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A 6 Step Plan to Event Management Social Media Success

Our event clients generally have one thing in common: they have a lot on their plates. Events take time, energy, and there is usually a smorgasbord of moving pieces. Many times, we have filled the role of creating engaging social media content and then managing these social avenues for the duration of the event. Social media is such a useful tool for your events. It affords an exciting build-up, live interaction with customers, a platform for effective promotional deliverability, meaningful follow-up with your audience, and educating insights.

Our events come in all shapes and sizes, but the approach is always the same. No matter the size of your event, here are 6 steps to make sure your social media brings life and money to it. And all of these steps are useful whether you are spending money on social media ads or just running an organic campaign for your event.

(According to 857 event managers)

Oh, wait, before you get there…

Before you ever set foot on the social terrain, till the fields first. Figure out your audience and what social media platforms to use. Your audience is unique, so define it. Then, find out where those customers are. How are you engaging with them now? If you’re not, find out where they are. Possibly research other events similar to yours and explore how those events reach their audience. Once you’ve smoothed out the soil, then you’re ready to strategize.

 

[Pre-event Steps]

STEP 1: Timeline and Budget

A good place to start is with the timeline. We recommend a couple weeks to a month before the event, but honestly, the earlier the better. It’s ok if you are posting before then obviously, this will just be the real diving board that springs your hype train into action. The length and frequency of your event may change this as well.

Then, how much are you willing to spend? Speakers, performers, caterers, venues and staff are all important, but getting people there is how you will make money, so set a budget. When it comes to boosting posts for events – which we always recommend – the more you spend the more you reach. A budget with wiggle room is a healthy budget. In the end, you get what you give.

 

STEP 2: The Set-Up

This step will help you so much in the long run. It’s like leg day. Don’t skip it. Get your social avenues ready. With Facebook and Instagram, make sure you set up Facebook Pixel and Business Manager. These will help you see tracked results. Set up the main page on platforms you will advertise on with fluidity. Each page should look virtually the same unless they have different goals. You want people on LinkedIn to be able to visit the Facebook page and not feel lost. Check ticket and website links, descriptions of events, important details, etc.

Another crucial part of this set-up is getting drafted posts ready for any emergencies you might have. Have a rainout post ready, a time change post ready, any other emergency plans, and definitely, definitely, definitely set up an instant reply in the direct message field. Lead people to your website for the main hub of info. This will cut down on time spent answering mundane “what time are you open” questions. The “Set-Up” step is commonly overlooked, but I promise, it will keep you from ripping hair out later.

 

STEP 3: Generate and Organize Content

This is where you get to use those creativity skills. Make some written content ready to publish. Think of unique ways to interact with users via polls, promotions or a fun video. This is the time to create any content, including pictures and videos that you might need. Make a mark next to the ones you think are exceptional and consider boosting those. When you have all this, put it in one, organized place, like Google Drive, Dropbox or a hard drive.

The written content needs to be kept somewhere safe for STEP 4, but physically creating it is where you make your money. Good, quality content is a must in any marketing effort, but especially in social media. Social media is the pilgrimage of short attention spans, so make your content good and true to your brand. Some of the best content we’ve found builds attention through giveaways. Everyone loves free stuff. Need post ideas?

 

STEP 4: Schedule

Pronounced “shed-jewel,” this is paired nicely with STEP 3. After you have organized photos, videos, gifs, etc. that you will use, schedule the posts you know you will have for your entire campaign. This is optional if you have the manpower necessary to do it on the spot or week-to-week, but we have found that when you can hash it out in a few hours, you are more likely to be creative than if you had to cram three new posts in at 9 AM one morning.

We have created our own Google doc that we put the copy in, a link to the picture or video for that post, a time stamp, and the amount we will boost it for. This is the most streamlined solution we have found. We can copy and paste it over to the platforms in an hour or two. It also allows us to be transparent with clients, getting to show them every post before any take place. This can be mundane work, but it pays off when you don’t have to post day-to-day. Here are some awesome scheduling apps.

 

[During-event Steps]

STEP 5: Engage

There is no such thing as off-time in social media management during events. Interaction with customers during events can be just as important for your brand as anything else. It’s a wonderful avenue for timely updates, news on the event, or calls to a specific part of the event. This can be one of the biggest hassles for an event manager as well.

Every major social platform now has ways to generate live content, which is a huge added bonus for events that use social. You can update people creatively, and it’s a sure-fire way to draw attention to something. Everyone who likes your page or follows you will get a mobile notification about you going live. This is something that is commonly overlooked, but we love offering it to clients as a unique engagement point.

Last, it’s important to be checking the comments on your posts daily and filtering negative comments, responding to poor reviews, and getting excited with people. This type of engagement is what could separate you from the competition. People love when brands interact with them. Wendy’s twitter account is the perfect example. They started interacting with comments often and grew in popularity tremendously. But, you probably shouldn’t roast people as much as them…

STEP 6: Analyze and Correct

We keep an extremely close eye on the accounts we manage. Treat it like your baby. Each day we are looking at interactions and comments, pinpointing hot areas of engagement both with content and geographically. These highly important analytics can help you narrow down the good versus the bad content and also expose under-marketed groups in your strategy. If you use Facebook, integrating Facebook Pixel can be a great way to denote how clicks are getting from Facebook to your site.

From a timeliness standpoint, we operate at a weekly report and then post-event report. This allows Facebook’s algorithm with ads and general posts to take effect each week before we make adjustments and after the event, we can make notes on what to change for the next year. Make notes. If you are like us, you won’t remember all of it without having it written down.

 

SO WHAT? 

Some event managers like to take on the task of social media and feel they have the capability to do it well. That’s awesome. Some understand the value of social media in marketing their event but are simply too busy to give it the attention it deserves. So, they outsource it to an agency or someone on their team. That’s awesome too. Bottom line is that social media can boost an event tremendously. It can be the Big Mac sauce that draws people in, or it can be the thorn in your side that never gets the attention it should.

If you choose to take on the task at hand for your event, recognize the vast opportunity it has to bring valuable customers to you and positively impact your brand. If you feel overwhelmed by the idea, that’s why companies like us exist. We love taking on new challenges and showing event managers what social media can do for them. It’s fun, it’s exciting, it’s important, and it’s the real “foot-soldier” type work we love to do. Give us a call and we’ll help grow your event! – 865.291.0005

Check out one of our event social media clients – The Charlotte Fair

A story from social media coverage at Brimstone Paragon

Our Social Media Services

Big Slate Media Team