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If you are within the hundreds of subscribers of this blog, you are aware that Web 2.0 is changing events and probably you are already adapting. Truth is that there are tons of conventional planners who think this is a FAD. Let me talk to you for a second.

Social Media such as blogs, social networks such as Linkedin or Facebook, social networking tools such as twitter, user generated events such as Meetups or BarCamps are rapidly changing the way events are planned and executed.

The big misunderstanding

Now what you need to realize is that this is not an option. This is not something you can choose. When you are having your next planning meeting you cannot say: “Oh, what do you think of having a blog for the event? Should we put this up to votes?”.

This is not something you may evaluate. All of the above are requirements.

But you are not talking corporate events, right?

You know I started a group on Linkedin for event professionals. We recently passed the 4,000 members mark, making us the largest, free, inclusive and spam free online events community. I almost had a stroke when I read messages of people saying: “… but this is not for corporate clients. My clients would freak out if I talked twitter or Facebook”

My answer to above is that you may obviously encounter that resistance now. As the marketing expenditure moves from traditional media to new media, in few months clients will be asking you about the above as requirements. They will laugh at you if you don’t have it in your bouquet of services and go to the next one. The Web is viral, traditional media are not. It takes 1/1000 of the time for a new idea/technology to become viral.

The result of viral is you either are in or out. No hybrids, no in between. You either are on Linkedin or you are out. You either are on twitter or you are out.

Using Web 2.0 tools is not enough

If you started recently, well done.

But don’t celebrate too much.

You need to know how these tools work. Blogs, twitter and social networks have their own lingo, tone and manner, rules, best practices.

Your next objective should be to demonstrate with case studies how you used Web 2.0 tools effectively.

You need to fill in the gaps quickly or you’ll be left out in no time.

Your Action Plan

It’s already there, I wrote it and put it in images for you!

Don’t come whining afterwords, you were warned.

Linkedin yesterday introduced a new event section, here are the first impressions

If you use Linkedin and follow me on twitter, you know I have been talking about Linkedin introducing http://events.linkedin.com thanks to Brian pointing that out.

Up until yesterday nobody knew what the section was for. Linkedin is very popular within the community for not talking to users but just announcing changes in a oligarchic style. This was no exception.

So what happens is that yesterday I saw magically appearing on the right hand side of the screen an “Events” widget.

No news here as if you are on Xing they have a super cool event section as well as an ambassador program with Xing official events (1st in UK on Nov 25, 2008 in London)

I started to add the events for the Linkedin Event Planning & Management Group as well as ecoCamp and an online free seminar I am running on how to improve your career using Linkedin.

The RSVP section is also an highlight. You can point out whether you are presenting, exhibiting, attending or organizing.

In your My Events section you have some stats about the events you are running.

The event section is very well done. You have extensive tag area, a description and you can highlight the job roles interested in the event. When I added ecoCampLondon which has an RSVP in place on EventBrite the system automatically filled in the fields which is a great thing.

There is a promotional section where you can forward the event to your connections. What a disappointment to discover you can send it to a maximum of 10 connections, may work for a pub crawl though.

In the Browse Events Section they talk about Premium Event Opportunities. At the moement you can just send an email, which I did obviously with no reply (why not a messenger pigeon then?)

My first impressions in the end are mixed.

On one hand I welcome the long awaited change. It took Linkedin 3 years to realize events are a huge chunk of online networking.

On the other hand, I am simply getting tired of Linkedin not getting in touch with its user base. I expected they got in touch with our/their community of almost 4000 event professionals to get feedback on how to develop the service.

What’s your opinion? Have you tried the service?

I’ll also ping Jason Alba, a Linkedin guru, to tell us his experience and thoughts.

The Slideshare love continues. Here is another one on how to promote your event offline.

One of the most crucial aspect of event promotion is what you do offline. This is a handy template you can use as checklist.

I recently produced a checklist to make your event compliant with new technologies and trends. I also made a slideshow to make it more interactive.

Google just introduced a gadget to easily create Gantt charts.

