’s world
 Are conventions even necessary anymore?
 Vendors and buyers can meet on the internet
 YouTube and iTunes...
Today’s world - 2010
 Conventions and trade shows are still how
people meet to trade with each other, learn
new things, a...
The convention bid process
 Take the time to write up your bid
specifications.
 Indicate all meetings, setups, number of...
Convention bid process
 How many sleeping rooms, by night, have you
used in the past?
 This is called your “Sleeping Roo...
Convention bid process – what’s the
point?
 To show the total value of your meetings
business in writing, in advance.
 T...
Hotel vs. CVB
 Connect with the CVB’s Convention Sales
Manager.
 They can help you with the process
 May have sponsorsh...
Financial Support from CVBs
 Politics are different in every city. Some CVB’s
can spend freely on the conventions market;...
Kansas Tourism Conference
 “Host communities will incur some costs. In
the past, host communities have given
between $7,0...
Kansas Tourism Conference
Asked for fewer
sleeping rooms than
were actually used!
This planner is a
dream come true.
99
Working with CVBs
 Let them know who they are competing with.
This awakens their competitive instinct. “Drat,
we’re compe...
How to ask
 Ask them: “We would like to hold this meeting
in your town, but our budget is really tight. Is
there any way ...
Ways CVBs may help you
financially
 Sponsoring a meal the year prior in return for
5 minutes at the podium to promote our...
Other ways CVBs can help
 Buying a sponsorship level – which we are
hardly ever asked for, by the way. And we
count ourse...
Other ways the CVB can help
 We are truly experts about our destination.
Pick our brains for ideas for offsite venues,
sp...
Other ways…
 Ask us about celebrity speakers we might
have access to, or speakers from local
colleges.
 Ask us what them...
Other ways…
 Registration assistance - volunteer group
 Mailings/postage on your behalf
 Visitors guides, maps, etc.
 ...
General Tips and Trends
 Keep copies of key emails, such as those
mentioning price, from both hotel and
CVB/convention ce...
Tradeshows
 The reverse tradeshow continues to gain
popularity
 Your fairs would be seated at tables, and vendors
move f...
Tradeshows
 Breaks and bars in the tradeshow area still
work
 2 drink tickets max; more than that, cash bar
 Provide a ...
Hospitalities
 They have all but disappeared.
 Host liquor liability makes the server
personally responsible. Server can...
Rebates
 Hardly ever see these anymore
 Very popular at one time
 How they can work best:
 When you are working with o...
Alcohol
 Custom is now to provide 2 drink tickets and
then convert to a cash bar.
 Even a small hospitality is easily $1...
Conclusion
 Ask CVBs for sponsorships and help, and
accept their constraints even when they don’t
seem to make sense.
 S...
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Triple Header Workshop: Websites, Social Media, and Meeting Planning

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Presentation for a 4-hour workshop on websites, social media, and meeting planning for fairs and exposition managers, given in Las Vegas on 11-28-2010. The presentation covers the essential elements of great websites, social media trends, and meeting planning tips from a 21-year insider.

