Hosting a social media conference in your community WebLink Summit 2009 Twitter hashtag: #weblink

Introduce yourself! Your Name Your Organization Are you using social media? Have you hosted or do you plan to host a social media event?

Your Name

Your Organization

Are you using social media?

Have you hosted or do you plan to host a social media event?

Jessica Hibbard Communications Director Frederick County (MD) Chamber of Commerce Social media enthusiast Obsessed with polaroids Enjoys living la vida local

Frederick Chamber

Brown Bag Lunch Discussion Significant interest More time for in-depth learning Wide range of experience Variety of sub-topics

Significant interest

More time for in-depth learning

Wide range of experience

Variety of sub-topics

Other Factors Decreased interest in annual job fair Decreased interest in Chamber Academy Lack of in-depth professional training on social media offered by other organizations in our region

Decreased interest in annual job fair

Decreased interest in Chamber Academy

Lack of in-depth professional training on social media offered by other organizations in our region

Why we thought it would work … Demand – Brown bag lunch showed us that members were interested Opportunity – We could offer something valuable without duplicating services Capability – Expertise within the Chamber and within the region

Demand – Brown bag lunch showed us that members were interested

Opportunity – We could offer something valuable without duplicating services

Capability – Expertise within the Chamber and within the region

Event Design & Production Process Concept Budget Planning Implementation Follow-up REPEAT

Concept

Budget

Planning

Implementation

Follow-up

REPEAT

Concept Does this event support our mission? Learning from past events & trends Establish vision & goals for event Establish planning committee

Does this event support our mission?

Learning from past events & trends

Establish vision & goals for event

Establish planning committee

Budget: Major Expenses Facility rental Food & beverage Audio/video equipment Speaker fees Marketing Interpreter

Facility rental

Food & beverage

Audio/video equipment

Speaker fees

Marketing

Interpreter

Flickr photo by jesshibb

Budget: Sources of Income Attendee registration Exhibit spaces Sponsorships

Attendee registration

Exhibit spaces

Sponsorships

Budget: Results Goal of 150 attendees & 8 exhibitors We had 105 attendees & ZERO exhibitors 20% of attendees were “future members” 20 registrations were complimentary – We didn’t charge presenters to attend

Goal of 150 attendees & 8 exhibitors

We had 105 attendees & ZERO exhibitors

20% of attendees were “future members”

20 registrations were complimentary – We didn’t charge presenters to attend

Planning: Logistics Hotel & conference center setup Audio/video equipment rental Social media conference essentials: High-speed wireless internet Outlets, extension cords, power strips

Hotel & conference center setup

Audio/video equipment rental

Social media conference essentials:

High-speed wireless internet

Outlets, extension cords, power strips

Überpic by @fredcobio

Planning: Topics & Sessions Informative & interactive – Participants were encouraged to bring laptops Breakout session topics were informed by Brown Bag Lunch Discussion & brainstorming with planning committee Developed closing panel discussion to spotlight local stories – Chamber members already using social media

Informative & interactive – Participants were encouraged to bring laptops

Breakout session topics were informed by Brown Bag Lunch Discussion & brainstorming with planning committee

Developed closing panel discussion to spotlight local stories – Chamber members already using social media

Twitpic by @gotbob

Planning: Schedule of Events Registration & networking Keynote presentation Breakout sessions I, II, III Buffet lunch with optional Twitter demo Breakout session IV Closing panel discussion

Registration & networking

Keynote presentation

Breakout sessions I, II, III

Buffet lunch with optional Twitter demo

Breakout session IV

Closing panel discussion

Flickr photo by jesshibb

Planning: Developing Tracks Beginners – No experience with SoMe, don’t know what it is, don’t know if they should use it Intermediate – Some experience with SoMe, probably mostly personal use, not sure how to use effectively for business Advanced – Already using SoMe for personal and/or business, want to optimize

Beginners – No experience with SoMe, don’t know what it is, don’t know if they should use it

Intermediate – Some experience with SoMe, probably mostly personal use, not sure how to use effectively for business

Advanced – Already using SoMe for personal and/or business, want to optimize

Flickr photo by Mount St. Mary’s University

Planning: Speaker Recruitment Needed total of 20 presenters 1 keynote speaker 4 x 3 breakout session speakers 1 speaker/instructor for Twitter demo 6 closing panelists Developed proposal form & required all presenters to complete it Call for Presenters publicized locally & regionally – PR, social media, invitations

Needed total of 20 presenters

1 keynote speaker

4 x 3 breakout session speakers

1 speaker/instructor for Twitter demo

6 closing panelists

Developed proposal form & required all presenters to complete it

Call for Presenters publicized locally & regionally – PR, social media, invitations

Flickr photo by jesshibb

Planning: Registration Created printed/PDF packet with schedule of events, description of sessions, registration form, etc. Offered online registration This was the first event we set up in WebLink! Create a Twitter hashtag EARLY and use it on everything

Created printed/PDF packet with schedule of events, description of sessions, registration form, etc.

Offered online registration

This was the first event we set up in WebLink!

