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05/03/2013   Report by Andrew Charles Jackson – Digital Media Specialist for ExpoPlaza Latina   1
3 – Summary of Event in Numbers
4 – 20 Key Findings from Google Analytics for ExpoPlaza Website
21 – 24 Data from MailChimp for Email Marketing Campaign
25 – Expo Updates (blog) Stats
26 – 34 Twitter Stats
34 – SlideShare Stats
35 – Vimeo Stats
36 – 41 Facebook Page Insights & Analysis
40 – 43 LinkedIn Page Stats
44 – LinkedIn Ad Campaign Stats
45 – Google Ad Stats                                            *Each slide offers
46 – EventBrite Stats                                        explanatory comments
                                                             or fast forward to slide
47 – 50 SWOT Analysis
                                                               47 for conclusions
51 – Lessons Learned
52 – Recommendations
53 – Digital Media Event Service Providers
54 – Sponsors & Partners

 05/03/2013                         Report by Andrew Jackson                            2
•     Approx. 600 Attendees - 7 Sponsors - 20 Partners - 31 Speakers - 4 Expert Panel Discussions
•     420 Minutes of Plenaries on Sustainable Economic Development in Latin America
•     Trade Show with 13 Exhibitors
•     Attended by 8 Consulates of American countries
•     45 Volunteers helping on the day or in preparation of event
•     7 Promotional Videos Created by Consuls of Colombia, Mexico, Peru, USA, Brazil, Ecuador & Costa Rica in support of
      the event
•     13 Email Newsletters Sent to over 4,000 Newsletter Recipients (Subscribers, Supporters, Volunteers, LinkedIn)
•     19 Videos uploaded to Vimeo (with over 1,000 views) + 570 views on LatinCouver YouTube channel
•     13 Expo Updates featuring news about the event with 453 shares across social media (LinkedIn, Twitter, Google+,
      Facebook, StumbleUpon & Digg) & 45 comments
•     5671 Visits to website from Jan 7th to Feb 7th 2013 (3499 Unique Visitors)
•     2592 clicks on link to registration page from Jan 7th to Feb 7th
•     2094 Visits to website from referral sites (approx. 38%)
•     941 Visits to website from MailChimp newsletters/616 from social referral
•     #EPLVan hashtag used in 413 tweets
•     217 live tweets on the day of the event using #EPLVan (60 retweets on 7th Feb)
•     @ExpoPlazaLatina averaging 253 tweets per month & 11.7 per day since birth (Dec 2012)
•     7 SlideShare presentations with 1092 views & 6 downloads
•     Dedicated ExpoPlaza Facebook page & Twitter handle set up 2 months before event (155 fans & 129 followers)
•     Klout score increase from 0 to 46 in 2 months
•     3,771 people reached on Facebook through page posts 3rd to 9th February 2013
•     173 orders and 318 attendees registered on EventBrite from Jan 15th to Feb 7th
•     Total of 543 clicks on LinkedIn ads for the event from over 1 million impressions

    05/03/2013                                    Report by Andrew Jackson                                                 3
Page URL = http://expoplaza.latincouver.ca
       Redirects from www.expoplazalatina.com & www.expoplazalatina.ca
     Well designed website optimized for social media, lead capture & content

05/03/2013                        Report by Andrew Jackson                      4
3,499 unique visitors is relatively high for a 1st time event with limited budget looking to attract 600-700 attendees

  05/03/2013                                    Report by Andrew Jackson                                            5
Website demographics show
             event’s reach was local with
             over 50% of visits coming
             from Lower Mainland. Only
             a few percent of visits came
             from Latin America.
05/03/2013              Report by Andrew Jackson   6
Majority of visitors were
                using desktops/laptop
                PCs and Macs. Mobile
                devices were around 15%


mobile




   05/03/2013   Report by Andrew Jackson    7
Engagement                 Over 50% of visits left the website within 10 seconds :-)




Most clicked areas on home page = Event Overview picture (22%), Register Now menu
tab (9.5%), Home menu tab (7%), Expo Updates menu tab (5%), Sponsors menu tab
(4.3%),
05/03/2013                       Report by Andrew Jackson                              8
Traffic Sources                                           Search Keywords




Around 37% visitors visited the
website through external referral
sites (see next page) + 16.59%
through email campaigns compared
with 16% search and 30% direct
traffic (just entered URL)
05/03/2013                     Report by Andrew Jackson                     9
List contains referrals that were redirects from other URLs such as expoplazalatina.com = 645
Referral Sources      visits/around 11% of traffic (origin of visit could be direct or from a different referral source)




    Selected Others (visits): EventBrite (36), bbot.ca (25), ht.ly [tweets from HootSuite] (18),
    cbnnoticias.wordpress.com (15), BIV (14), StumbleUpon (14), camiro.org (14), BCSEA (8), Surrey BOT (8),
    Tourism Vancouver (8), GTEx (7), thetradeshowcalendar.com (7), vancouverobserver.com (7), globe-net.com
    (6), dcnonl.com (4), diversityclues.com (4), Small Business BC (1), SFU (1)
  05/03/2013                                Report by Andrew Jackson                                             10
16.59% of web visits came direct from email campaigns
05/03/2013                       Report by Andrew Jackson   11
Of 616 referral visits to website from social sites, 125 visits
                            clicked on registration button after browsing site and 94 directly
                            clicked on it from social




05/03/2013   Report by Andrew Jackson                                                            12
Majority of social referrals went to the main webpage

05/03/2013                       Report by Andrew Jackson   13
Despite large LinkedIn ad campaign, Facebook was the
                    most popular referral site direct to the
                    expoplaza.latincouver.ca homepage. It is difficult to
                    know in hindsight where visits to URL of
                    expoplazalatina.com came from.



05/03/2013   Report by Andrew Jackson                                       14
Key pages to get right are landing page, agenda, registration, speakers, overview, sponsors, volunteer page, our info
(= nuts and bolts of website)

   05/03/2013                                   Report by Andrew Jackson                                          15
05/03/2013   Report by Andrew Jackson   16
Main webpage was the first point of contact with website for over 70% of traffic. Expo Updates
 contributed 3 of top 10 landing pages but had a high bounce rate of 63% and up.


05/03/2013                            Report by Andrew Jackson                                17
Main pages of website were where majority of visitors left the site (somewhat
expectedly)

05/03/2013                       Report by Andrew Jackson                       18
Site had mixed performance in terms of
                     speed. A different web host could be more
                     reliable. Average page load time of nearly 8
                     seconds is too high, which may signal need
                     for better structure & programming in
                     Joomla




05/03/2013   Report by Andrew Jackson                               19
Goal Conversions – 1. Get visitors to click on registration page (Google puts value of $1 per goal)




                                               There were a lot of conversions to click
                                               on the registration page. Why did less
                                               than 10% of them convert into paying
                                               customers? (registration issues?)




