Don’t Let A Natural Disaster Steal Your Event:
The Power of Social Media Unleashed
Have you ever wondered what you would do if your event was cancelled at the last minute? If you are a meeting planner, I imagine you have had a nightmare or two about it. The planners for this year’s ASAE Technology Conference experienced this living nightmare when record snowfall hit the Washington DC area, making travel by planes, trains or automobiles nearly impossible.
But what if I told you that it didn’t have to die? That there was a way to still capture your audience and deliver a memorable event. Sit back and take notes on my first hand experience at the ASAE Tech Conference.
Tip #1: Use Twitter to communicate efficiently.
Less than one hour after arriving in DC with my colleagues we got word, via Twitter, that the conference may be cancelled and that a decision would be made in the next 3 hours. The Twitter stream was buzzing as we all waited to hear. Many were in airports all over the country tweeting that their flights were cancelled or delayed. Others were tweeting asking about the driving conditions.
Everyone was on hold as we watched our twitter stream for the update. Our fears were confirmed when a tweet was sent out announcing that there would be no conference. The tweet said emails would be sent out to all registered attendees. My email was received two and a half hours after the tweet was sent out.
Tip #2: Create and promote a hashtag for your event.
Communicating via Twitter would not have been possible, had we not already had a Twitter hashtag assigned to this event (#Tech10). Hashtags are an agreed upon acronym or word that anyone on twitter can use to follow topics of interest to them. A hashtag always starts with a # and then any word or combination of letters follows.
For example, the 2010 National Speakers Association Conference could use #NSA10 for their hashtag. Then throughout the conference attendees include #NSA10 in all of their tweets. This allows others to do a search on #NSA10 and see everything that was being said. EVERYTHING. Regardless of whether I was officially “following” the tweeters on Twitter or not.
You can create your own hashtag for an event, but before you do, it is always good to go to http://search.twitter.com to make sure it is not already taken. Once you find out it is still available, just start using it and promoting it.
So, back to the Tech Conference. Thankfully the power of social media came into play. Among the attendees were Maddie Grant and Lindy Dreyer from Social Fish, who led the charge and created “UnTech10” from the ashes.
Twitter was used to discover who was still in town, coordinate a planning meeting, send out schedules, and keep everyone connected. Sponsors began coming out of the woodwork. Peach New Media quickly offered to webcast the event live. The Port reserved a ballroom and support. NFi Studios, offered to cover the transportation costs of any local association executives who could make their way into town.
The event was a huge success. We had 75 attendees in the room, and over 400 online. This from a conference that was only scheduled to have 600 attendees! Speakers condensed their presentations and panel discussions were constructed. Questions were asked by the virtual attendees via Twitter and responded to live on the webcast. #UnTech10 – the official hashtag for the unofficial Tech Conference, was even a trending topic during the day in the DC area.
Tip #3: Consider the needs of your online audience.
Logistically, we made some changes to a standard “in-person” event when we knew that most attendees would be virtual that any event planner should consider adopting. First, there was an announcement made in the beginning that we would not be taking official breaks. When breaks occur in a live webcast, you tend to lose your audience. You don’t want dead air time.
Also, during a time that we scheduled to have some break out sessions for the in-person attendees with small group discussions, the online audience was engaged with live interviews.
All in all, a very successful conference, with many lessons learned and relationships developed. So don’t let a natural disaster turn your event into a non-event. Use the power of social media to breathe life back into it and make it an experience your attendees will never forget.
March 28, 2010
Categories: Uncategorized . . Author: April Broussard . Comments: Leave a Comment