Twitter is becoming a big part of events, I suggest you keep yourself up to date.

Link to How to use live twitting and tweets in events

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Many people lately have been asking me to promote their events on social networks. My response to most of them is this post.

Social Media and social networks now offer great potential to cut costs on event promotions. Social media and social networks are just buzzwords to gain your attention.

Well now that I do have your attention I’ll tell you how to do it.

1. Linkedin Q&A

Linkedin has a Q&A section. A lot of marketers are using it to push their own conference/event or to get sponsors. Most of the people ask “Who is attending eventname ?”.

Then in the description they will go for paragraphs stating how the conference is going to be great and how you can’t  miss it. I did it myself. Results were appalling and I felt pretty idiot about it.

My suggestions;

- Be engaging in the question. If Frank Sinatra is performing, be catchy and ask “Would you like to meet Frank Sinatra?”.

- Target the need of attendees. If you don’t have great performers or if your objective is different, you want to make sure to be relevant. “Would you like to network with top professionals?” “Come and join us for an entertaining night at eventname”

- Offer something. Announcing is cool, but what’s in it for me reading? Promo codes, discounts, competitions should be part of this process. If you are restating your press release just use different media, it’s not gonna work here.

- Forward the question to those in your network from the event area or within the relevant industry. If you have a small Linkedin network you may want to read this post.

2. Blogs

You probably haven’t noticed that there are plenty of bloggers out there who offer promo codes on their blogs. It’s probably the oldest model to promote events and web 2.0 has revamped it.

How do you get to bloggers?

- Make sure you do your research and contact opinion leaders.

- Double check that they are already doing it. If they don’t do advertising (such as me), they won’t be happy of your pitches.

- Try to understand the point of view of the blogger, display interest for his/her posts and do your homework.

- Be relevant with the reward. Money is not necessary the best way to reward opinionated people.

- Check the Google Page Rank to optimize indexing

3. Mobiles

Hey I am sure you have some advertising budget there. I mean it can’t always be for free.

If so, a little bird told me that iPhone users are great targets.

- AdMob is doing great in integrating advertising in most of the iPhone applications. It is very relevant and personal.

- I also love the way The Deck is integrating ads in Twitterrific, a popular iPhone application for Twitter.

If money is not an option:

- I suggest you publish your event on Eventful. Eventful does integrate with applications such as Where! that displays events close to you, based on your GPS location. GPS is the social networking of the near future and you cannot afford to ignore it.

4. Upcoming

I can’t believe you don’t know Upcoming!

If you are still using direct mail to promote your events, it will proove ineffective shortly.

Upcoming is a strong candidate to become the platform where you publish your events. Eventful is great, but Upcoming has the Yahoo! power to push events socially and make them relevant for a number of people.

- Publishing your event on Upcoming comes at no cost and a 9yrs old kid is completely capable of doing it.

- You can promote your event within Groups and by choosing relevant tags.

- You can also see how many people saved the event to their calendar to manage demand.

5. Facebook

Ok, you know I am not the biggest fan of Facebook, but I feel very stupid ignoring 90+ Million users. Your target should be somewhere in that figure!

- You have an event section on your Facebook profile, as always don’t be lazy and fill it up in every part. Upload logos, pics and videos from previous or related events.

- The social component is very important. As for the Linkedin example I suggest you send the event to your friends and invite them to spread the word. Now, I am aware a lot of people use Facebook for their personal contacts. I have no particular issue with that, although you are missing out on the gigantic proportion of people doing business via Facebook.

I suggest you keep your personal life somewhere else if you want to be out there and get something out of social networks. My approach is to keep my personal stuff offline, full stop.

If you feel all of the above is not enough, feel free to contact me and we’ll discuss it further. If you have your opinion about it, as always, comments are now open!

Photo by: Cristiano Betta

Smart brands are tackling Meetups to get targeted audience and generate buzz.

I already talked about using Meetups to target your audience and create relevant experiences. Last night Smirnoff provided me a case study and possibly a good review.

The London Bloggers Meetup is one of the most vibrant Meetups of the city. Andy Bargery manages it in an exceptional way.

A great mix of professionals, creative people and hobbyists gather monthly to exchange opinions about their passion.

Several brands have taken advantage of such great mix in the last months, to name a few Berocca and Stella Artois.