05/03/2013                              Report by Andrew Jackson                                      20
05/03/2013   Report by Andrew Jackson   21
Notes: on MailChimp we kept different lists throughout the campaign (Subscribers, Volunteers, Supporters, VEC
Mailing List, LinkedIn Latin Network Group, Industry Contacts) & this is reflected in engagement levels shown
(higher ones = Subscribers, Volunteers & Supporters). Open rate of above 40% is very good with CTR of over
10% also high. In future, it is probably more convenient to keep one list for all contacts and then wean out the
rejected and unengaged email addresses.



05/03/2013                                  Report by Andrew Jackson                                         22
Notes: Most clicked link is the short funny video about NY resolutions



05/03/2013                        Report by Andrew Jackson               23
Less than 1/5 on our email list opened the final newsletter and only 3.5% clicked on
 media. This may show the need to maintain a more engaged email list and to find
 out optimum delivery frequency, email content and titles of emails.
05/03/2013                        Report by Andrew Jackson                              24
• 13 Expo Updates featuring news about the event with 453 shares across social
  media (LinkedIn, Twitter, Google+, Facebook, StumbleUpon & Digg)
• 45 comments posted on articles using the Facebook Joomla plugin
• Most shared article was ‘New Speakers Confirmed from Accenture, GoldCorp &
  DFAIT’ with over a 100 shares




05/03/2013                      Report by Andrew Jackson                         25
Without paid ads on Twitter, it has been difficult
to build up a large following. Instead we
concentrated on highly specific industry partners               Klout: from 0 to 46 in
and organizations while targeting business                      about 2 months
influencers and bloggers

  05/03/2013                         Report by Andrew Jackson                            26
12 tweets per day since inception represents a concerted effort on scheduled tweeting




05/03/2013                             Report by Andrew Jackson                                  27
40% of tweets were retweets (quite
                           high). This represent the strategy to
                           promote others and the 8% replies
                           to shows the strategy to engage
                           directly with followers/tweeple.



05/03/2013   Report by Andrew Jackson                              28
Top 5 tweeted words (RT, #EPLVan, Latin, america and mining) all make perfect
sense for the event. Perhaps given the emphasis on green technology and
sustainability, they could figure more.
05/03/2013                       Report by Andrew Jackson                       29
Again there is a good mixture represented that all represent the conference
   to some degree. Perhaps hashtags for each plenary could have featured more
   e.g. #EPLSustainCities or #EPLLabourGap (perhaps even shortened to #EPLSC
   or #EPLLG?

05/03/2013                        Report by Andrew Jackson                       30
• Total no. of #EPLVan tweets = 413
• 219 #EPLVan tweets on Feb 7th
• 271 in Everything/150 Links/42 Photos/2 Videos




 05/03/2013                      Report by Andrew Jackson   31
A majority of
users of the
hashtag were
internal
volunteers
and key
organization
people




  05/03/2013    Report by Andrew Jackson   32
Peak of 60
                                        retweets of EPL
                                        tweets on day of
                                        event




05/03/2013   Report by Andrew Jackson                      33
• 7 Presentations
• 1092 Views
• 6 Downloads



Mining Plenary
had over 240
views in less
than 5 days
showing it to be
the most
popular of all
slideshares.




 05/03/2013         Report by Andrew Jackson   34
• 14 Videos
 • 994 Views
 • 2 Likes

 Top 4 profiled here


Vimeo looks
professional and is
great for business
videos. YouTube may
be preferable for short
funny, viral-intended
videos. Or perhaps try
to utilize both.


  05/03/2013              Report by Andrew Jackson   35
05/03/2013   Report by Andrew Jackson   36
Facebook
                                        page used
                                        mainly for
                                        key info
                                        and to post
                                        photos/vid
                                        eos/media
                                        relevant to
                                        the event




05/03/2013   Report by Andrew Jackson           37
Views of FB page spiked
                                        at 68 on February 7th
                                        (day of event). That
                                        represents more than
                                        10% of attendees.
05/03/2013   Report by Andrew Jackson                             38
The EPL FB page is in need of some love and attention and dedicated community management

05/03/2013                                  Report by Andrew Jackson                                    39
EPL LinkedIn page is fairly underutilized. This may be because of some fairly
        hefty competition for Latin specific business groups.


05/03/2013                          Report by Andrew Jackson                            40
Majority of people in group are based in Vancouver (70%) and represent a
             variety of industries but few in mining, greentech or construction
05/03/2013                           Report by Andrew Jackson                           41
Snapshot taken in mid-
        Increase in new members rose                           February after event has
        with campaign lifecycle and peaked                     finished. Challenge = to
        around day of the event                                maintain momentum!
05/03/2013                          Report by Andrew Jackson                              42
Discussions rose closer to the event

05/03/2013   Report by Andrew Jackson                            43
LinkedIn ads show that there were a
                                        total of 543 clicks from over 1
                                        million impressions with an average
                                        CTR of 0.049% with 25 leads and an
                                        average CPC of just over $2.

                                        Of the 25 leads who left contact
                                        details, none converted to attend
                                        the result. Many registered interest
                                        from Latin American countries.

                                        The graph of clicks show a large
                                        period of inactivity from Dec 15th to
                                        Jan 10th due to budget constraints.
                                        Also, the registration system was
                                        only working properly in mid-Jan.




05/03/2013   Report by Andrew Jackson                                    44
Google ads show that there were 320 clicks on various ads from over half a million impressions at a CTR of 0.06%
   (which is actually better than LinkedIn but LI is better to target specific business professionals).

   Clicks came mainly from display network (at average $1.07 per click) not from search, which were much more
   expensive per click ($1.93)

   The ads were set up to drive traffic to the registration page with a peak amount of 33 clicks on January 27 and 29.


05/03/2013                                        Report by Andrew Jackson                                               45
• 173 orders and 318 attendees registered on EventBrite from Jan 15th to
    Feb 7th
 • 45 Volunteers used EventBrite to register for event
 • 6 winners of best tweet competition registered using EventBrite
 • 76 special guests/VIPs were registered using EventBrite
 • Top EventBrite Promo Codes - (number of attendees)
 1. Promexico – 13
 2. Finalweek - 6
 3. RBC_Luby - 4
 4. Vbot & Exclusive - 3
 5. Labourgap - 2
 6. Allancosta - 1
 7. Cleantech - 1
 8. EPL2013 - 1


