Planning Perfect Events: Intermediate Event Planning

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Tips and tricks to planning great events using social media and digital tools.

Planning Perfect Events: Intermediate Event Planning

  1. 1. By @EmilyMiethner of @NYCinterns Planning Perfect Events Intermediate Event Planning Presented by Emily Miethner Founder, President
  2. 2. By @EmilyMiethner of @NYCinterns What You Will Learn 50+ event planning tips that will help you produce an awesome event
  3. 3. By @EmilyMiethner of @NYCinterns What We’ll Discuss –  Set up of an Eventbrite event –  Helping others promote your event –  Creating a budget –  Encouraging the use of social media at events –  Digital tools and more
  4. 4. By @EmilyMiethner of @NYCinterns About Me Founder, President 30+ events for 1,650+ guests Parties, conferences, and more
  5. 5. By @EmilyMiethner of @NYCinterns What is Your Goal? –  To build a community –  To expand your network –  To promote a product –  To make a profit –  To support an organization –  To help the community –  To celebrate an achievement
  6. 6. By @EmilyMiethner of @NYCinterns Eventbrite Online Ticketing Platform –  Can be very simple or complex Best Qualities –  Very customizable –  Discount code creation –  Free if you’re doing a free event
  7. 7. By @EmilyMiethner of @NYCinterns Eventbrite TICKETS –  Collect custom information (survey) –  Incur the fees or pass off to buyer (pass them off!) –  Decide when tickets go on sale, end, etc –  Add ticket descriptions –  Keep max tickets per order small –  Decide what’s displayed on the event page
  8. 8. By @EmilyMiethner of @NYCinterns Eventbrite PROMOTION –  Fill out keywords and categories –  Create custom widgets –  Enable Google Analytics –  Create discount codes and affiliate links
  9. 9. By @EmilyMiethner of @NYCinterns Eventbrite
  10. 10. By @EmilyMiethner of @NYCinterns Eventbrite POST EVENT –  Export your email addresses –  Create custom reports for others involved –  Copy event if you’re doing it again
  11. 11. By @EmilyMiethner of @NYCinterns Eventbrite GENERAL PROTIPS –  Use their 24 hour phone customer service –  Countdown widget drives the most sales –  Create tracking links for your campaigns –  Add news and updates to event page
  12. 12. By @EmilyMiethner of @NYCinterns Event Promotion: Blogs –  Find other organizations who will tell their members and offer a discount –  Include press release, blurb, and sample tweets –  Include places where they can find photos –  Make it easy
  13. 13. By @EmilyMiethner of @NYCinterns Event Promotion: Twitter –  #FF speakers, guests, and partners –  Write tweets that aim to get retweeted –  @Mention as many people as possible –  Keep tweets short to leave room for retweets –  Schedule tweets using Hootsuite
  14. 14. By @EmilyMiethner of @NYCinterns Event Promotion: Hashtags –  A hashtag is a way to sort tweets on certain topic –  Pick a hashtag and start using 2 weeks in advance –  Make sure it’s not being used (you can’t “claim” it) –  Keep it short –  Plan a twitter chat a week before
  15. 15. By @EmilyMiethner of @NYCinterns Event Promotion: Facebook –  Create a Facebook event –  Update the title to THIS WEEK, TOMORROW, TODAY, so people receive the notification –  Post updates on the “wall” (people get notified) –  Send message updates
  16. 16. By @EmilyMiethner of @NYCinterns Event Promotion: Guides –  Create in Google Docs so you can keep updating it –  Time, date, location, all the basics –  Sample Tweets –  Links to Facebook event –  Anything else relevant –  Share with speakers, your team, sponsors, etc
  17. 17. By @EmilyMiethner of @NYCinterns Event Budgeting –  Create in Google Docs so you can share with team and keep it updated on the go –  Overestimate, especially if you’ve never done this type of event –  Take into account free tickets and discount codes
  18. 18. By @EmilyMiethner of @NYCinterns Event Budgeting
  19. 19. By @EmilyMiethner of @NYCinterns On Site Social Media –  Signs, programs, projections, and nametags should include: –  Checkin on Foursquare and Facebook (set up before event and include hashtag in name) –  Twitter handles of those involved –  Hashtag –  Wireless network and password
  20. 20. By @EmilyMiethner of @NYCinterns On Site Social Media
  21. 21. By @EmilyMiethner of @NYCinterns On Site Social Media –  Signs / projections should include: - Checkin on Foursquare and Facebook (set up before event and include hashtag) - Twitter handles of those involved - Hashtag - Wireless network and password –  Program / projects should include - All the above
  22. 22. By @EmilyMiethner of @NYCinterns On Site Social Media
  23. 23. By @EmilyMiethner of @NYCinterns On Site Social Media
  24. 24. By @EmilyMiethner of @NYCinterns Create an App Using YappBox –  No code needed –  Available for Android and iPhone –  Put all event details in the palm of your users hand
  25. 25. By @EmilyMiethner of @NYCinterns Create an App Using YappBox
  26. 26. By @EmilyMiethner of @NYCinterns Sample Run of Show –  6:00 - Set up starts –  6:30 - Bartenders arrive –  7:00 - Doors open –  7:30 - Jenny welcome –  7:33 - Emily welcome –  7:35 - Ashley welcome –  7:37 - Julie welcome
  27. 27. By @EmilyMiethner of @NYCinterns Sample Run of Show (con’t) –  7:42 - Speaker –  7:47 - Speaker –  7:52 - Julie closes –  7:55 - Mingling starts again –  8:50 - Start letting people know were closing up –  9:00 - DJs turn music off –  9:00 - Clean up
  28. 28. By @EmilyMiethner of @NYCinterns Photography and Video –  Think of documentation as marketing for future events –  Make a shot list for photographers and videographers –  Think of shots you’ll want to show to sponsors, use on your website, etc –  Watermark photos and videos
  29. 29. By @EmilyMiethner of @NYCinterns Post Event –  Send a follow up email to attendees with photos, blog entries, etc. Do this within one week. –  Put links and thank yous in captions on FB photos –  Create a wrap up report for any partners
  30. 30. By @EmilyMiethner of @NYCinterns Helpful Tools –  Rapportive – learn about contacts –  Basecamp – task management –  Highrise – customer relationship management –  Hootsuite – social network management –  Mailchimp – email newsletter creation –  Google Docs – share word docs, powerpoints, etc –  Hashtracking – gives you stats on hashtag usage
  31. 31. By @EmilyMiethner of @NYCinterns Contact emily@nycreativeinterns.com twitter.com/emilymiethner

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