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How To Use Social Media To Plan and Promote Events

A recent research study showed that event managers are now turning to social media as a way to plan and promote events. Event management can be a complex, time consuming and difficult activity, and any tools that help this process are a welcome relief to any event manager.

Author: Kate Oxton
Date: Mar 17, 2010 - 4:49:25 AM

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Social media is described as a type of website that is based on user participation and user generated content. Examples of social media sites are Twitter, LinkedIn and Facebook as well as forums and blogs and websites that have user generated content such as the customer reviews found on Amazon.

 

Most event management software solutions come with the ability to integrate with existing social media channels. Being able to update Facebook pages without having to leave the event management software package is a great timesaver. But why are Facebook, Twitter and other social media networks becoming so popular? This article explains how different forms of social media can be used during the planning of the event, promotion of the event, during the event and after the event; all adding extra value to the delegate and enhancing their event experience.

 

Before prospective delegates are even aware of a planned event, event organisers can use social media as part of the organisation process. Skype is a piece of software that allows individuals and business to make free video and voice calls, send instant messages and share files with other Skype users. Using Skype can be a fantastic ways to keep in touch with event partners and those aiding in the production of the event. Using video conferencing to hold meetings is not only more cost effective than face to face meetings, but has also shown to be a quicker way of conducting brainstorms and meetings compared to plain telephone conferencing.

 

All those involved in the organising of the event can also be given access to a range of Google Documents. Google Documents are known as ‘collaborative documents’ and are hosted on ‘the cloud’ meaning that the original document is stored online. All those with login details can access and amend the original document – meaning that relevant parties will always be able to access the most up to date and current plan or calendar.

 

After the basics of the planning have been carried out, event organisers can turn to social media to help promote their events. Social media is all about engagement; getting your customers and delegates talking and sharing information. This is where social media really comes into effect. There are many social media sites out there that can help promote your events – most of them for free! Event managers should create profiles on all the main networking sites, so that no matter what platform a particular delegate prefers, they are able to find you and your event online:

 

·          Create a Facebook page (not group) and fill this with the key information regarding your event. Make sure that you add your event to the ‘Event’ tab. Also allow fans of your page to take part in online discussion within the page.

·          Create a Twitter account specifically for the event. Or, if the event is quite small (such as a seminar or training course) use an existing business Twitter account to promote it. Make sure that you create a unique hash tag for your event (such as #socialevent) and use this in each tweet regarding your event

·          Create an event in LinkedIn where delegates can join in advance. They can then also use this as a platform for networking and discussions before the event takes place.

 

The aim is to get your event exposed in the main social media platforms. Once you have a presence, try to support conversation and promotion of your event. A good idea is to link all these accounts to a focused page on your website, or microsite or blog.

Having a new category on your existing blog, or creating a new blog specially for your event is a great way of providing information to delegates and prospects. Keeping this up to date with event changes, developments and announcements means that all concerned parties are able to get all the information they need from one main source; cutting down the amount of enquiries event managers have to deal with. Linking all your social media channels to this one blog helps to direct traffic to a focused message.

 

It’s important to ensure that you select the right social media site for your event and treat your followers, fans and members with respect. Do not spam them with the same content or message. Instead provide them with helpful content that will help them make a decision about whether or not to register for your event and what to expect with they attend.

 

Integrating your social media accounts into an all-inclusive event management software solution is also an excellent way to manage these tools. Being able to update all your social media accounts without having to leave your event management solution makes them even easier and faster to manage. With event managers being under substantial pressures, using technology such as event management software solutions can be the key to organising a successful and well executed event.

 

Resource Box

For more information on event management software solutions, talk to evocos. In the past year alone evocos event & delegate management software solution has created over 7000 events, managed approximately 75,000 delegates and has taken over 50,000 online.

 

Incorporating social media,   email marketing, website integration, registration, online payment, badge production, resource management, event surveys and integrated reporting and analysis, evocos is one of the most comprehensive event management software solutions on the market today.

 

evocos event management software team ensures our customers are able to seamlessly manage their events; gaining huge cost and efficiency benefits.

 

 

 

View all articles by Kate Oxton

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