05/03/2013                    Report by Andrew Jackson                      46
1. Event was a success in terms of participation: 600 Attendees - 5 Sponsors - 22 Partners - 31 Speakers - 4 Expert Panel
    Discussions - 15 exhibitors. A large part of coordination (B2B partnerships & B2C relationship building) was done through
    social media (LinkedIn, Twitter, Facebook) & email newsletters.
2. Event was backed heavily by Consuls of the Americas: Attended by 8 Consulates of American countries & 7 videos made to
    support event
3. Well designed website optimized for social media, lead capture & content: website enjoyed a lot of visits for an unknown
    URL with a limited marketing budget - 5671 Visits to website from Jan 7th to Feb 7th 2013 (3499 Unique Visitors)
4. There was a lot of interest in registering for the event - 2592 clicks on link to registration page from Jan 7th to Feb 7th
5. Content & Social Media Marketing worked to get people to the website: 2094 Visits to website from referral sites (approx.
    38%) with 616 (more than 10%) from social referral
6. Email marketing campaign was consistent and far-reaching: 13 Email Newsletters Sent to over 4,000 Newsletter Recipients
    (Subscribers, Supporters, Volunteers, LinkedIn) with 941 Visits to website from MailChimp newsletters (16.49% of all web
    traffic)
7. The event utilized business specific social media platforms to give it a professional look: 14 Videos uploaded to Vimeo
    (with over 1,000 views) & 7 SlideShare presentations with 1092 views & 6 downloads + event photos uploaded to Flickr
8. Concerted effort on Twitter to promote partners & build relationships: @ExpoPlazaLatina averaging 253 tweets per month
    & 11.7 per day since birth (Dec 2012)
9. From almost no social media presence and influence, ExpoPlaza Latina's Klout score increased from 0 to 46 in 2 months
10. Event day passed without any technical/social media problems including 217 live tweets on the day of the event using
    #EPLVan from social media team of 6 & videographer (Freddy Remy) & photographers did excellent work.
11. 40% of tweets were retweets (quite high). This represented the strategy to promote others and the 8% replies shows the
    strategy to engage directly with followers.
12. Good strategy to have #EPLVan tweet competition. 6 winners of best tweet competition registered using EventBrite and
    this resulted in local Vancouver bloggers and influencers attending & promoting the event

 05/03/2013                                      Report by Andrew Jackson                                              47
1. Due to problems with registering attendees on time and also due to it being an inaugural event, it was difficult to find paying
    sponsors. Development of event agenda, website & payment system needs to be more timely.
2. Not enough people registered and paid through EventBrite system. The system wasn't set up in time and integrated into EPL main
    website: 173 orders and 318 attendees registered on EventBrite from Jan 15th to Feb 7th.
3. There were a lot of clicks on the registration page. Why did less than 10% of them convert into paying customers? This was surely a
    factor related to the registration page continually changing, looking amateurish and not working (pre-EB).
4. Website demographics show event’s reach was local: over 50% of visits coming from Lower Mainland. Only a few percent of visits
    came from LatAm. Attendees were also nearly all local although there were some LatAm speakers.
5. Analytics tracking for website not set up to find out where traffic to expoplazalatina.com and .ca came from before redirecting to
    expoplaza.latincouver.ca.
6. Site had mixed performance in terms of speed. A different web host could be more reliable. Average page load time of nearly 8
    seconds is too high, which may signal need for better structure & programming in Joomla
7. Less than 1/5 on our email list opened the final newsletter and only 3.5% clicked on media. This may show the need to maintain a
    more engaged email list and to find out optimum delivery frequency, email content and titles of emails.
8. Without paid ads on Twitter, it was difficult to build up a large following. Instead we concentrated on highly specific industry partners
    and organizations while targeting business influencers and bloggers
9. EPL LinkedIn page is fairly underutilized. This may be because of some fairly hefty competition for Latin specific business groups.
    Majority of people in group are based in Vancouver (70%) and represent a variety of industries but few in mining, greentech or
    construction.
10. Of the 25 leads who left contact details on LinkedIn ads, no-one converted to attend the result. Many registered interest from Latin
    American countries.
11. The graph of clicks on LinkedIn ads show a large period of inactivity from Dec 15th to Jan 10th due to budget constraints. Also, the
    registration system was only working properly by mid-January.
12. Only 31 people bought tickets using discount codes on EventBrite.
13. Only 9 people used the QR code made with Likify. Need to evaluate whether they are worth the effort.
14. Only 2 people used Foursquare to sign in to the geo-location on day of the event.

05/03/2013                                          Report by Andrew Jackson                                                      48
1. The key opportunity is to convert the high degree of clicks (over 2,000) on the registration page into paying customers. To do this, we need to
    make sure we have the event planned out in time and an efficient working payment system in place.
2. LinkedIn ads show that there were a total of 543 clicks from over 1 million impressions with an average CTR of 0.049% with 25 leads and an
    average CPC of just over $2. This represents significant interest in the event.
3. Of 616 referral visits to website from social sites, 125 visits clicked on registration button after browsing site and 94 directly clicked on it from
    social = quite high percentage of visitors (more than 33%). This means users arriving from social sites are more engaged and ready to register to
    attend!
4. A great way to appeal to a global audience is through live streaming and this could also offer another revenue source.
5. On the day of the event, there could be higher engagement through better announcements of integration of technology and social media. It
    was presented on the plenary slides but should have been properly introduced for every session.
6. Mining topics had the biggest interest - biggest audience for plenary by 2 to 1 on EventBrite compared with Sustainable Cities (although this was
    early morning plenary) and Mining Plenary slideshare had over 240 views in less than 5 days showing it to be the most popular of all slides.
7. Most shared article was ‘New Speakers Confirmed from Accenture, GoldCorp & DFAIT’ with over a 100 shares - need to have updates where
    you reference and cross-promote well-known and relevant industry partners
8. Facebook fans and Twitter followers fairly unsubstantial in terms of numbers: Dedicated ExpoPlaza Facebook page & Twitter handle only set up
    2 months before event (155 fans & 129 followers).
9. Facebook was the most popular referral site direct to the expoplaza.latincouver.ca homepage with 268 visits, compared to LinkedIn at 238 and
    Twitter 52. 3,771 people reached on Facebook through page posts 3rd to 9th February 2013. Facebook may be more important to this business
    event than first given credit for, although stuffy business links and media were largely ignored. Views of FB page spiked at 68 on February 7th
    (day of event). That represents a number more than 10% of attendees.
10. YouTube may be important for fun videos about the event – only 570 EPL views on LatinCouver YouTube channel. Most shared video on Vimeo
    was short funny video about NY resolutions.
11. Social sharing on blog (13 Expo Updates) was relatively low: 453 shares across social media (LinkedIn, Twitter, Google+, Facebook, StumbleUpon
    & Digg) & 45 comments
12. Top 5 tweeted words (RT, #EPLVan, Latin, america and mining) all make perfect sense for the event. Perhaps given the emphasis on green
    technology and sustainability, they could figure more.
13. Top 5 tweeted hashtags were #EPLVan #latam #mining #vancouver #business. More could be done to promote green tech on Twitter.
14. LinkedIn EPL group - Increase in new members rose with campaign lifecycle and peaked around day of the event. Discussions rose closer to the
    event
 05/03/2013                                                 Report by Andrew Jackson                                                            49
1. Is the event sustainable in terms of financing and effort required by non-paying volunteers? e.g. well over 50 Volunteers helped
   on the day or in preparation of event and the vast majority dedicated a lot of time and effort.
2. The event needs to work out whether to target local and international audiences. From a marketing point of view and also for
   smaller venues, it makes sense to target local attendees but bring in speakers with a global perspective. Perhaps the event could
   be held in a Latin country and then in Canada on a reverting basis. This would bring logistical issues with it.
3. A large amount of the marketing budget was spent on BIV and other print ads. It is imperative that we are able to measure the
   success of such advertising. Perhaps this could be done through entering promotional codes when registering after seeing print
   ads or by incorporating social media, e.g. separate hashtags. Also, the LinkedIn ad campaigns brought many visitors to the
   website but none of the 25 leads attended and a lot of the campaigns were focused on an overseas market but the event ended
   up being Vancouver & BC dominated. Also, over $300 was spent on Google ads but the ROI for this is unclear.
4. ExpoPlaza Latina can be viewed as a social media campaign but now that interest has been spiked, it is critical to keep the
   engagement levels of the community up with ongoing social media operations, e.g. The ExpoPlaza Latina FaceBook page is in
   need of some love and attention and dedicated community management. (Likealyzer gives it a 67 out of 100 rating and many of
   the issues regard engagement with the fans)
5. The majority of visitors to the website had low engagement. Over 50% of visits left the website within 10 seconds. For future
   events, it is very important to organize the site so that new, exciting and dynamic content is showcased first so that it gives
   viewers something to engage with and the idea to keep coming back for more (e.g. a clearer blog series)
6. There is a need to get the wider public more engaged with the event. A majority of users of the #EPLVan hashtag were internal
   volunteers and key organization people.
7. Majority of visitors to the website were using desktops/laptop PCs and Macs. Mobile devices were around 15% However, in the
   future more and more delegates will access through mobile. Can ExpoPlaza adapt and change with this trend (especially for the
   website and registration?)
8. Pinterest usage is on the rise and helps with visual media. It should be set up and used for visual elements of campaign (photos,
   video, slideshares). At the moment, media just shared on 'LatinCouver' board of Andrew Jackson's individual account.



