Sobre planificacion de la comunicaciones de una conferencia

[yabellini]

Organize the social media team/strategy during the conf Open

Organize the social media team/strategy during the conf

Communication strategy during the conf draft:

Access to accounts:

Give permission to post to more people both on LinkedIn and Twitter according to with what we want to do as live tweeting.
I recommend using tweet deck as a tool to give admin permissions to the account without having to distribute the access credentials, later possibility of revoking these permissions, possibility of scheduling the posts among several people seeing what the other people prepared.

If we want to live-tweet from the account, we need one person per parallel session.

Decide who will live-tweet the keynotes.

Build a small guide for live-tweeting.

Decide that we are going to tweet as default messages during the conference, for example:

We could pre-schedule all the talks/tutorials and sessions: a post 5 minutes before each session start and what talks we will have. We need to make visuals and alt-text for each one.

Sponsor of the day.

Sponsor of the session.

Summary of the day.

[yabellini]

Social Media Posts: General Guideline

• use the hashtag #RStats to improve the reach of our posts
• use the hashtag #useR2021 to help us track our posts
• Tweets should use #hashtags (but not too many), capitalising words (CamelCase) so they are read correctly by screen readers, e.g. #RStats.
• Do not use more than 1-2 emoji (if at all) because the emoji’s alternative text is read out by screen readers.
• schedule tweets to be published at prime time
• Do not start a tweet with an @ mention, otherwise Twitter treats the tweet as a reply - you can get round this by starting with a period, e.g. “.@mention”.
• The language of our posts is friendly and inclusive and limits insiderism where possible.
• tweets will be posted on linkedIn as well
• If we don't have 5 post at day, twitter don't include us in their algorithms

Language Official posts should be written in English with occasional, planned exceptions to involve other communities.

Suggestions for social media posts.

Have a list of suggestion post following the main milestones. All suggestions should contain the following information:

• tweet text (include hashtag)
• languages (indicate using EN/ES/FR)
• use visual for most tweets
• alt text for visuals (picture, gif). If video needs text and audio.
• suggest schedule as UTC

Example:

  |   -- | -- text | Got fear of missing out? This list is for you. Find a list of key deadlines on the roadmap to #useR2021 ! #Rstats EN #FOMO _LINK_TO_KEYDATES_SITE languages | EN image | marmot on the look out alt-text | useR mascot Margot is on the look out to avoid missing important deadlines schedule | Jan 12, 2021 09:05 a.m. UTC

[yabellini]

After the conference:

Share FAQs on next task (certificate, videos, slides, etc).

Announce award winners.

Share links to surveys.

Continue RT or Like the mentions of the people who participated.

[yabellini]

During the conference:

Communicate 15-30 minutes before each event occurs that it is about to occur. This can be pre-programmed with the finished agenda.

Communicate any change on the schedule.

During the keynotes make live tweets. They are made like threads.

Make the post agreed with the sponsors.

Answer all the questions that appear.

Retweet cute messages from the people who are participating.

[yabellini]

Some thoughts on how we manage the account for 2020:

It is necessary to have a posting schedule because generating the material (text, hashtag, visual, alt-text, and who to tag) takes time. Key dates are an important guide to defining that schedule. Also the different stages of each process. A minimum schedule pre-conference would include:

Communicate when and where the conference is held.

Communicate the website and how to communicate with the team.

Communicate about the organizing team.

Communicate about the call for presentation of tutorials.

Communicate about confirmed keynotes.

Communicate again about the call for tutorials when it is close to the closing date.

Communicate about the possibility of being a sponsor.

Communicate the closure of the call for tutorials.

Communicate the Scientific Committee.

Communicate about accessibility policies, diversity, etc.

Communicate about the call for abtract.

Communicate about confirmed sponsors, thanking and inviting to be sponsors.

Communicate about the call for abtract again.

Explain each typo of submission that can be done.

Communicate about the institutions that support the conference.

Communicate on the closing of the call for works.

Communicate about the results of the review of the tutorials.

Thank the reviewers of the tutorials.

Communicate about the results of the work reviews.

Thank the reviewers of the papers.

Communicate the opening of registration.

Communicate FAQs about registration.

Communicate the opening of scholarships.

Communicate FAQs about scholarships.

Communicate about the titles of the keynotes talks (and if possible date).

Communicating the news of the agenda and events.

Communicating greetings to the community on special dates (eg: pride day, trans visibility day, etc.)

Communicate the complete agenda prior to the conference.

Answer all the questions that arise in social media.