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Triple Header Workshop: Websites, Social Media, and Meeting Planning

  1. 1. TRIPLE HEADER WORKSHOP: WEBSITES, SO CIAL MEDIA, AND MEETING PLANNING Carla Pendergraft Carla Pendergraft Associates www.carlapendergraft.com 1
  2. 2. www.butdoesitwork.com Websites for State and Provincial Associations of Fairs Triple Header Workshop2
  3. 3. About You  How many have a web designer maintain their fair association website?  How many maintain your website yourself?  How do you access it (Content Management System, Dreamweaver, etc.)? 3
  4. 4. My Approach  There are no “right” and “wrong” websites. If the website accomplishes what you want it to do, it’s successful.  I know that many of you are constrained by:  Lack of time  Miniscule budget  Boards/Committees that may not share your vision  Ridiculously rapid rate of change in technology  I’ll share plenty of free and easy-to-use ideas. 4
  5. 5. Fair Association Goals  To promote your state’s fairs to the general public  Help people find them  To serve the needs of your member fairs  Serve as a thought and technology leader  Guide them in the development of their websites  Guide them in the use of online technology 5
  6. 6. Your member fairs  We will focus on your needs in this workshop, but I will also make reference to your fairs and expositions at times.  Main issue I saw is lack of websites for many of your members, and even a few Fair Associations.  You can create a free one without using a web designer! 6
  7. 7. Why website projects are challenging  “Simple” web design software that still gives us design control, does not yet exist. (Dreamweaver is not simple for the average user.)  There are multiple steps to creating a website:  Coming up with the content for it  Creating the design for it  Programming it to work on the web  Purchasing the web hosting account and domain name. 7
  8. 8. Wikispaces.com – free website  FREE – supported by Google ads  Can pay small monthly fee to remove ads  No programming  No software to buy - completely browser- based  Easy once you get the hang of it  Power to create new pages, delete pages, customize, etc.  Great way to get started with a website. 8
  9. 9. A free website for Aunt LaVerne Ok, I did the masthead. Everything else was done by Aunt LaVerne. And it’s free! 9
  10. 10. Sizing up a website  The decision is made within a few seconds on whether to stay and click, or to leave a website.  Web users rely heavily on visual cues to make this decision. 10
  11. 11. Principles of good web design  Balance  look at each element and how it falls on the centerline  Rhythm and repetition  How elements are repeated, such as color or subheads  Emphasis (or dominance)  What is the focal point?  Unity  How elements fit together 11
  12. 12. In addition to design…  Content development is crucial.  Can someone unfamiliar with your industry figure out what you’re about by looking for a few seconds at your home page?  Each page of your website should have a theme.  Create more pages to accommodate your content.  Google will analyze the theme on each page.  The menu system is the organizational structure of the website. 12
  13. 13. Your website home page  Give us some fair pictures!  How about finding good ones on your members’ websites?  Give us color!  We need a short mission statement explaining what a state or provincial fair association is all about. 13
  14. 14. Website Mission Statements  “We are Here to Promote the Fair Industry” – Colorado Assn of Fairs & Shows  “The Federation represents 95 county fairs throughout Minnesota.” – Minnesota Federation of County Fairs 14
  15. 15. Menu Systems (my preferences)  About Us first, bookended with Contact Us; everything else in between  drop down menus with no fade, delay, or other fancy features.    Menu should be the same on every page.    Must have some sort of rollover action. Reward the user!  Double row of menu items is hard to read. 15
  16. 16. A Great Fair Association Website! •Modern •Visually appealing •Good Fair images •Nice menu system 16
  17. 17. Another Great Fair Assn Website!17
  18. 18. Canadian Association of Fairs & Exhibitions Great masthead! Conveys the heart of what Fairs are all about. 18
  19. 19. Website Checklist  Take a look at your website and consider each of these ideas.  Take a look at other fair association websites as well.  Remember these are guidelines, not laws. 19