05/03/2013                                          Report by Andrew Jackson                                                   50
1. Find speakers & attract attendees first, the exhibitors and sponsors will follow
2. Need to get the website sorted a.s.a.p. & make sure you have 24hr access to webmaster
3. Email Newsletters work well for this event - perhaps max 2 per week and send test email and proof read/check links
    before sending to contacts. Use in conjunction with blog/Expo update and spread around social media. Just have
    one mailing list. Newsletters are not something to be rushed! Team to decide what to put in.
4. Make sure you get someone to produce quality media content (video, audio, images) for sharing. Get 2
    videographers in case there are any issues with recording for live events.
5. Use one registration system for all e.g. EventBrite was good (especially like ability to print names/attendee list,
    check people in and the countdown widget)
6. Free coupon on EventBrite for networking and trade show = very popular! (more than 100 signed up in less than a
    week)
7. Clearly define roles & responsibilities (e.g. webmaster). Have a separate leader for social media and technology
    teams.
8. Strategy & Marketing Plan is useful to create content strategy, list of deliverables & content calendar.
9. Communication (internal and external) - no workspace = so many emails flying around. Need for team leaders who
    do the big communication and then meet with their team once per week
10. Speaker/Sponsor/Partner agreements - ask to send info/bio plus logo/picture + web links they want to display -
    clearly define roles of partnership (e.g. set deadline for slides to be worked into speaker agreement.)
11. Need someone in charge of sponsorships & partnerships - a partner & sponsor liaison officer
12. Need someone in charge of speakers (a speaker liaison officer - keeps them updated and gets all info, bios, photos
    etc. and asks them to reach out to their network to promote) = works well if you have plenary leaders for this (= a
    lot of work and a very important one!).
13. Consolidate and make sure the necessities go well with media rather than trying too many things and rushing them.
14. Day of event: 9am start better for prep issues

05/03/2013                                     Report by Andrew Jackson                                              51
1. Get website & payment system ready quicker and optimized for at least 2 months before event date. Start by getting
    subjects and speakers confirmed. You can then see if you can organize enough sponsors to pay for the event itself
    with free admission or charge guests for admission.
2. Make sure to have speaker/sponsor/partner/exhibitor agreements signed with 3rd parties so that for e.g. speakers
    know the procedure and to get slides etc. ready & that partners know what exchange of services has been agreed.
3. Most important online media channels for marketing for EPL2013 event are in this order: website – email
    newsletters – LinkedIn – Blog – Facebook – Vimeo, SlideShare & Flickr – YouTube – Google+ - Pinterest
4. Key web pages to get right are landing page, agenda, registration, speakers, overview, sponsors, volunteer page, our
    info (= nuts and bolts of website) Main homepage was the first point of contact with website for over 70% of traffic.
5. In future on MailChimp, it is probably more convenient to keep one list for all contacts and then wean out the
    rejected and unengaged email addresses (Open rate of above 40% is very good with CTR of over 10%)
6. Host the site using the main URL to be used e.g. expoplazalatina.com not a subdomain e.g. expoplaza.latincouver.ca
    as this causes tracking issues.
7. More diversification and increase of online marketing budget (e.g. around $1k spent on LinkedIn, $350 on Google
    ads & less than $50 on Facebook). Spend same amount on digital as print ads and integrate the two more. Set goals
    and conversions for Google ads.
8. Better announcements of integration of technology and social media on the day of the event. It was presented on
    the plenary slides but should have been properly introduced for every session.
9. Use Facebook more to tap into the largest market in terms of numbers (and it also had the most visits of all social
    networks to the website barring paid ads). Use more money to advertise on Facebook, especially sponsored stories
    to get in people’s newsfeeds.
10. Use YouTube more for posting more casual and funny videos about the event
11. Use Google+ in a more integrated fashion for SEO benefits. Post updates to an event/organization page there.
12. Perhaps hashtags for each plenary could have featured more e.g. #EPLSC or #EPLLG? Use hashtags across different
    social media platforms (e.g. on LI, FB & Pinterest)
05/03/2013                                      Report by Andrew Jackson                                              52
Paola Murillo (Director) - Yudi Sonnichsen (Project Coodinator) - Andrew Jackson (Digital Media & Technology)
     Plenary Leaders – Dulce Nunez, Carine Vindeirinho, Roxana Woda-Frydman & Fatima Vigil
 SOCIAL MEDIA CONTENT TEAM              GRAPHIC DESIGN TEAM                    PHOTOGRAPHERS
 • Norma Ibarra                         • Liza Child                           • Stephen Wu
 • Lillian Chow                         • Sophia Szeto                         • Aurora Phillips
 • Noel Bissonnette                     • Roberto Cruz                         • Xel Rivera
                                                                               • Norma Ibarra
 LIVE TWEETING TEAM                     VIDEOGRAPHERS
 • Lillian Chow                         • Frederique Remy of                   MEDIA & PR TEAM FOR
 • Eric Ho                                 Gone West                           EXPOPLAZA
 • Orkut Polat                             Productions                         • Edgar Morales
 • Noel Bissonnette                     • Thomas Isaac-Came                    • Lisa Mighton
 • Norma Iberra                         • Nicholas Eastman                     • Lyndsey Barton