Create a Twitter hashtag EARLY and use it on everything

Planning: Marketing Integrated with regular monthly advertising to save $$ (radio, newspaper, magazine) Print & radio ads ~ one month before event Extensive online publicity: Twitter, LinkedIn, weekly email updates, web site Grassroots publicity: Planning committee, attendees, announcements at events Local & regional PR: Advance & post coverage on TV, radio, blogs, and in print

Integrated with regular monthly advertising to save $$ (radio, newspaper, magazine)

Print & radio ads ~ one month before event

Extensive online publicity: Twitter, LinkedIn, weekly email updates, web site

Grassroots publicity: Planning committee, attendees, announcements at events

Local & regional PR: Advance & post coverage on TV, radio, blogs, and in print

Planning: E-Book Idea generated within planning committee Goals: Get each registered attendee to sign up for major social media platforms (Twitter, LinkedIn, Facebook) before the conference Answer the question: “What is social media?” Provide glossary of terms Link to resources for pre-conference learning

Idea generated within planning committee

Goals:

Get each registered attendee to sign up for major social media platforms (Twitter, LinkedIn, Facebook) before the conference

Answer the question: “What is social media?”

Provide glossary of terms

Link to resources for pre-conference learning

Planning: E-Book Developed with assistance from one of our planning committee members Emailed link to PDF to all registered participants about a week before the conference Some participants claimed that this e-book was worth the cost of registration Even Mario Armstrong was impressed!

Developed with assistance from one of our planning committee members

Emailed link to PDF to all registered participants about a week before the conference

Some participants claimed that this e-book was worth the cost of registration

Even Mario Armstrong was impressed!

Planning: Evaluation & Feedback Keep it simple – Ask the same open-ended questions about each session: What did you enjoy most? What would you do to improve this session? Anonymous is best, with minimal identifying data. (You already know who your attendees are.) Make it easy to complete & return

Keep it simple – Ask the same open-ended questions about each session:

What did you enjoy most?

What would you do to improve this session?

Anonymous is best, with minimal identifying data. (You already know who your attendees are.)

Make it easy to complete & return

“ What have you learned so far?” Video by @MDEnsemble

“ What have you learned so far?” Video by @MDEnsemble

Planning: Online Tools Twitter Search (search.twitter.com) WTHashtag.com Twtvite.com Drop.io, Posterous, Slideshare, Scribd YouTube, TwitPic, Flickr PollDaddy.com, PollEverywhere.com, Twtpoll.com, Google Docs Surveys/Forms

Twitter Search (search.twitter.com)

WTHashtag.com

Twtvite.com

Drop.io, Posterous, Slideshare, Scribd

YouTube, TwitPic, Flickr

PollDaddy.com, PollEverywhere.com, Twtpoll.com, Google Docs Surveys/Forms

Our Chamber transitioned to WebLink just a couple weeks before the conference! What WebLink tools do you use for planning & presenting conferences? Planning: Tools

Our Chamber transitioned to WebLink just a couple weeks before the conference!

What WebLink tools do you use for planning & presenting conferences?

Follow-Up Process evaluations & feedback Send thank you notes to speakers & service providers Debriefing meeting(s) with planning committee & other stakeholders Monitor social media mentions & traditional media coverage Follow up with non-member attendees

Process evaluations & feedback

Send thank you notes to speakers & service providers

Debriefing meeting(s) with planning committee & other stakeholders

Monitor social media mentions & traditional media coverage

Follow up with non-member attendees

Twitpic by @gotbob

What worked well Top-notch keynote presenter Wifi, extension cords, power strips, outlets Buffet lunch on the premises Pre-conference e-book Twitter hashtag, drop.io, other online tools Social media buzz & marketing value Realistic budgeting

Top-notch keynote presenter

Wifi, extension cords, power strips, outlets

Buffet lunch on the premises

Pre-conference e-book

Twitter hashtag, drop.io, other online tools

Social media buzz & marketing value

Realistic budgeting

Twitpic by @MDEnsemble

What we’ll change next time Include comp/presenter registrations in budget Classroom-style vs. theatre-style setup Workshop (hands-on tutorial) vs. interactive seminar (strategic discussion) Slightly longer sessions Online evaluations (?) Sponsorship & exhibit spaces Include a tweetup after the event, free & open to the public

Include comp/presenter registrations in budget

Classroom-style vs. theatre-style setup

Workshop (hands-on tutorial) vs. interactive seminar (strategic discussion)

Slightly longer sessions

Online evaluations (?)

Sponsorship & exhibit spaces

Include a tweetup after the event, free & open to the public

Flickr photo by jesshibb

Building on success Post-event brainstorming session with SMC attendees, marketing committee, education commmittee, board members, and trustees Emerging Ideas Conferences Feb. 2010: New Media & Technology June 2010: Exploring New Markets

Post-event brainstorming session with SMC attendees, marketing committee, education commmittee, board members, and trustees

Emerging Ideas Conferences

Feb. 2010: New Media & Technology

June 2010: Exploring New Markets

Twitpic by @MDEnsemble

Instant Poll PollEverywhere.com – Free multiple choice, free text, or goal (fundraising) polls Enter your response SMS text Twitter (@poll) Online (poll4.com)

PollEverywhere.com – Free multiple choice, free text, or goal (fundraising) polls

Enter your response

SMS text

Twitter (@poll)

Online (poll4.com)

Thank you! slideshare.net/jesshibb scribd.com/jesshibb