Last night Smirnoff displayed a great way to engage on a very personal level.

Apart from free drinks , which are obviously more than welcome, they introduced cocktail classes. The bartender customized the drink according to your blog and your persona.

The location was amazing and the PR agency did extremely well.

Smirnoff was very gentle and did not push the night or show a “do this/do that attitude”. The atmosphere and level of engagement raised to the roof.

Some bullet points for you to enjoy:

- Engage on a personal level
- Free drinks are cool but make me learn something
- Spoil me as an intelligent person and according to who I am
- Be gentle, don’t push the night
- Use Meetups to target opinion leaders, organizers are eager to get sponsors.

Vote: 8,5

Harvest Twestival was held on the 25th of September for the joy of 220 Twitter people. Here is a short review of the event.

Planning

You could definitely tell that the event was mostly planned via Twitter. I remember logging in on the official website 10 days before the event and there was only two sponsors there. As the event came closer and the community started to be interested, at least 6 more sponsors jumped on board. Impressive.

People

My question before the event was how do you actually make sure that there is a good mix of people attending the event? Will there be 14yrs old kids mixed with Social Media experts in their 50s?

This was the single aspect that impressed me the most. The mix was perfect, I could run into good business contacts, as well as in friends or funny people. The twitter community did definitely defined itself at the event as very energetic, full of great ideas and very sociable. Remarkable.

Location & Logistics

Location was the Doon, a trendy Trafalgar square club. @amandita managed everything smoothly. Free drinks were poured efficiently (maybe too efficiently in my case) and the premises served the purpose. Although some peeps were complaining about the music being to loud, there were areas in the back dedicated to talking with no noise whatsoever.

I think that the logistics really reflected the twitter environment. The “everyone section” where noise is obviously there, but also the “you and your friends” area where things are calmer and deeper talks take place. I suggest this formula for those willing to organize one. Successful.

Treats

Another plus was definitely the raffle (with money donated to charity) and really relevant prizes. Moo was on board and that is very cool if you like to be social. Yummy.

What I did not like

Nothing much, but obviously integrating twitter on a screen with live twits was a must and possibly we’ll see that at next editions. Details count.

Vote:8

P.S. If you don’t use twitter and do not have a clue of what I am talking about, start using it right now, improve your business and internet relationships and feel free to follow me.

Other reviews of the event (thanks Pudding relation for the list):

Pudding Relations
TechCrunch UK
Current TV
Diffusion PR
Huddle
Londonist
Sizemore
Benjamin Ellis
Social PRobiotic
One Size Fits One
Jazamatazz
Richard
This Is Now
Fake Plastic Noodles
The A to E
Toodlepip
Girl About Web

Mark just got me in the world of Mikons, a great way to communicate, but most of all a tremendous networking ice-breaker.

When you are networking reaching out to people at events it is always difficult to skim your targets. Most of us do that with appearances but possibly there is no worst method. There is a clear need to identify who is in front of you, at least in a simple way. If I am vegetarian, I want no meat lovers in my network, at least not for the night. Event professionals can definitely help in making things easier.

Introducing Mikons

“It’s an idea in the form of a picture” they say at their website. Nice. I want to know more.

How can you use Mikons to tell your story?

- Create or use a Mikon for your club
- Create or use a Mikon for your clan or guild
- your hobbies: biking, scrapbooking, book clubs, drinking, chess, reading, movies
- your beliefs: religion, political affiliation, gender identification,
- an experience or aspect of your personal story,cancer survivor, entrepreneur,
- a concept you want to share
- your preferences: paper or plastic? coffee or tea? vinyl or digital?

How can I use Mikons in my event?

During event registration, attendees get a custom sheet of iconic stickers that relate to the theme of the event and their personality traits. Event planners can create custom sheets for any type of event and personality traits or professional skills they wish to expose between attendees.

Planning my next networking event it’s definitely easier.

Link to MikonMixers

Setting the time for an event can be a bit of an hassle. Coordinating the needs of everyone involved is a tedious job and there are not many tools to help.

Gathergrid helps in polling the best time in an elegant fashion.

How does it work?

Needless to say that once you have found out your time amiando would be the best method to host your event.

Have a look and tell me what you think!

Link to Gathergrid

We love being organized and we love even more those tools that help us in being better Masters of Ceremony.

