In Real-Life Engagement with News Events May 12, 2016
Thank You Harnisch Foundation! For funding our Webinar equipment Knight Foundation! For its support of News University
Today s Presenter Event Planner Skills! Excellent verbal & written communication! Detail-oriented! Great team manager! Strategic thinker Agnes Varnum oversees the events suite of The Texas Tribune. The organization produces 50-60 editorial events, including the annual Texas Tribune Festival. She joined the Tribune team after five years at the Austin Film Society. Before moving to Texas, Agnes held positions with Icarus Films, the Center for Social Media at American University and as a freelance writer for IndieWire and Documentary magazine. She has worked with AFI Fest, Independent Film Week in NYC, Silverdocs, Newport International Film Festival, AOL True Stories (now Snag Films) and SXSW.
Today s Agenda Learn the tips and tricks needed to produce great news events that engage audiences and earn income. Overview of the Events Process:! Planning! Pre-Production! Production! Post-Event Follow-up
So you wanna do events? For The Texas Tribune, events are journalism and moneymakers Events are journalism events are content. And in this new world, content comes to you and you create it in many forms.! Evan Smith, Texas Tribune CEO and co-founder
So you wanna do events? Target Audience - Who are we trying to reach? What avenues for promotion are already in place? What new audiences do you want to build?
So you wanna do events? Decide on the right event type for that audience - The Eight Categories of Journalism Events
So you wanna do events? Establish a budget how much income are we hoping to generate? How much can we spend to ensure profit? What in-kind resources are available to reduce expenses?
So you wanna do events? Format How long will the event run? Who will lead discussion? How will the audience be involved
So you wanna do events? Strategy Worksheet Your events plan Set goals and expectations for the whole team involved in events.
Poll How far along are you in the planning process?! Plan? That s the first step?! We ve talked about it, but haven t produced anything yet! We ve done events but want to add or change our program! C mon girl, this is kid s stuff get to the meat!
I m ready to make it happen! How to produce a public event
I m ready to make it happen! Venue Does the venue support the event you want to have? Ease of access for your audience? Tech capability? Can you brand the space? Negotiate!
I m ready to make it happen! Audio/Video How many mics and what kind are needed? Are screens required? Are you video taping or livestreaming? Internet capacity for staff and guests?
I m ready to make it happen! Talent Who is hosting or MCing? Who are the speakers? Who extends the invitation? Did you get a bio and photo? Honorariums for participating?
I m ready to make it happen! Food & Bev How little can I provide and still be a good host? How is it incorporated into the timeline of the event?
I m ready to make it happen! Promotion How do they find out about the event? Where will people register? Who can you partner with to get the word out?
I m ready to make it happen! Revenue Get the word out to folks who want to reach your audience and sell impressions. By failing to prepare, you are preparing to fail. - Ben Franklin
Poll How many people on your staff are assigned or available to pitch in to event production?! 0! 1-3! 4 or more! How many do I need?
Game Day Steve McCraw, director of Texas Public Safety, on Sandra Bland
Game Day Venue Get there early to set up, give yourself plenty of extra time. Rope in as many extra hands as you can find. Make it special. Give good directions and parking details.
Game Day Audio/Video Make sure someone with experience is in charge of set-up and running during the event if possible.
Game Day Talent Have a mobile contact number and have them there early for soundcheck, interviews, photos. Keep to schedule as much as is possible.
Game Day Sponsors and VIPs Are your stakeholders feeling special and accommodated?
Game Day Document Social media, reporting, audio and video clips. The event is your content, distribute widely.
Game Day Clean up Be a good guest. You will rely on your vendors again and again. Do what you can to develop their loyalty. Say thank you. Congratulations! You did it!
Post-Event + More Events! Data is king store your contacts, add them to email lists, tag/categorize so you can reach them next time, pitch membership, newsletters, more engagement.
Post-Event + More Events! Survey stakeholders get feedback, make your next event better and share results with your stakeholders.
Post-Event + More Events! Don t reinvent the wheel create templates for MOU s, media kits, scheduling and budget docs, workflows (to-do lists, art production needs). Use what you ve learned and apply to more events.
Post-Event + More Events! 6 Takeaways from the Digital News Revenue Summit Let s do it again!
San Antonio & the Legislature: The Issues in the Interim (April 26) 1. Based on your experience, would you attend again? Answer Options Yes No Response Percent Response Count 92.0% 23 8.0% 2 answered question skipped question 25 0 2. Would you recommend this event to others? Answer Options Yes No Response Percent Response Count 92.0% 23 8.0% 2 answered question skipped question 25 0 3. Did you share any information from the event? Answer Options Yes No Response Percent Response Count 84.0% 21 16.0% 4 answered question skipped question 25 0 4. Will you make decisions or take action as a result of what you learned? Answer Options Yes No Response Percent Response Count 68.0% 17 32.0% 8 answered question skipped question 25 0 5. How did you hear about this event? Answer Options A Texas Tribune email On texastribune.org website Social media University or host venue communications Response Percent Response Count 66.7% 16 20.8% 5 41.7% 10 4.2% 1
Summary Make and follow a roadmap and you will have great editorial events that engage your audience in person and on your site.! Plan your program! Produce and sell it! Distribute and engage Agnes Varnum, Director of Events! The Texas Tribune avarnum@texastribune.org or 512-716-8691
Thank you, Agnes! We ll be going to questions shortly We want to tell you about some other training
Webinar Replay Registration gives you access to the replay! Available two days after the live Webinar! Access it anytime
Upcoming Webinars Privacy in a Selfie World! Thursday, May 19 Tools for Mobile Journalism 2016! Wednesday, May 25 Beyond The Byline: A Journalist's Guide To Personal Branding! Wednesday, June 8
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