  20. 20. General  Does it look “modern”?  What constitutes “modern” changes every 2-3 years!  Is it visually appealing, with great Fair photos?  Is it centered (balance)?  Is there a focal point (emphasis)?  Can you determine the purpose of the website in a few seconds? 20
  21. 21. Website Housekeeping Details  Does the footer have your address, phone, email?  Are all links working?  Are email addresses still valid?  Does the site look ok in all major browsers?  Internet Explorer, Firefox, Chrome, Safari for Mac  Is it mobile-friendly for the 3 major smartphones?  iPhone, BlackBerry, Android  Does it use Flash technology? 21
  22. 22. Rhythm and Repetition  Does it have a header, footer, and defined page area, with background showing on each side?  Is there some movement on the home page?  Is capitalization consistent?  Are fonts consistent in size, color, justification? 22
  23. 23. Photos and Images   Photos of your board should all be a consistent size and look (repetition)  I like a 1 pixel border around photos to define them 23
  24. 24. Photos and Images  Consider diversity in your photos and graphics. Fairs have diverse attendee demographics.  Use generous whitespace around photos. 24
  25. 25. Photos and Images  Watch forphotos that are distorted – where people looksquished orelongated  Watch for slow-to-load images. High resolution artificially compressed to smaller size.  Check by right-clicking and then choose “Open Image in New Tab”. Is it still the same size? 25
  26. 26. Photos and Images This photo is about twice as big as it looks. Takes longer to download. 26
  27. 27. Things to Avoid  Scrolling marquee tags  Underlines (except for links)  Times Roman, Comic Sans fonts  Outdated icons for Adobe Reader  Web designer links at bottom of pages  Free real estate!  Remove anything that shows it’s a free site  “Template by…” 27
  28. 28. Things to avoid  Massive blank areas at the bottom of pages  Outdated copyright notices  Hit counters  Crazy cursors  Any outdated information on the page  Typos  Copy and paste into Word, and do a spell check! 28
  29. 29. Possible menu items  Jobs  Resources  FAQs  Contests, Scholarships  Sponsors  Stats/Facts about Fairs  Videos  Projects  Board of Directors  Committees  Trading Post  Member Benefits  Education  Newsletter  Legislative Updates  And many more… 29
  30. 30. Member Fairs Page  Perhaps the most important page in your website!  Call it “Fairs in Ontario” or “Ontario Fairs Calendar” for good search engine optimization  Many are listed by date  Consider noting the type of fair (county, 4H, district)  Include the name of the closest city.  Don’t need to have a page on your site about each fair. Just a link to their website. 30
  31. 31. Member Fairs Page  Consider creating a Custom Google map of all your state’s or province’s fairs!  Maps.google.com/help/maps/mymaps/create.html  Embed it in your website  Easy to update!  Maryland has one. 31
  32. 32. Maryland Assn of Ag Fairs and Shows - Custom Google Map 32
  33. 33. Iowafairs.com fair locator map Click on a county to find a fair! Seems intuitive. Similar to a custom Google map. 33
  34. 34. Wisconsin Assn of Fairs Map Easy to use. Fair info shows on the right when you click on a county. 34
  35. 35. News, Blogs, and Polls  Consider starting a blog as your “news” page (Maryland Assn. of Ag Fairs & Shows does this)  You can create a blog at wordpress.com for free, and simply put the link to it on your menu.  Polls – be careful with these. They should be relevant, not frivolous. Use Facebook for this instead. 35
  36. 36. Include Social Media Icons/Links Maryland Association of Ag Fairs and Shows 36
  37. 37. Search Engine Optimization  Lo o king fo r a Co lo rado co unty fair, ro de o , o r just so m e thing to do in Co lo rado ? Bro wse o ur list o f fairs and e xpo s in Co lo rado . It’s the m o st co m ple te Co lo rado e ve nts cale ndar anywhe re ! O r lo o k at o ur Go o g le Map o f Co lo rado Fairs.  Meta tags – still relevant although not crucial   Optimize your title tag. Don’t waste it.  Incoming links are still important  Content is still king. 37
  38. 38. Meta Tags - TITLE TITLE tag appears in blue bar. 38
  39. 39. Meta tag - TITLE  Customize it for each page of your website.  “About Us – Virginia Association of Fairs”  “Contact the Virginia Association of Fairs”  “Calendar of Virginia County Fairs” 39
  40. 40. Forms on your website  Specify the format (Word or PDF) and the size  It needs to be editable. Don’t make people fill things out by hand.  If it’s an online form, be sure the form has the same look and feel as the rest of the website. 40