Getting things done is not a title of a book for us, neither a desired state: it’s a given.

David Seah released the Compact Calendar 2009. A nice template for you to print out and use for the rest of the year. It will make your workflow easier.

It comes in different versions according to your local holidays.

Download Compact Calendar via davidseah.com

This post is for all those who ask me how to get involved with events.

MeetUp is the answer. If you have a passion for events and a passion for something else, whatever that is you might want to start a MeetUp.

First of all, let me clarify that I am a fan of MeetUp. I’ve talked in the past about traditional event management as a thing of the past. I am a true supporter of user generated events, I think they help in skimming the market from unskilled, possibly-to-posh-to-be-true, unmotivated, unaware-of-the-content event managers.

I am also a fan of this kind of events because, by making the role of conference/event producers redundant, they cut costs dramatically for end users, being most of the times for free.

Are you gonna tell me we really need to pay 1500£,€,$ to attend a conference?

A lot of people answer that in the end companies do pay for ticket.

Well you know what? I have no company behind me, I am a student, I am a full time mum, I am a young professional in a small agency, I live in a recession period, my company cannot afford to pay!

Sometimes ROI in conferences is embarassingly high and this logic of huge profits at our cost is simply unacceptable. Therefore Viva MeetUps! and death to the conference oligarchy!

There are immediate benefits for those with an entrepreneurial spirit and lack of employer.

- You can exercise. Once you reach the number of 40 members per MeetUp that appears to me as a good entry for your CV. You will be in charge of sourcing a location, sponsors, promote, sell tickets and pretty much everything involved with event management

- You can experience B2B marketing and selling sponsorships. As a matter of fact MeetUps take away the trouble of not getting targeted audience. It is all about targeting. You will never have such specific audience. That translates to me in easy sponsorhip opportunities. If you go out there and perform a search of who is sponsoring what, it will be easy to realize that there are tons of e.g. organic shops willing to fund your Organic Food Lovers MeetUp.

- You will grow your network. You will become a reference in your interest group and that translates in a lot of power eventwise.

These are only few of the benefits, I invite MeetUp organizers to share their story!

P.S. If you are looking for a job there are job offers in our Linkedin Event Planning & Management Group

Photo by: Peter Duhon

This is a collective effort of the Linkedin community to help you in running an unforgettable fashion show. We have a 1650+ Event Planning & Management Group there which I invite you to join. The community has so far answered on what makes an event outstanding, the top 5 qualities of the successful event manager , running your own event business and the best way to promote your event.

If you missed this chance, try answering the next question.

Here is the original question:

To all the fashion show producers, planners, managers and coordinators. Share with us your secret weapons and tell us stories from your experience. We are ready to listen.

The best answer (the first you’ll see below) was selected, as always, according to my own preference. You can use comments to vote yours.

There are great insights and practical approaches, scroll to the end of the post because you might find the answer you were looking for.

- Valentina Giuffrè - International Event Manager and Communications Consultant says:

In my experience, best fashion designer know exactly how to realize great clothes and complete collection: a good fashion show production or organizer must keep in mind that to have a successful result it is fundamental to have a great team of consultant supporting the designer, people really well coordinated and working together to communicate and emphasize the fashion designer creativity and ideas.

So, in my opinion a good producer has to take care of everything from A to Z, but the clothes!

A professional fashion show oriented toward International press and buyers MUST:
1) Have a central, comfortable, wide LOCATION with nice foyer, big backstage with separate entrance and high ceiling (so you can have a great lighting design!). Better not daylight or with dim windows. Capacity for a minimum of 500 people (especially if you are in Fashion week calendar). Available for a minimum of 3 days.
2) Invest in a GREAT CASTING (about 20 models for about 50 outifts) and in an EXPERT CASTING DIRECTOR: selection of models it is not just a matter of beauty, it is more a matter of knowing the trend of the moment, understanding the taste of journalist, editors, photographers, and to be confident in dealing with agencies.
3) GIVE EMOTIONS. As more as people feel great emotions as more they will remember your show.(don’t forget press and buyers see “thousand” of shows in their life!!) Music, lighting, set, staging, makeup, hair, styling and catwalk must get across the audience the same message: the concept of the collection, which most of the time is a mix of emotions! Sometimes is good to use also parfumes in the venue of the show.
4) Treat all the audience like special guest: have to make them feel like they are coming to the designer open house. Maximum hospitality: simple cocktail or champagne, minimal finger food and nice souvenir on the sits.
5) Do special FINAL: use lighting or music or special effects at the end of the show and not while the girls are walking on catwalk during the show. And never ask the model to pose at the end of the catwalk!