 WEBMASTERS & WEB CONTENT               VIDEO PRODUCTION                       SUPPORT TEAM
 • Francisco Mayorga                    • Liza Child                           • Paloma Morales
 • Yana Noor                            • Diana Pineda                         • Diana Baquero
                                                                               • Rafaela Freitas
 CONTENT EDITORS                        EVENTBRITE SET-UP                      • Rosamelia Andrade
 • Jose Vargas                          • Kenneth                              • Sepand Saniee
 • Sally Nadison                                                               • Edith Marin
                   LatinCouver Board – Francisco Perello, Cory Herman, Sherese Johnson
05/03/2013                                 Report by Andrew Jackson                                        53
Digital Media Marketing Report - ExpoPlaza Latina 2013 #EPLVan by Andrew Charles Jackson

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Digital Media Marketing Report - ExpoPlaza Latina 2013 #EPLVan by Andrew Charles Jackson

  • 1. 05/03/2013 Report by Andrew Charles Jackson – Digital Media Specialist for ExpoPlaza Latina 1
  • 2. 3 – Summary of Event in Numbers 4 – 20 Key Findings from Google Analytics for ExpoPlaza Website 21 – 24 Data from MailChimp for Email Marketing Campaign 25 – Expo Updates (blog) Stats 26 – 34 Twitter Stats 34 – SlideShare Stats 35 – Vimeo Stats 36 – 41 Facebook Page Insights & Analysis 40 – 43 LinkedIn Page Stats 44 – LinkedIn Ad Campaign Stats 45 – Google Ad Stats *Each slide offers 46 – EventBrite Stats explanatory comments or fast forward to slide 47 – 50 SWOT Analysis 47 for conclusions 51 – Lessons Learned 52 – Recommendations 53 – Digital Media Event Service Providers 54 – Sponsors & Partners 05/03/2013 Report by Andrew Jackson 2
  • 3. • Approx. 600 Attendees - 7 Sponsors - 20 Partners - 31 Speakers - 4 Expert Panel Discussions • 420 Minutes of Plenaries on Sustainable Economic Development in Latin America • Trade Show with 13 Exhibitors • Attended by 8 Consulates of American countries • 45 Volunteers helping on the day or in preparation of event • 7 Promotional Videos Created by Consuls of Colombia, Mexico, Peru, USA, Brazil, Ecuador & Costa Rica in support of the event • 13 Email Newsletters Sent to over 4,000 Newsletter Recipients (Subscribers, Supporters, Volunteers, LinkedIn) • 19 Videos uploaded to Vimeo (with over 1,000 views) + 570 views on LatinCouver YouTube channel • 13 Expo Updates featuring news about the event with 453 shares across social media (LinkedIn, Twitter, Google+, Facebook, StumbleUpon & Digg) & 45 comments • 5671 Visits to website from Jan 7th to Feb 7th 2013 (3499 Unique Visitors) • 2592 clicks on link to registration page from Jan 7th to Feb 7th • 2094 Visits to website from referral sites (approx. 38%) • 941 Visits to website from MailChimp newsletters/616 from social referral • #EPLVan hashtag used in 413 tweets • 217 live tweets on the day of the event using #EPLVan (60 retweets on 7th Feb) • @ExpoPlazaLatina averaging 253 tweets per month & 11.7 per day since birth (Dec 2012) • 7 SlideShare presentations with 1092 views & 6 downloads • Dedicated ExpoPlaza Facebook page & Twitter handle set up 2 months before event (155 fans & 129 followers) • Klout score increase from 0 to 46 in 2 months • 3,771 people reached on Facebook through page posts 3rd to 9th February 2013 • 173 orders and 318 attendees registered on EventBrite from Jan 15th to Feb 7th • Total of 543 clicks on LinkedIn ads for the event from over 1 million impressions 05/03/2013 Report by Andrew Jackson 3
  • 4. Page URL = http://expoplaza.latincouver.ca Redirects from www.expoplazalatina.com & www.expoplazalatina.ca Well designed website optimized for social media, lead capture & content 05/03/2013 Report by Andrew Jackson 4
  • 5. 3,499 unique visitors is relatively high for a 1st time event with limited budget looking to attract 600-700 attendees 05/03/2013 Report by Andrew Jackson 5
  • 6. Website demographics show event’s reach was local with over 50% of visits coming from Lower Mainland. Only a few percent of visits came from Latin America. 05/03/2013 Report by Andrew Jackson 6
  • 7. Majority of visitors were using desktops/laptop PCs and Macs. Mobile devices were around 15% mobile 05/03/2013 Report by Andrew Jackson 7
  • 8. Engagement Over 50% of visits left the website within 10 seconds :-) Most clicked areas on home page = Event Overview picture (22%), Register Now menu tab (9.5%), Home menu tab (7%), Expo Updates menu tab (5%), Sponsors menu tab (4.3%), 05/03/2013 Report by Andrew Jackson 8
  • 9. Traffic Sources Search Keywords Around 37% visitors visited the website through external referral sites (see next page) + 16.59% through email campaigns compared with 16% search and 30% direct traffic (just entered URL) 05/03/2013 Report by Andrew Jackson 9
  • 10. List contains referrals that were redirects from other URLs such as expoplazalatina.com = 645 Referral Sources visits/around 11% of traffic (origin of visit could be direct or from a different referral source) Selected Others (visits): EventBrite (36), bbot.ca (25), ht.ly [tweets from HootSuite] (18), cbnnoticias.wordpress.com (15), BIV (14), StumbleUpon (14), camiro.org (14), BCSEA (8), Surrey BOT (8), Tourism Vancouver (8), GTEx (7), thetradeshowcalendar.com (7), vancouverobserver.com (7), globe-net.com (6), dcnonl.com (4), diversityclues.com (4), Small Business BC (1), SFU (1) 05/03/2013 Report by Andrew Jackson 10
  • 11. 16.59% of web visits came direct from email campaigns 05/03/2013 Report by Andrew Jackson 11
  • 12. Of 616 referral visits to website from social sites, 125 visits clicked on registration button after browsing site and 94 directly clicked on it from social 05/03/2013 Report by Andrew Jackson 12
  • 13. Majority of social referrals went to the main webpage 05/03/2013 Report by Andrew Jackson 13
  • 14. Despite large LinkedIn ad campaign, Facebook was the most popular referral site direct to the expoplaza.latincouver.ca homepage. It is difficult to know in hindsight where visits to URL of expoplazalatina.com came from. 05/03/2013 Report by Andrew Jackson 14
  • 15. Key pages to get right are landing page, agenda, registration, speakers, overview, sponsors, volunteer page, our info (= nuts and bolts of website) 05/03/2013 Report by Andrew Jackson 15
  • 16. 05/03/2013 Report by Andrew Jackson 16
  • 17. Main webpage was the first point of contact with website for over 70% of traffic. Expo Updates contributed 3 of top 10 landing pages but had a high bounce rate of 63% and up. 05/03/2013 Report by Andrew Jackson 17
  • 18. Main pages of website were where majority of visitors left the site (somewhat expectedly) 05/03/2013 Report by Andrew Jackson 18
  • 19. Site had mixed performance in terms of speed. A different web host could be more reliable. Average page load time of nearly 8 seconds is too high, which may signal need for better structure & programming in Joomla 05/03/2013 Report by Andrew Jackson 19
  • 20. Goal Conversions – 1. Get visitors to click on registration page (Google puts value of $1 per goal) There were a lot of conversions to click on the registration page. Why did less than 10% of them convert into paying customers? (registration issues?) 05/03/2013 Report by Andrew Jackson 20
  • 21. 05/03/2013 Report by Andrew Jackson 21
