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How to Organize a Tweet Up

Just like organizing a birthday party, a bridal shower, a graduation party, or a wedding, plan a Tweet Up is no easy task, however if done properly could be memorable and will indeed speak lengths about your brand. So whether you are an agency representing a brand, or taking it upon yourself to manage it in house, here is what you need to know.

Pre-Tweet Up

GOAAAAAAAAAAAAAAAAAL!

OK so maybe dreams of the upcoming world cup are getting to me, but seriously, before you decide to go ahead with hosting a tweet up, consider writing down the goals of this tweet up? Are you doing it for brand awareness? Brand recognition? Empowering your ambassadors? Introducing/launching a new product?

Location! Location! Location!

Have you decided on a venue? One of the biggest mistakes is keeping that along the way. Locate your venue, and take it from there. Do you have a show room? Are you treating your guests to a restaurant? Or are you renting out a space at a hotel room or convention center? Your location will determine the size of your guest list, and pretty much what can be done during the event.

Bear in mind that your location needs to be suitable for the guests that you are inviting and to the brand that you are dealing with.

Drafting up a Guest List!

No that you know where you are hosting your event, how about you start with your guest list. Depending on how many people you’d like to invite, you should start asking yourself the following questions:

  • Is that person interested in my product?
  • Is that person an influencer that can positively speak about my product?
  • Is that person responsible for some decent quality tweets regardless of his/her number of followers?
  • Is that person a blogger who could be a brand Ambassador?

If you answered yes to any of the questions above, great, person X deserves to be on your list.

Planning The Event!

So, what will your event hold? Here are a few ideas to consider:

  • An MC to facilitate the event
  • A speaker who can speak about your brand/product
  • An experience zone where tweeps can experience your brand/product
  • Fun activities related to your brand/product
  • A video about your brand/product

The Initial Invitation!

Would you send your kid to a birthday party because they told you to go? Or will you wait for an invite or a phone call? Or let’s say a wedding? The same applies to inviting those influencers. Make it personal. Do not send a DM via Twitter, and do not send an email which they will know is just a part of a mass communication to secure as many people as possible. If you don’t know that person, ask for their contact info via DM, but give them a call. Start by saying something nice about a tweet or a photo they had shared earlier in the week, which will put you both at ease, and will simply

The Follow Up!

After you call the person to invite them do follow up via email, by sending out the invitation formally. Do not forget to include the venue, date, time, hashtag for the event, and RSVP email address. Be considerate enough to send out the invitation 10 days before the actual event, and give a week worth of notice for RSVPs in order to predict the final count of guests.

The Check List

So now that you’ve covered the major part of preparing a guest list, comes the check list of your event.

  • Will you provide a Twitter Feed that shows the event hashtag?
  • Will you provide a WiFi hotspot that your guests can connect to?
  • Will you hire a photographer to cover the event which can later be shared across your social networks, blog, company newsletter etc..
  • Will you be offering food and beverages? While food is not a must, refreshments such as juice, water, coffee, or tea are a must
  • Do you have anything and everything you need planned and under control?
  • How many team member’s will be attending the tweet up from your brand/agency? Have you assigned them roles to make this tweet up memorable?

DURING THE TWEET UP!

HELLO!

So you’ve planned it, you’ve worked hard for it. Now it’s time to handle it. Relax, don’t run around like a headless chicken, and remember, you are as human as the next person who walks in. Do your research, know your guests, and go ahead, introduce yourself, say something nice, exchange a few words, and mingle.

Embrace your guest list!

OK! So we’re all humans, and sometimes you might find someone annoying. Remember, not only do you represent a brand here, but that person made an effort to show up, and so they are worth of your time, effort, respect, and now is a good time to know them in real life away from their online personality.

Tweeting on the Day of the Event!

Once of the biggest issues I see in Tweet Ups is that a brand doesn’t tweet, instead, they rely on what everyone else has to say, mainly because they are too caught up preparing and organizing. Your community manager should be well aware that this is a big day for your brand, consider issuing out a few tweets during the event. One tweet every 15 – 20 minutes is acceptable. Your guests will be more than happy RTing your quality content, over bombarding their timelines with endless tweets trying to get the word out. Don’t forget your other social networks. Save Facebook for the evening where you can post pictures of the event after everyone has gone home, and to Instagram a few moments here and there.

Post Tweet Up

Do get in touch again!

Send an email, make a phone call, and get in touch on a one-to-one basis asking the tweeps you have invited what they thought of your product service/what they thought of the tweet up over all, and if they had any advice/opinion that they would like to share in private, what would it be?

Re-Tweet

Go ahead and RT what tweeps had to say during the event. It doesn’t have to all be in one night, because that is simply bombarding your followers, do it at different days at different time intervals for maximum exposure.

Create a Follow Up Database

When Obama won his first term presidency, he made sure to thank his supporters in a unique way. Just after midnight on the election night and before the VP was actually announced to the press and media, this text message was sent via SMS to all the supporters who have registered to his campaign website mybarackobama.com at the time: “Barack has chosen Senator Joe Biden to be our VP nominee. Watch the first Obama-Biden rally live at 3pm ET on www.barackobama.com Spread the word!”

So if the President of the US can do it, so can you. The next time you have updated news, promotions, or anything concerning your product, hit those tweeps up with an email. They will love you for breaking the news to them first before everyone else in town.

 

Have you organized a tweet-up before? Share your tips below