- Stevie Wilson - Consultant for Brands and Web 2.0, Editor, Writer says:

For anyone planning a fashion show, there are some key things that are critical
1) make sure that the press (cast a wide net) and insure they have seats– as close as possible. While celebrities are great, the ones that write about the show really make the biggest pop
2) if goody bags are important, then get the make-up and hair company involved behind the scenes to donate a moderate amount of products. It doesn’t have to be a ton. Small bottles of water go a lot farther than minis of liquor but neither will hurt and include something slightly decadent like cookies or chocolate.
3) make sure you start the show within 15 minutes of the scheduled time– REALLY!! Particularly if you are in NYC or in LA, it’s respectful of the audience and their time
4) pick out music that won’t blow out someone’s eardrums
5) have some sort of program describing the looks in the show as well as your own photography and/or video of the event and get it up on the brand’s site and also on youtube or myspace.com

- Shava Nerad - Working at the intersection of society and technology management for 25 years says:

Here’s a tip or two from a non-professional in this field, but a professional woman with thoughts about fashion:

It’s hard times for a lot of folks. Make things practical, *and* fashionable.

Feature accessories for real lifestyles. Totes for knitting that have pizzazz. Headphones that don’t look like they came from Radio Shack. Laptop bags you’d be caught dead with.

I am sure that there are real women who get by all day with pint-size handbags and no brief or laptop bag. They are probably all models who have someone in their crew to carry all their makeup and such for them.

- Tiffany Bentley - National Marketing Coordinator at Triad Manufacturing says:

I’ve been in fashion for 11 years now and have walked many runways. Tips:

–Do not carpet the runway. This is good for nobody.
–Lighting is key - make sure you have proper and flattering lighting with lots of angles, colors. (You asked for “cool”).
–Models that have personality is very important if you are going for hip. Look for more dimension in the walk and an “edge” to the girls selected. Models ARE your show - put a lot of attention into the selection.
–Proper music choices should be heavily considered. Make sure it has a good beat (doesn’t urge the models to walk too fast, doesn’t make them want to crawl either), and it makes the audience feel engaged and interested.
–Don’t over-choreograph.
–Put energy and money into your stage. Don’t let the audience see any of your models, stylists, dressers, media backstage - this can be more interesting than what’s happening on the runway, and people will be distracted.
–Get your audience engaged pre and post-show. Have photographers, cocktails, etc.
–Hold it at an art gallery, outside in a cool area, in a warehouse space, a rooftop… use your imagination.

- Sudarshan Mazumdar - director marketing at fortis healthcare ltd says:

I have no experience in fashion…but will try my take on it

1. Models are important. Great attitude/great bodies/movements. Not too beautiful as that would distract attention from the garments

2.Clothes should be aspirational in looks/ design but practical to wear

3. Link the theme to a larger cause

4. Seating to bring media and key buyers close to ramp

5 Great music…peppy …but not so much that models have to walk too fast

- Aurora Bramble - Independent Internet Professional says:

a great fashion show includes:

- location (a garden is one version of cool an empty ballet studio is another)
- music (a virtuoso violinist a chamber orchestra a dj pick your style of cool)
- lighting
- flowers
- champagne (good champagne)
- gifts (if the designer designs perfume or makeup there’s the gift)

- Cora Majewski - Account Representative at Gail & Rice says:

Fashions shows are cool by nature. If you want to add unique elements you need to be sure it enhances and does not overwhelm your audience.
5. In pre production of the show, get as many details together as possible. It sounds obvious, but organization is key to a successful show. By coordinating the garments, shoes, accessories with the models days and weeks ahead of time, you give yourself the room to add creative elements.
4. Keep your objectives in mind; your focus is on the fashion. So if you are looking to create a very avant-garde show, make sure your elements are helping to focus on the fashion and not distracting form them. I was at a trunk style show where a path had not been properly cleared for the models to walk. Because everyone was so focused on keeping the atmosphere club-like and casual, the models could not get through which affected their timing and took away from the cohesiveness of it.
3. Have some sort of description of the pieces; whether it is in a program or if there designer or emcee wants to speak about the pieces. This adds another level by which the guests can help remember certain pieces after seeing them only for 30-45 seconds each.
2. Bring a bag of production goodies. (This is for first-timers mostly) Combs, nylons, safety pins, bobby pins, hair spray, a black marker, a lint roller, a shoe horn, extra lip gloss, black tape, double sided tape, etc… These will all come in handy at some point during your show.
1. Be prepared to improvise! Something will not go as you had planned, so the best way to handle it is to find a way to make it work to your advantage. I produced a shoe show recently, and our tall, Amazon-esque model had feet to match her height, and one of her shoes did not fit! The number on the shoe matched her usual foot size, but we all know how sizes work- and there were no larger sizes for her. Rather than having her sit out a round, we had her go barefoot and carry the shoes. It added a new element to the show and looked really fun.

- Michele Peck - You can find me at Point A Media says:

In addition to the other answers…

1. Invest in, script and rehearse a great emcee.
2. Be sure to mark the stage at run through.
3. Add transition elements via projections or interesting light cues; don’t forget transition music.
4. Don’t skimp on the goody bags.
5. Don’t forget to recognize the sponsors.
6. Make sure to feature reserved seats for press and VIPs.
7. Print one-sheets describing the designer, designs, models and noting sponsors to give to press.
8. Cast back-up models to prep for inevitable no-shows.

- R. Scott Frothingham - Partner at Key Search Marketing says:

edit your narrative … make sure the descriptions don’t go on longer than the walk and/or the narrative be longer than the show … rehearse your MC and rehearse your models

- Peter Metz - Principle/Creative Director, ZOOM.7 INC Meeting and Events Producers says:

Lots of good answers here. I think it’s interesting to note that many of the answers, with a very few simple word changes would apply to any event. (My personal fav being the “Start on Time!”)

I would add a couple more . . .

1) Understand exactly what the intent of the show is. It’s a fashion show and it’s supposed to sell clothes right? Not necessarily. We did a series of shows for an international trade development council and our mission was to support that countries “brand.” To show them as hip, creative, happening by showcasing local designers. With that in mind we could take a lot (I mean a lot) of liberties with the clothes and their presentation. We have done several shows that were much more about attitude and image than selling. Another one was a motorcycle company that wanted their dealers to look at the clothes and accessories differently. It was also considered an entertainment element. Again, more attitude less selling clothes.

2) Identify your audience and their state of mind. What are their demographics? What time of day is it? Is this a for profit or charity event? Is this part of a larger project? Are they sitting theater or at dinner rounds? How will they be dressed? What is their call to action when the show is over? Take all these (and many more) factors and translate that into hard choices about clothes, production, venue, staff.

3) Spend money to get the biggest bang for the buck. A few production effects, a knowledgeable, professional show staff, great music production can all go a long way to making this a step above and something that will generate buzz. And it is all about da buzz. An ancillary comment, think professionally. If it’s done on the cheap it will look every bit of that. This is your brand we are talking about. Do it right or go home.

4) Spend your money strategically. Don’t get talked into gee whiz effects because some producer or lighting guy thinks they are cool. (Or has some back at the shop and wants to move them out on your nickel,) Always go back to the intent and the audience. Let that shape your choices. Often a few more models will make the show run smoother and look more professional than 10 more moving lights or a budget busting video wall. Spend your money with understanding and a larger view.

5) Don’t underestimate what you are taking on. Too often a fashion show is considered an easy cheap add on. It ain’t that. It’s like building a house. It will cost more, take longer, be more frustrating, need more logistics and support than you ever imagined. Still, when it all comes together it’s magic.

And my bonus tip . . . Feed the poor girls. Just because they look skinny doesn’t mean they don’t eat. This is hard work. Bring in a little catering.

- Zulkifly Jamaludin - Salesman says:

i. Find the correct “theme”for your fashin show
ii. Have an ample time to for your guest RSVP and the participants feedback .
iii. Great team-work
iv. have some rehearsal a week prior to the event
v. have fun.