  41. 41. Translations  If translated, the “second” language pages must be as good as the first. Consistency, look and feel, etc.  Sometimes, languages were mixed on the “second” language site.  It’s preferable to have fewer pages translated, but those done consistently, than to have a full site done with less consistency.  Don’t use Google Translate or similar widgets. 41
  42. 42. What about Mobile?  These days, smartphones can see regular websites.  Look at your site on iPhone, BlackBerry, and Android and see if it’s acceptably easy to use.  Pay special attention to the navigation. Can you “grab” and click a menu item?  iPhones can’t see Flash animations!  Use alternatives to Flash. 42
  43. 43. Mobile-Only Websites  Search on “mobile website builder”  Mobisitegalore.com is pretty easy to use  Just try them out! They are free to try  Costs about $12-$20 per month and up 43
  44. 44. Mobisitegalore.com 44
  45. 45. Text Message Marketing  Use to send text messages to those who sign up  Starting to be used during conventions  Example: “Text ILUVTAFE to 41411 for convention info”  A technology you can learn to help your fairs.  Textmarks.com  Has a free trial that allows you to experiment  Cost $19/month after trial 45
  46. 46. Textmarks.com 46
  47. 47. Ask your fairs to claim their venues on Google Places  Go to: www.google.com/places  Will allow people to find your fairs’ locations more efficiently  Positions the fair on Google Maps 47
  48. 48. Google Search for “tulsa state fair” “Google Places” is where this listing comes from. 48
  49. 49. Website critiques  We can look at your websites, or some of your member websites. 49
  50. 50. Congratulations!  www.nowitworks.com!  Email me at carla.pendergraft@gmail.com if you want a personal critique of your website or if I can help with a redesign. 50
  51. 51. Treading Water in the Social Media Tsunami Social Media for State and Provincial Associations of Fairs Triple Header Workshop51
  52. 52. About You and Social Media  How many are using social media personally?  How many are using social for your fairs association? 52
  53. 53. About You  What social media are you using? (Show of hands)  Facebook (personal)  Facebook (Fan Page)  Twitter  YouTube  Flickr or other photo sharing site  Blog 53
  54. 54. What about your fairs?  Are any of them are using social media?  This presentation will focus on how social media might benefit you; however, your fairs can benefit as much or more.  They need your technology leadership! 54
  55. 55. The Social Media Revolution  http://socialnomics.net/video/  Social Media Revolution 2 55
  56. 56. Social Media’s Power  Facebook has over 500 million active users  150 million mobile users  50% of users log on daily  Average user has 130 friends  Average user is connected to 80 community pages, groups and events  How many are connected to you?  How many are connected to your state’s or province’s fairs? 56
  57. 57. Facebook and Mobile Users  There are more than 200 million active users currently accessing Facebook through their mobile devices.  People that use Facebook on their mobile devices are twice as active on Facebook than non-mobile users.  Want to be accessed by mobile users? Get on Facebook! 57
  58. 58. Why Use Social Media?  Communicate with your members  Recruit new member fairs  Increase convention attendance  Get fairs in touch with each other  Share ideas  Best practices for fairs  What seminars they want you to offer at the convention  Where they want the convention held 58
  59. 59. Facebook – “association of fairs” search59
  60. 60. Observations  Some are set up as groups  Some are set up as Pages  At least one has both a group and a Page set up  The difference? Pages are for everyone. Groups are primarily for members.  Which one is right for you?  How much do you want to speak to the general public vs. exclusively your members? 60
  61. 61. Facebook Groups  Groups allow you to send a message directly to the member’s inbox; Pages don’t  Groups allow you to approve new members 61
  62. 62. Facebook Pages  Pages are more easily indexed by Google  Pages have “Insights” or statistics; groups don’t  Pages allow embedded applications  Pages allow for vanity URLs  Pages allow you to push your post to a certain language group (see next slide) 62
  63. 63. Publishing to non-English-speaking fans63
  64. 64. Facebook Pages •Only Facebook Pages have the “Like” button widgets for your website. •http://developers.facebook.com/plugins •Just create it and then insert one line of HTML where you want the “Like” button to appear on your website. •When people “like” your website, it is published to their Wall and the number goes up! 64
