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publicity_social_media_and_design

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Publicity, Social Media and Design

Manages Social Media including Facebook, Twitter, Google Plus

(Google Plus is nearly obsolete as a social media platform. ICON does not see much traffic from Google Plus. Usually update the cover photo and profile image and leave it at that. Most social media automation tools do not post to Google Plus.)

Designs flyers, postcards and business cards ideally using artwork from the artist GOH if appropriate, i.e. a Theatre Artist may not have artwork.

Social Media Acccounts

  • Facebook: webmaster grants Social Media Coordinator access
  • Twitter: email address associated with this account is ia.icon.programming@gmail.com
  • Google+: webmaster grants Social Media Coordinator access

Overall Publicity Calendar and Budget

Eight Months Out

Using the artist provided artwork if available.

  • Update ConBucks and Dealers Table Tents for next year
  • Create flyers (half-sheet, 8.5 x 11 and 11 x 17-for The Hobby Corner). Send to webmaster to post on website.
  • Create postcards (ones you can hand out and mail)
  • Create Con specific business cards
  • Update programming and conference evaluations for the next year
  • Create bookmark/handout for authors to place in books at Barnes & Noble signing to promote the fundraiser

Seven Months Out: Membership push, setup event for ICON and the Student Writing Workshop on FB

  • Facebook Ad Cost: $50.00
  • Initial business card (250) and postcard (250) order Cost: $75.00
  • Wait for VistaPrint sale. Order general business cards (250) and Con Specific Cards (250). In this order, the postcards are NOT for mailing, but to handout at other events.

Six Months Out: Volunteer push

  • 2nd run of postcards (250) and business cards (250) order Cost: $45.00
  • These are the postcards used to handout at events. Only order if running low.
  • These are the Con specific business cards. Only order when running low.

Five Months Out: Call for programming

  • Speak with programming staff to determine deadline for submitting ideas and when panelists will hear back from programming staff. Include this information in all social media posts and emails as needed.
  • Reach out to past panelists and professionals to find out if they are attending the next ICON. Have the professionals complete a survey using Jotform (ICON has an account associated with the ia.icon.programming@gmail.com email address) to find out if they are attending and if they might interested in doing panels. Jotform also allows you to collect headshots and bios which are needed for the programming booklet.
  • ICON 42's survey for professionals
  • ICON 42's survey about specific panels that needed panelists
  • Surveys can been copied and updated for subsequent years

Four Months Out: Membership push, Student Writing Workshop push

  • Speak with Student Writing Workshop staff to determine what assistance they need promoting the event. This might included emails and social media pushes.
  • DreamCon Facebook Ad Cost: $50.00
  • Postcard mailed to past members Cost: $200.00
  • 250 postcards to potential members Cost: $200.00
  • This is an option in VistaPrint and does not occur every year. Proposed mailing to 250 residences within 50 miles of the hotel with the following interests: stereo/rec/tapes/CD, pre-recorded video, travel in the USA, home video games, science fiction, collectibles/collect, cable TV viewing, book reading

Three Months Out: T-Shirt push, Postcards to old members and potential membership mailed

  • T-shirt push must be coordinated with other staff in charge of finding the t-shirt vendor

Two Months Out: Highlight guests and unique programming

  • Dependent on programming being complete

One Month Out: Membership push late in the month

  • Proposed mailing to 250 services and retail businesses within 50 miles of the hotel soliciting donations
  • Estimated cost: $210 including mailing fees (or 83 cents per postcard including mailing fees)
  • This proposed mailing has never occurred. It is a future idea.
  • A late membership postcard mailing could be done at this time if membership is running behind past years.

Weekly

  • 7 weeks out: Membership push
  • 6 weeks out: T-Shirt push (dependent on when t-shirt order deadline is)
  • 5: weeks out: Student Writing Workshop push
  • 4 weeks out: Volunteer push
  • 3 weeks out: Membership push
  • 2 weeks out: Volunteer push
  • 1 week out: Featured programming (if known)
  • Week of the Convention: Last minute reminders

Post Convention

  • Week 1: Online Feedback Form
  • Week 2: Online Feedback Form
  • Week 3: Save the Date

Tools Used

  • EventBrite: Student Writing Workshop registration. account: ia.icon.programming@gmail.com
  • ifttt.com: schedule posts to Twitter/Facebook for specific times. account: IowaICON
  • MailChimp: send emails to membership. account: IowaICON
  • HootSuite: another way to schedule posts to social media. account: ia.icon.programming@gmail.com
  • Sign Up Genius: used to schedule Headshots for Charity. account: ia.icon.programming@gmail.com
  • WuFoo: online programming evaluations. account: ia.icon.programming@gmail.com
  • Pixabay: free photos and graphics. account: ia.icon.programming@gmail.com
  • JotForms: more robust survey tool used for programming. account: ia.icon.programming@gmail.com
  • RecurPost: create recurring social media posts. Posts reposted based on their popularity/sharing account: ia.icon.programming@gmail.com
  • Zapier: automation tool used to connect EventBrite with Google sheets to collect additional information about the Student Writing Workshop registrants. account: ia.icon.programming@gmail.com

VistaPrint Orders

  • Whenever possible wait for a sale
  • All purchases must be approved by ConCom first. Get the order set up, get the cost, email ConCom, wait for thumbs up, purchase and forward confirmation email to Treasurer requesting reimbursement.
  • ICON does not have specific VistaPrint account.
  • To ensure that we do not order too much Con specific items to handout, once the order arrives, divide up into packages of ten postcards, 20-25 Con specific business cards and 10-15 general ICON business cards. Bring these bundles to staff meetings, arrange pickup/drop offs or mail to staff members/members as needed.

Free Sites to Promote the Event

publicity_social_media_and_design.1553348470.txt.gz · Last modified: (external edit)