Ta-da & Good Luck

- Omar Aziz - Integration Manager says:

I was thinking that you can link the audience with a Personal Digital Assistant while they view the fashion show. They can make comments on the event in real time and actually buy the items being run down the show. The PDA would also let you input customer’s information.

- Tonia Sanders - Corporate Events Production Assistant says:

1. Don’t forget the double sided tape!!!

2. Make sure you have enough body makeup for any unexpected suntan lines or body blemishes on the models.

3. Have great dressers who are quick to assist the models backstage. Timing is everything. Especially for the model that is shown a lot.

4. Play a variety of music to set each mood as oppossed to the same boring techno track during the whole show.

5. Pack gift bags with REAL gifts, not just a bunch of unwanted swag!

Take a look at some tapes from the hottest shows at Fashion Week the previous year and make sure to not recreate ANY of that. What’s old is NOT new no matter what you heard!!!

- Jeff Mantler - Artist, Consultant, Speaker and Author says:

I know everyone has pretty much stated the obvious, however, my suggestions are:

1) Keep the model’s choreography simple so the focus remains on the apparel and accessories being featured not the model.

2) Use real up-beat music that fits today’s trends and the designer’s motifs.

3) Lighting is absolutely key and can make or break your show!!! Gelling is cool, but do it from behind as not to change the color of the apparel, you don’t want to mess with the buyers and the photographers images (creates color casting).

4) MULTIMEDIA - simulcasts your show on large screens to the right and left of the stage and webcast it. Send out bulk e-mail targeting buyers who may not be able to make the show. You can also use the webcast to generate consumer interest.

5) Meet and greet with the designer after the show for the media and a separate one for buyers. Make sure to have goodie bags and plenty of refreshments and hor’ derves for the buyers.

- Elena Luzan - Independent Non-Profit Organization Management Professional says:

N a m e s / F a c e s - get (local) celebrities/famous people to attend - and the rest will apply

- Rob McKenzie - Output Editor at Russia Today says:

As a television professional who’s filmed hundreds of fashion shows let me add my thoughts.
Ok you need the snappers to get the photos into newspapers and magazines, but don’t forget television. Television coverage can be so much more immediate. Generally when shooting a fashion show i would want two or three cameras to get the best coverage.
Remember each TV camera will need one square metre for its tripod in the photo pen.. make it big enough. Also when using two cameras they will need TWO angles .. a head on and a side view. Think about having a two-tier pen. one for snappers the other for TV. And when covering a show live, there needs to be another camera position closer to the start of the runway for the ‘return’ shot.
I have one pet hate, and that’s the uncontrolled marking of the press pen. It has to be organised, and proper priority given to the various media.

1. Get a Facebook account here

2. Invite your friends to join

It is likely that they (and you) already have an account but just in case let them know you’re on.

3. Add apps to Facebook

Your party will be managed through Facebook Apps. Follow this link to see how you add apps.

4. Define your Party

You can use several apps to decide what your part is going to look like. We liked:

Party On is the base of your party. You can manage all the decisions regarding theme, templates for invitations, guests, RSVP’s, location, date and time.

5. Manage tasks with Party Planner

Party Planner makes it the greatest event ever by creating tasks and sharing them with your friends.

How it works

1. Create tasks in Party Planner for that event
2. Invite your party guests to use Party Planner. You can either assign them tasks or they can volunteer for them

6. Manage party’s expenses with My Expenses by Zoho

This app from the famous expenses tracker Zoho lets you easily manage income (should you have one) and expenses quite easily. Add items and their costs and share them with your friends.

7. Poll the menu with Xat Poll

Xat Polls allows you to easily create polls. Choose six possible menus (Vegetarian, fish, meat, BBQ, Asian, Italian, etc.) and ask them which one they prefer. Or you could ask what they want to drink (Spirits, Beer, Wine, etc.). You have up to ten choices and a nice 3D format.

8. Share the location of the party with Your Map Spotnation

Easy App that uses Google Maps to generate your points of interest and allows you to easily share them with your friends.

9. Make your playlist with Project Playlist

“Create custom playlists with party songs, love songs, holiday songs, your songs & more…you are the dj”.

10. Make pictures and videos and share them with Photos and Videos

The default Apps Photos and Videos allow you to upload your party photos and videos easily. If you don’t want to use them I suggest Youtube Video box for videos.