  65. 65. Let’s look at some good Facebook Pages! West Virginia Association of Fairs & Festivals 65
  66. 66. Observations  559 people like this page. Very high!  Good mix of posts – not all by the administrator  I don’t see any spam posts.  Be sure to delete spam posts ASAP!  Only one discussion-very common! Delete tabs you’re not using. Wall serves as discussion now. 66
  67. 67. Maryland Assn of Ag Fairs & Shows67
  68. 68. Observations  They’ve added some of their county fairs to their “Likes”box  They “like” 12 pages  They have a photo album of their Spring Forum  They post about their Fairs  They have a link to their website in the box under the profile badge  They have two events under the “Events” tab 68
  69. 69. Facebook Places  If this continues to grow as a feature, your Fairs may need to activate it.  People “Check In” at the Fair  Fairs can offer specials to those who check in  Similar to Foursquare or Gowalla  For more information:  http://www.facebook.com/places/ 69
  70. 70. Facebook Places 70
  71. 71. Facebook - Summary  Do your own research. Any duplicate pages out there for you or your fairs?  Maintain your Facebook page!  Delete spam posts  Be sure you have complete info on your Info tab – address, website, etc.  Be sure you utilize the valuable box under your profile badge  Make sure your profile badge looks good 71
  72. 72. What about Twitter? – search on “association of fairs” •Canadian Assn of Fairs •IAFE convention •Rocky Mountain Assn of Fairs 72
  73. 73. Twitter - What are they posting about?  Presenters posting about their seminars  Sponsors posting about what they are sponsoring  Attendees posting about their experience at the convention  Fans posting about bands performing at the showcase  Co nclusio n: Twitte r is be ing use d, albe it slig htly. 73
  74. 74. Incent fairs to follow you on Twitter  Example: “Become a Twitter follower of the Colorado Association of Fairs and Shows. Each month we will give away a prize. New winners will be chosen exclusively from our fan base.”  Draw from other states and provinces. Don’t think of just your members as your potential followers. Anyone could attend your convention! 74
  75. 75. Contests on Twitter  Ask your fairs to tweet about your convention for a chance to win a prize.  Example tweet, “I can’t wait for the #TAFE convention in Dallas this weekend!”  You can use a tool such as Tweetdeck to see all these tweets grouped  Choose a winner from the group 75
  76. 76. Monitor key searches on Twitter  Use Tweetdeck, Hootsuite, etc. to create a saved search  “Montana fair” or “Montana Exposition” might be typical searches.  Monitor the use of these terms and respond where appropriate.  People may be looking for a fair; you can help direct them.  Or they may be commenting about their experience. 76
  77. 77. Twitter Hashtags  Decide what hashtags make sense for your association, and start publicizing them. That way, you can monitor the conversation and give people a way to express themselves that is less random than if they make them up themselves.  Examples: #nafm, #oaas, #maaf, etc. 77
  78. 78. YouTube  Search on “association of fairs” turns up:  Association of Michigan Fairs & Events showcase of Christmas and patriotic performers.  IAFE convention programs  Xtone Pony band performing at CO Assn of Fairs & Shows  Co nclusio n: Yo uTube wo uld be a g re at place to put vide o s o f yo ur sho wcase pe rfo rm e rs. No te yo u are lim ite d to 1 0 m in. pe r vide o . 78
  79. 79. Encourage your fairs to use Foursquare  Foursquare is a location-based social networking site.  Foursquare cross posts to Twitter and its traffic is becoming hard to ignore.  “Do you manage this venue? Claim here”  Claim your listing, correct the information, post tips, create specials 79
  80. 80. Foursquare – search for “county fair”80
  81. 81. Ask your fairs to use Yelp.com Search on “County fair” near “53562” yields quite a few Wisconsin fairs. Two look like they are closed. Is the info accurate? 81
  82. 82. LinkedIn  There are over 1 million company profiles on LinkedIn and over 80 million users.  Are any fair associations using it?  This is a great tool to learn about people you meet.  Be sure to create your own profile so people can learn about you.  Be careful what you “hook up” to LinkedIn.  http://learn.linkedin.com/company-pages/ 82
  83. 83. Slideshare  Encourage your presenters to share their PowerPoint presentations on Slideshare if possible. 83