  • 22. Notes: on MailChimp we kept different lists throughout the campaign (Subscribers, Volunteers, Supporters, VEC Mailing List, LinkedIn Latin Network Group, Industry Contacts) & this is reflected in engagement levels shown (higher ones = Subscribers, Volunteers & Supporters). Open rate of above 40% is very good with CTR of over 10% also high. In future, it is probably more convenient to keep one list for all contacts and then wean out the rejected and unengaged email addresses. 05/03/2013 Report by Andrew Jackson 22
  • 23. Notes: Most clicked link is the short funny video about NY resolutions 05/03/2013 Report by Andrew Jackson 23
  • 24. Less than 1/5 on our email list opened the final newsletter and only 3.5% clicked on media. This may show the need to maintain a more engaged email list and to find out optimum delivery frequency, email content and titles of emails. 05/03/2013 Report by Andrew Jackson 24
  • 25. • 13 Expo Updates featuring news about the event with 453 shares across social media (LinkedIn, Twitter, Google+, Facebook, StumbleUpon & Digg) • 45 comments posted on articles using the Facebook Joomla plugin • Most shared article was ‘New Speakers Confirmed from Accenture, GoldCorp & DFAIT’ with over a 100 shares 05/03/2013 Report by Andrew Jackson 25
  • 26. Without paid ads on Twitter, it has been difficult to build up a large following. Instead we concentrated on highly specific industry partners Klout: from 0 to 46 in and organizations while targeting business about 2 months influencers and bloggers 05/03/2013 Report by Andrew Jackson 26
  • 27. 12 tweets per day since inception represents a concerted effort on scheduled tweeting 05/03/2013 Report by Andrew Jackson 27
  • 28. 40% of tweets were retweets (quite high). This represent the strategy to promote others and the 8% replies to shows the strategy to engage directly with followers/tweeple. 05/03/2013 Report by Andrew Jackson 28
  • 29. Top 5 tweeted words (RT, #EPLVan, Latin, america and mining) all make perfect sense for the event. Perhaps given the emphasis on green technology and sustainability, they could figure more. 05/03/2013 Report by Andrew Jackson 29
  • 30. Again there is a good mixture represented that all represent the conference to some degree. Perhaps hashtags for each plenary could have featured more e.g. #EPLSustainCities or #EPLLabourGap (perhaps even shortened to #EPLSC or #EPLLG? 05/03/2013 Report by Andrew Jackson 30
  • 31. • Total no. of #EPLVan tweets = 413 • 219 #EPLVan tweets on Feb 7th • 271 in Everything/150 Links/42 Photos/2 Videos 05/03/2013 Report by Andrew Jackson 31
  • 32. A majority of users of the hashtag were internal volunteers and key organization people 05/03/2013 Report by Andrew Jackson 32
  • 33. Peak of 60 retweets of EPL tweets on day of event 05/03/2013 Report by Andrew Jackson 33
  • 34. • 7 Presentations • 1092 Views • 6 Downloads Mining Plenary had over 240 views in less than 5 days showing it to be the most popular of all slideshares. 05/03/2013 Report by Andrew Jackson 34
  • 35. • 14 Videos • 994 Views • 2 Likes Top 4 profiled here Vimeo looks professional and is great for business videos. YouTube may be preferable for short funny, viral-intended videos. Or perhaps try to utilize both. 05/03/2013 Report by Andrew Jackson 35
  • 36. 05/03/2013 Report by Andrew Jackson 36
  • 37. Facebook page used mainly for key info and to post photos/vid eos/media relevant to the event 05/03/2013 Report by Andrew Jackson 37
  • 38. Views of FB page spiked at 68 on February 7th (day of event). That represents more than 10% of attendees. 05/03/2013 Report by Andrew Jackson 38
  • 39. The EPL FB page is in need of some love and attention and dedicated community management 05/03/2013 Report by Andrew Jackson 39
  • 40. EPL LinkedIn page is fairly underutilized. This may be because of some fairly hefty competition for Latin specific business groups. 05/03/2013 Report by Andrew Jackson 40
  • 41. Majority of people in group are based in Vancouver (70%) and represent a variety of industries but few in mining, greentech or construction 05/03/2013 Report by Andrew Jackson 41
  • 42. Snapshot taken in mid- Increase in new members rose February after event has with campaign lifecycle and peaked finished. Challenge = to around day of the event maintain momentum! 05/03/2013 Report by Andrew Jackson 42
  • 43. Discussions rose closer to the event 05/03/2013 Report by Andrew Jackson 43
  • 44. LinkedIn ads show that there were a total of 543 clicks from over 1 million impressions with an average CTR of 0.049% with 25 leads and an average CPC of just over $2. Of the 25 leads who left contact details, none converted to attend the result. Many registered interest from Latin American countries. The graph of clicks show a large period of inactivity from Dec 15th to Jan 10th due to budget constraints. Also, the registration system was only working properly in mid-Jan. 05/03/2013 Report by Andrew Jackson 44
  • 45. Google ads show that there were 320 clicks on various ads from over half a million impressions at a CTR of 0.06% (which is actually better than LinkedIn but LI is better to target specific business professionals). Clicks came mainly from display network (at average $1.07 per click) not from search, which were much more expensive per click ($1.93) The ads were set up to drive traffic to the registration page with a peak amount of 33 clicks on January 27 and 29. 05/03/2013 Report by Andrew Jackson 45
  • 46. • 173 orders and 318 attendees registered on EventBrite from Jan 15th to Feb 7th • 45 Volunteers used EventBrite to register for event • 6 winners of best tweet competition registered using EventBrite • 76 special guests/VIPs were registered using EventBrite • Top EventBrite Promo Codes - (number of attendees) 1. Promexico – 13 2. Finalweek - 6 3. RBC_Luby - 4 4. Vbot & Exclusive - 3 5. Labourgap - 2 6. Allancosta - 1 7. Cleantech - 1 8. EPL2013 - 1 05/03/2013 Report by Andrew Jackson 46
  • 47. 1. Event was a success in terms of participation: 600 Attendees - 5 Sponsors - 22 Partners - 31 Speakers - 4 Expert Panel Discussions - 15 exhibitors. A large part of coordination (B2B partnerships & B2C relationship building) was done through social media (LinkedIn, Twitter, Facebook) & email newsletters. 2. Event was backed heavily by Consuls of the Americas: Attended by 8 Consulates of American countries & 7 videos made to support event 3. Well designed website optimized for social media, lead capture & content: website enjoyed a lot of visits for an unknown URL with a limited marketing budget - 5671 Visits to website from Jan 7th to Feb 7th 2013 (3499 Unique Visitors) 4. There was a lot of interest in registering for the event - 2592 clicks on link to registration page from Jan 7th to Feb 7th 5. Content & Social Media Marketing worked to get people to the website: 2094 Visits to website from referral sites (approx. 38%) with 616 (more than 10%) from social referral 6. Email marketing campaign was consistent and far-reaching: 13 Email Newsletters Sent to over 4,000 Newsletter Recipients (Subscribers, Supporters, Volunteers, LinkedIn) with 941 Visits to website from MailChimp newsletters (16.49% of all web traffic) 7. The event utilized business specific social media platforms to give it a professional look: 14 Videos uploaded to Vimeo (with over 1,000 views) & 7 SlideShare presentations with 1092 views & 6 downloads + event photos uploaded to Flickr 8. Concerted effort on Twitter to promote partners & build relationships: @ExpoPlazaLatina averaging 253 tweets per month & 11.7 per day since birth (Dec 2012) 9. From almost no social media presence and influence, ExpoPlaza Latina's Klout score increased from 0 to 46 in 2 months 10. Event day passed without any technical/social media problems including 217 live tweets on the day of the event using #EPLVan from social media team of 6 & videographer (Freddy Remy) & photographers did excellent work. 11. 40% of tweets were retweets (quite high). This represented the strategy to promote others and the 8% replies shows the strategy to engage directly with followers. 12. Good strategy to have #EPLVan tweet competition. 6 winners of best tweet competition registered using EventBrite and this resulted in local Vancouver bloggers and influencers attending & promoting the event 05/03/2013 Report by Andrew Jackson 47
