At the beginning, I want to claim. Connect already with the exploration phase of an event. Too often an online team only comes into the picture in the phase after the first location visits and planning. Absolutely undesirable in my experience, right at the beginning you can already make a difference by getting a feel for the environment and the ideas of the event agency, team or client team. And that is where we want to go, rounding off an event and strengthening the offline with the online experience.
Preparation phase
After the initial exploration and a few brainstorming sessions, it is important not to get stuck in thinking for too long. There are elements that you will see coming back anyway. In the early years, it was mainly determining a hashtag, opening your laptop/MacBook and reporting live with a small team and lots of sweat, now we are increasingly moving towards a complete experience.
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Think of the preparation as if you were preparing a new zealand whatsapp number television show. So scripting and creating content. I would like to take you through a number of elements that are indispensable in my opinion. If I missed something, please let me know in the comments. Please note: I am assuming the ideal event situation, where much, if not everything, is possible.
Create a living document where much can be set up. Ideally it includes the following tabs:
Content calendar describing all messages and visuals
Program (including a corresponding distribution for social reporters per session)
Visuals, for example a subdivision in the field of title visuals, speaker templates, quotes and animated infobits (for example to promote a study or certain services in a short video or GIF)
Handles and channels , for example a division of attendees, speakers, media (partners) and influencers)
Useful links (blogs on specific topics covered at the event, video content and other references)
Video descriptions and tags. Ideal to have ready in advance, so that you can publish at an event without having to think about these things
The above can of course be arranged according to your own insight. My experience is that such a division can help all parties (external and internal) a lot in the preparation and simplifies the approval process in advance.