  84. 84. Blogs  Wordpress.com  Blogger.com  You can set one up in 5 minutes.  Easy to create; much harder to keep up. 84
  85. 85. Monitor your reputation and online reviews  Do regular Google searches on your key terms and phrases  Set a Google alert at www.google.com/alerts/  Correct misinformation where you can  Encourage positive reviews  Also encourage your fairs to do the same 85
  86. 86. Conclusion  Facebook will be your key social media outlet.  Use it to its fulle st e xte nt!  Other types of social media will be more useful to your fairs and shows.  And they need your technology leadership! 86
  87. 87. Meeting Planning Tips from an Insider Triple Header Workshop87
  88. 88. Some areas we’ll cover  How to make the convention bid process work for you  How to get the best deal from a convention center  Dealing with hotels  What’s negotiable, what’s not?  Reverse trade shows  Getting attendees to attend the trade show 88
  89. 89. What it was like in the olden days89 1920’s trade show
  90. 90. What it was like in 1990 (a.k.a. “The Olden Days”)  3 martini lunches with meeting planners  No internet, no social media  Conventions and trade shows were how people met to trade with each other, learn new things, and to form friendships with each other. 90
  91. 91. Today’s world  Are conventions even necessary anymore?  Vendors and buyers can meet on the internet  YouTube and iTunes have free tutorials on everything  What do you think? 91
  92. 92. Today’s world - 2010  Conventions and trade shows are still how people meet to trade with each other, learn new things, and to form friendships with each other.  There are always newbies  As humans, we all need face-to-face.  Performers are best when they are live!  However, your conventions must keep pace.  Fair association managers must offer seminars on social media and new technologies (texting, mobile, etc.) 92
  93. 93. The convention bid process  Take the time to write up your bid specifications.  Indicate all meetings, setups, number of attendees  Indicate all breaks, meals, banquets, etc.  Specify your needs: Big stage? Sound system? Move-in time?  Put your expectations in there!  Kansas Tourism Conference RFP  http://www.carlapendergraft.com/pdf/kansas.pdf 93
  94. 94. Convention bid process  How many sleeping rooms, by night, have you used in the past?  This is called your “Sleeping Room History”.  Hotel and CVB both need it.  Will show expected occupancy tax receipts  Also need history on meals and approx. cost per person ($15 for lunch? $20 for dinner? Etc.)  It’s all about ROI. 94
  95. 95. Convention bid process – what’s the point?  To show the total value of your meetings business in writing, in advance.  To educate the hotel and CVB about who you are, why your meeting is important, and what you need.  To set the minimum for what you expect and who should bid on your meeting.  If you have no date flexibility, and need 5 breakouts, you only want bids from those cities that can provide this. 95
  96. 96. Hotel vs. CVB  Connect with the CVB’s Convention Sales Manager.  They can help you with the process  May have sponsorship dollars  May be able to help with Convention Center pricing  You can also work directly with hotelier  Issue: turnover of their salespeople 96
  97. 97. Financial Support from CVBs  Politics are different in every city. Some CVB’s can spend freely on the conventions market; others are highly constrained.  Some may not be able to offer even $1.  First, give them the specs that clearly show the value of your meeting, especially sleeping room history.  Put your expectations for sponsorships in the bid specs. 97
  98. 98. Kansas Tourism Conference  “Host communities will incur some costs. In the past, host communities have given between $7,000-$22,000 in contributions. These costs are based on the scope of program the host committee plans. These contributions can be made up with a contribution of in-kind contributions and sponsorships.”  http://www.carlapendergraft.com/pdf/kansas.p df 98
  99. 99. Kansas Tourism Conference Asked for fewer sleeping rooms than were actually used! This planner is a dream come true. 99
  100. 100. Working with CVBs  Let them know who they are competing with. This awakens their competitive instinct. “Drat, we’re competing against Arlington ag ain!”  Make them feel like your partner and friend, not your vendor. We don’t want to be Willy Loman!  Be flexible with dates. That way, we can work your meeting into a low demand time and you’ll get better discounts. 100