  • 48. 1. Due to problems with registering attendees on time and also due to it being an inaugural event, it was difficult to find paying sponsors. Development of event agenda, website & payment system needs to be more timely. 2. Not enough people registered and paid through EventBrite system. The system wasn't set up in time and integrated into EPL main website: 173 orders and 318 attendees registered on EventBrite from Jan 15th to Feb 7th. 3. There were a lot of clicks on the registration page. Why did less than 10% of them convert into paying customers? This was surely a factor related to the registration page continually changing, looking amateurish and not working (pre-EB). 4. Website demographics show event’s reach was local: over 50% of visits coming from Lower Mainland. Only a few percent of visits came from LatAm. Attendees were also nearly all local although there were some LatAm speakers. 5. Analytics tracking for website not set up to find out where traffic to expoplazalatina.com and .ca came from before redirecting to expoplaza.latincouver.ca. 6. Site had mixed performance in terms of speed. A different web host could be more reliable. Average page load time of nearly 8 seconds is too high, which may signal need for better structure & programming in Joomla 7. Less than 1/5 on our email list opened the final newsletter and only 3.5% clicked on media. This may show the need to maintain a more engaged email list and to find out optimum delivery frequency, email content and titles of emails. 8. Without paid ads on Twitter, it was difficult to build up a large following. Instead we concentrated on highly specific industry partners and organizations while targeting business influencers and bloggers 9. EPL LinkedIn page is fairly underutilized. This may be because of some fairly hefty competition for Latin specific business groups. Majority of people in group are based in Vancouver (70%) and represent a variety of industries but few in mining, greentech or construction. 10. Of the 25 leads who left contact details on LinkedIn ads, no-one converted to attend the result. Many registered interest from Latin American countries. 11. The graph of clicks on LinkedIn ads show a large period of inactivity from Dec 15th to Jan 10th due to budget constraints. Also, the registration system was only working properly by mid-January. 12. Only 31 people bought tickets using discount codes on EventBrite. 13. Only 9 people used the QR code made with Likify. Need to evaluate whether they are worth the effort. 14. Only 2 people used Foursquare to sign in to the geo-location on day of the event. 05/03/2013 Report by Andrew Jackson 48
  • 49. 1. The key opportunity is to convert the high degree of clicks (over 2,000) on the registration page into paying customers. To do this, we need to make sure we have the event planned out in time and an efficient working payment system in place. 2. LinkedIn ads show that there were a total of 543 clicks from over 1 million impressions with an average CTR of 0.049% with 25 leads and an average CPC of just over $2. This represents significant interest in the event. 3. Of 616 referral visits to website from social sites, 125 visits clicked on registration button after browsing site and 94 directly clicked on it from social = quite high percentage of visitors (more than 33%). This means users arriving from social sites are more engaged and ready to register to attend! 4. A great way to appeal to a global audience is through live streaming and this could also offer another revenue source. 5. On the day of the event, there could be higher engagement through better announcements of integration of technology and social media. It was presented on the plenary slides but should have been properly introduced for every session. 6. Mining topics had the biggest interest - biggest audience for plenary by 2 to 1 on EventBrite compared with Sustainable Cities (although this was early morning plenary) and Mining Plenary slideshare had over 240 views in less than 5 days showing it to be the most popular of all slides. 7. Most shared article was ‘New Speakers Confirmed from Accenture, GoldCorp & DFAIT’ with over a 100 shares - need to have updates where you reference and cross-promote well-known and relevant industry partners 8. Facebook fans and Twitter followers fairly unsubstantial in terms of numbers: Dedicated ExpoPlaza Facebook page & Twitter handle only set up 2 months before event (155 fans & 129 followers). 9. Facebook was the most popular referral site direct to the expoplaza.latincouver.ca homepage with 268 visits, compared to LinkedIn at 238 and Twitter 52. 3,771 people reached on Facebook through page posts 3rd to 9th February 2013. Facebook may be more important to this business event than first given credit for, although stuffy business links and media were largely ignored. Views of FB page spiked at 68 on February 7th (day of event). That represents a number more than 10% of attendees. 10. YouTube may be important for fun videos about the event – only 570 EPL views on LatinCouver YouTube channel. Most shared video on Vimeo was short funny video about NY resolutions. 11. Social sharing on blog (13 Expo Updates) was relatively low: 453 shares across social media (LinkedIn, Twitter, Google+, Facebook, StumbleUpon & Digg) & 45 comments 12. Top 5 tweeted words (RT, #EPLVan, Latin, america and mining) all make perfect sense for the event. Perhaps given the emphasis on green technology and sustainability, they could figure more. 13. Top 5 tweeted hashtags were #EPLVan #latam #mining #vancouver #business. More could be done to promote green tech on Twitter. 14. LinkedIn EPL group - Increase in new members rose with campaign lifecycle and peaked around day of the event. Discussions rose closer to the event 05/03/2013 Report by Andrew Jackson 49