The Google Docs Blog inform us that Gantt charts are now easy to create and shareable. If you mess up with offline spreadsheet you possibly want to look at this option.

Gantt charts are useful for a number of events, from wedding planning to conferences, from parties to fundraising events.

To be up and running in few moments:

- Get yourself a Google account. It can be whatever, Gmail, Youtube, Picasa, Google Reader, etc.

- Log into Google Docs

- Hit “New” -> “Spreadsheet”

- A new window will open with your brand new spreadsheet

- Click on “Insert”-> “Gadget”

- Scroll down and you’ll find a handy Gantt Chart option

- Follow the video above to create yours

Cons:

- It’s not the most advanced and precise software/online solution of Gannt

Pros:

- It does the job

- You can share it easily online and collaborate with your colleagues

Link to Google Docs Blog

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If you are experiencing the negative impact of the economic crisis or you find very difficult to keep up with new technologies this post will help you in keeping up.

I am not sure if you are aware but there is a community of event professionals which is facing new economic and technology challenges brilliantly. I talk to them over twitter, I see them interacting in the Linkedin Discussions, I meet them at free networking events or at BarCamps. They save money using free software, the cut budgets promoting on social networks the maximise satisfaction by integrating new technologies.

There are few easy steps to keep yourself ahead of the game and be up to date with what is going on with Event Planning 2.0. I’ll be happy to assist you in this and you will notice most of the first steps involve me. Nonetehelss, as soon as you’ll join, you will find like minded people willing to help, possibly in your area and with great expertise.

1. Join the Linkedin Events Group and add me as a direct contact there.

Get in touch with me, send me messages and participate to discussions.

You cannot afford to be shy or to just read. Get active.

I’ll be soon hosting a free webinar on how to get a better job using Linkedin, followed by an online speed networking session. You should not miss that! All the info in the Linkedin Events group discussions.

2. Join the group networking events in your area.

Upcoming Events include:

Subscribe to Spicy Networking for more information

3. Join twitter and add me as a contact.

Most of the people I follow on twitter know how things should be made. Feel free to bulk add them. If I am not following you on twitter send a message saying ” @tojulius I am following you! ”

4. Attend a BarCamp

You will find a complete list at the official website.

If you are in London I am organizing ecoCampLondon and will be attending MediaCampLondon. It’s usually free so come and say hi.

You will learn a lot on new trends in events and how you can empower attendees.

5. Join Xing and add me to your network

Xing is very similar to Linkedin. I am planning to develop few projects there as well so as for Linkedin, start being active.

1. Top 3 non-work websites:

- Twitter

- Seth Godin

- Chris Brogan

2. Three favourite cocktails

- Black Russian

- Mojito

- Cuba Libre

3. Top 3 karaoke songs

- Don’t stop me now, The Queen

- Perdere l’amore, Massimo Ranieri

- Robbie Williams is fun as well

Let’s have fun now. I want Carmen, Dan and Peter

You did not set up a twitter account for the event

You haven’t added the event to Upcoming

You did not asked people to participate on Linkedin

You did not set up carpooling on the event website

You did not inform your audience of a flickr tag to use

You don’t display pics tagged with your eventname on flickr

You charge unrealistic amounts of money

Your conference structure is presentation-buffet-presentation-buffet-gala dinner

You don’t allow interaction and networking before the event

You did not add your event to eventful

You do not offer the option to offset the CO2 generated by travelling to the location

You don’t mix speakers with attendees, but prefer to keep barriers to direct interaction

You don’t announce your event on Facebook

You only have a Facebook account for your personal life

You don’t invite bloggers to the event

In fact you don’t suggest live blogging

You did not set up twitter hashtags for the event or did not communicated them to your audience

You do not have a Google Map with directions to the location

You do not offer electronic tickets/barcodes but prefer to waste paper

There are no recycling facilities whatsoever in your location and that does not bother you

You do not meet your potential attendees at Meetups

You do not collect discussion, wasting precious content

You do not source supplies locally

You are not informed on trends and do not network with fellow event people

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Got more? Comment below.

British Ambassador to Japan
Photo by Danny Choo