  101. 101. How to ask  Ask them: “We would like to hold this meeting in your town, but our budget is really tight. Is there any way you can help us with any of the costs to make your town stand out to our board of directors?” 101
  102. 102. Ways CVBs may help you financially  Sponsoring a meal the year prior in return for 5 minutes at the podium to promote our city  Purchasing a booth the year prior for an “attendance builder,” giving out maps and trinkets.  No te : we like a re duce d rate o n the bo o th since we ’re he lping yo u, to o ! Eve n a fe w bucks o ff m ake s us fe e lg o o d.  Buying an ad in your program 102
  103. 103. Other ways CVBs can help  Buying a sponsorship level – which we are hardly ever asked for, by the way. And we count ourselves lucky!   Door prizes for the year prior and the year of the convention. Ask for good ones! We have stashes.  Gift Baskets  Discounted space for convention planning meeting and comp or reduced rate hotel rooms  “Buying down” the convention center expense 103
  104. 104. Other ways the CVB can help  We are truly experts about our destination. Pick our brains for ideas for offsite venues, spouse tours, the new and unusual.  We know the best caterers. Ask us, “What are the 3 caterers you see used the most often?” not “Who are your favorite caterers?”  If you know nothing about the destination, ask us, “How do conventions usually work in this town? What hotels are usually used, does the convention center cooperate with you?” 104
  105. 105. Other ways…  Ask us about celebrity speakers we might have access to, or speakers from local colleges.  Ask us what themes and convention taglines work well in our destination. “Bridging the Gap” “Boots on the Brazos” 105
  106. 106. Other ways…  Registration assistance - volunteer group  Mailings/postage on your behalf  Visitors guides, maps, etc.  Free nametags  Free promotional items  Transportation 106
  107. 107. General Tips and Trends  Keep copies of key emails, such as those mentioning price, from both hotel and CVB/convention center.  With turnover, there may be no record other than what you have.  Make a point to personally meet the hotel’s GM, the CVB director, and the convention center director.  This gives you more clout with the salesperson. 107
  108. 108. Tradeshows  The reverse tradeshow continues to gain popularity  Your fairs would be seated at tables, and vendors move from table to table. They have 3-5 min. to make their pitch. Like speed dating!  There is a “matching” of appointments in advance between vendor and fair manager.  Vendors love this. So do the buyers – it’s like texting vs. a phone call. Shorter and more to the point. 108
  109. 109. Tradeshows  Breaks and bars in the tradeshow area still work  2 drink tickets max; more than that, cash bar  Provide a card with a grid of all vendor booths; fully stamped cards are entered for a big door prize. Still works.  Tradeshows have gotten shorter and shorter!  Nametags with differentiation between buyers and non-buyers (such as spouses, affiliates, etc.) 109
  110. 110. Hospitalities  They have all but disappeared.  Host liquor liability makes the server personally responsible. Server can be paid or unpaid.  Drunken driving, sexual assaults, unprofessional or inappropriate behavior  Tailhook scandal, 1991– 83 women and 7 men sexually harassed  Alcohol is still a part of the industry, but people are staying more sober and keeping it professional. 110
  111. 111. Rebates  Hardly ever see these anymore  Very popular at one time  How they can work best:  When you are working with one large convention hotel  When the rebate is for a specific purpose, such as to defray bus transportation costs  When the rebate is up front so the hotel doesn’t have to take the heat  When members are in agreement about it 111
  112. 112. Alcohol  Custom is now to provide 2 drink tickets and then convert to a cash bar.  Even a small hospitality is easily $1,000 expense.  Free your vendors from hospitalities, and suggest other ways they can spend the same money to benefit your meeting and still get their name out there. Sponsor breaks, etc. 112
  113. 113. Conclusion  Ask CVBs for sponsorships and help, and accept their constraints even when they don’t seem to make sense.  Share info about other destinations to help that city see when its not being competitive  Make the CVB your partner, and exchange ideas freely to get the best deal and the best convention for your money. 113

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