  • 50. 1. Is the event sustainable in terms of financing and effort required by non-paying volunteers? e.g. well over 50 Volunteers helped on the day or in preparation of event and the vast majority dedicated a lot of time and effort. 2. The event needs to work out whether to target local and international audiences. From a marketing point of view and also for smaller venues, it makes sense to target local attendees but bring in speakers with a global perspective. Perhaps the event could be held in a Latin country and then in Canada on a reverting basis. This would bring logistical issues with it. 3. A large amount of the marketing budget was spent on BIV and other print ads. It is imperative that we are able to measure the success of such advertising. Perhaps this could be done through entering promotional codes when registering after seeing print ads or by incorporating social media, e.g. separate hashtags. Also, the LinkedIn ad campaigns brought many visitors to the website but none of the 25 leads attended and a lot of the campaigns were focused on an overseas market but the event ended up being Vancouver & BC dominated. Also, over $300 was spent on Google ads but the ROI for this is unclear. 4. ExpoPlaza Latina can be viewed as a social media campaign but now that interest has been spiked, it is critical to keep the engagement levels of the community up with ongoing social media operations, e.g. The ExpoPlaza Latina FaceBook page is in need of some love and attention and dedicated community management. (Likealyzer gives it a 67 out of 100 rating and many of the issues regard engagement with the fans) 5. The majority of visitors to the website had low engagement. Over 50% of visits left the website within 10 seconds. For future events, it is very important to organize the site so that new, exciting and dynamic content is showcased first so that it gives viewers something to engage with and the idea to keep coming back for more (e.g. a clearer blog series) 6. There is a need to get the wider public more engaged with the event. A majority of users of the #EPLVan hashtag were internal volunteers and key organization people. 7. Majority of visitors to the website were using desktops/laptop PCs and Macs. Mobile devices were around 15% However, in the future more and more delegates will access through mobile. Can ExpoPlaza adapt and change with this trend (especially for the website and registration?) 8. Pinterest usage is on the rise and helps with visual media. It should be set up and used for visual elements of campaign (photos, video, slideshares). At the moment, media just shared on 'LatinCouver' board of Andrew Jackson's individual account. 05/03/2013 Report by Andrew Jackson 50
  • 51. 1. Find speakers & attract attendees first, the exhibitors and sponsors will follow 2. Need to get the website sorted a.s.a.p. & make sure you have 24hr access to webmaster 3. Email Newsletters work well for this event - perhaps max 2 per week and send test email and proof read/check links before sending to contacts. Use in conjunction with blog/Expo update and spread around social media. Just have one mailing list. Newsletters are not something to be rushed! Team to decide what to put in. 4. Make sure you get someone to produce quality media content (video, audio, images) for sharing. Get 2 videographers in case there are any issues with recording for live events. 5. Use one registration system for all e.g. EventBrite was good (especially like ability to print names/attendee list, check people in and the countdown widget) 6. Free coupon on EventBrite for networking and trade show = very popular! (more than 100 signed up in less than a week) 7. Clearly define roles & responsibilities (e.g. webmaster). Have a separate leader for social media and technology teams. 8. Strategy & Marketing Plan is useful to create content strategy, list of deliverables & content calendar. 9. Communication (internal and external) - no workspace = so many emails flying around. Need for team leaders who do the big communication and then meet with their team once per week 10. Speaker/Sponsor/Partner agreements - ask to send info/bio plus logo/picture + web links they want to display - clearly define roles of partnership (e.g. set deadline for slides to be worked into speaker agreement.) 11. Need someone in charge of sponsorships & partnerships - a partner & sponsor liaison officer 12. Need someone in charge of speakers (a speaker liaison officer - keeps them updated and gets all info, bios, photos etc. and asks them to reach out to their network to promote) = works well if you have plenary leaders for this (= a lot of work and a very important one!). 13. Consolidate and make sure the necessities go well with media rather than trying too many things and rushing them. 14. Day of event: 9am start better for prep issues 05/03/2013 Report by Andrew Jackson 51
  • 52. 1. Get website & payment system ready quicker and optimized for at least 2 months before event date. Start by getting subjects and speakers confirmed. You can then see if you can organize enough sponsors to pay for the event itself with free admission or charge guests for admission. 2. Make sure to have speaker/sponsor/partner/exhibitor agreements signed with 3rd parties so that for e.g. speakers know the procedure and to get slides etc. ready & that partners know what exchange of services has been agreed. 3. Most important online media channels for marketing for EPL2013 event are in this order: website – email newsletters – LinkedIn – Blog – Facebook – Vimeo, SlideShare & Flickr – YouTube – Google+ - Pinterest 4. Key web pages to get right are landing page, agenda, registration, speakers, overview, sponsors, volunteer page, our info (= nuts and bolts of website) Main homepage was the first point of contact with website for over 70% of traffic. 5. In future on MailChimp, it is probably more convenient to keep one list for all contacts and then wean out the rejected and unengaged email addresses (Open rate of above 40% is very good with CTR of over 10%) 6. Host the site using the main URL to be used e.g. expoplazalatina.com not a subdomain e.g. expoplaza.latincouver.ca as this causes tracking issues. 7. More diversification and increase of online marketing budget (e.g. around $1k spent on LinkedIn, $350 on Google ads & less than $50 on Facebook). Spend same amount on digital as print ads and integrate the two more. Set goals and conversions for Google ads. 8. Better announcements of integration of technology and social media on the day of the event. It was presented on the plenary slides but should have been properly introduced for every session. 9. Use Facebook more to tap into the largest market in terms of numbers (and it also had the most visits of all social networks to the website barring paid ads). Use more money to advertise on Facebook, especially sponsored stories to get in people’s newsfeeds. 10. Use YouTube more for posting more casual and funny videos about the event 11. Use Google+ in a more integrated fashion for SEO benefits. Post updates to an event/organization page there. 12. Perhaps hashtags for each plenary could have featured more e.g. #EPLSC or #EPLLG? Use hashtags across different social media platforms (e.g. on LI, FB & Pinterest) 05/03/2013 Report by Andrew Jackson 52
  • 53. Paola Murillo (Director) - Yudi Sonnichsen (Project Coodinator) - Andrew Jackson (Digital Media & Technology) Plenary Leaders – Dulce Nunez, Carine Vindeirinho, Roxana Woda-Frydman & Fatima Vigil SOCIAL MEDIA CONTENT TEAM GRAPHIC DESIGN TEAM PHOTOGRAPHERS • Norma Ibarra • Liza Child • Stephen Wu • Lillian Chow • Sophia Szeto • Aurora Phillips • Noel Bissonnette • Roberto Cruz • Xel Rivera • Norma Ibarra LIVE TWEETING TEAM VIDEOGRAPHERS • Lillian Chow • Frederique Remy of MEDIA & PR TEAM FOR • Eric Ho Gone West EXPOPLAZA • Orkut Polat Productions • Edgar Morales • Noel Bissonnette • Thomas Isaac-Came • Lisa Mighton • Norma Iberra • Nicholas Eastman • Lyndsey Barton WEBMASTERS & WEB CONTENT VIDEO PRODUCTION SUPPORT TEAM • Francisco Mayorga • Liza Child • Paloma Morales • Yana Noor • Diana Pineda • Diana Baquero • Rafaela Freitas CONTENT EDITORS EVENTBRITE SET-UP • Rosamelia Andrade • Jose Vargas • Kenneth • Sepand Saniee • Sally Nadison • Edith Marin LatinCouver Board – Francisco Perello, Cory Herman, Sherese Johnson 05/03/2013 Report by Andrew Jackson 53

Editor's Notes

  1. Welcome Slide