For some hands-on ideas on how to use webcasts and social media to draw in conference audiences, a couple of event planners share how they’ve clicked their way through the crowds.

Preview what’s to come. To build interest in MPI’s upcoming MeetDifferent conference in Cancun, a series of free, pre-conference webinars, now archived online, previewed speakers and asked potential delegates for their ideas. “It’s a great way to customize your general sessions, as well as pique people’s interest in the program,” says Kristen Kouk, the association’s resident social media specialist who is coordinating social media efforts. The goal is less to build attendance than to create a novel experience for attendees, says Kouk (who writes more about our chat here on MPI’s blog).

Adjust agenda for online audience. If you’re inviting the public to sit in on your event via a streaming webcast, consider how you schedule speakers and sessions. “You’ve got to think like a broadcaster,” says Keith McDonald, Communications Coordinator, Web Services with the City of Toronto, which attracted nearly 700 web viewers to join a two-day Toronto Innovation Showcase last November, an IT conference on ways to make government more collaborative. Sessions with wider appeal were grouped together, offline breakouts were recapped and summarized for web viewers.

Be precise in your technical needs. McDonald’s team contracted with streaming media specialist Rocket9 Inc. to build, host and archive the website and online discussion board for the Toronto Innovation Showcase. Time and money was saved by choosing a venue with built-in broadcasting capabilities: City Hall’s Council Chamber. One small but handy planner’s tip for organizing webinars, suggests McDonald: make sure you have a “PowerPoint dude” on site, watching that online slides synch with the live presentation.

Go from tweets to tweetup. MPI’s Kouk realizes that not everyone is a Twitter fan, but is pleased at the online community finding its way to the MeetDifferent Twitter hashtag she set up, #MD10, which will also share what’s happening at the conference. Plus, Kouk plans to organize a tweetup – that’s where followers and the followed find each other: “It gives us a chance to meet in person, shake hands, say hello. That’s very important in our industry, to make the face-to-face connections. It’s really what we’re all about.”

How are you using social media in your events? Show us or drop us a line at Julie@ignitemag.ca

CORPORATE GIFTS AND REWARDS
Answer this to get a little recognition with Ignite
We know your job comes with its own rewards, but it’s sure nice to get a call-out. Tell us what you love most about planning meetings, corporate travel or recognition events, and you could be selected for a career-boosting profile in the pages of Ignite. Plus, we have one special invitation from The Fairmont Royal York for two nights accommodation on a Fairmont Gold floor, and an exclusive winemaker’s dinner at EPIC. It’s worth a minute to fill out our online entry.

INCENTIVES + MEETINGS
Name change a first “resort” for meeting venues
With the “AIG effect” still raising hackles in CFO quarters about swishy corporate getaways, some meetings destinations are shifting perceptions with a name change. A recent Wall Street Journal article reported how luxury US venues are taking the word “resort” off their letterhead to regaining business bookings with scandal-shy corporate buyers. The phenomena holds true in Canada, where some conference centres have also felt the chill of similar optics. “I was told point blank on the phone: ‘I can’t consider your venue, you’re a resort’,” says Lisa Lauder, sales and marketing manager of the Delawana Conference Centre on Georgian Bay in Ontario, which recently rebranded without the “r” word.

CORPORATE TRAVEL MANAGEMENT
More travel pros to add “M&E” to duties
Nearly a third of global travel managers surveyed by Carlson Wagonlit Travel in the last quarter of 2009 expect to focus more on meetings and events this year. The goal is to connect “M&E” with travel management to drive savings and efficiencies with suppliers. The findings are part of  Travel Management Priorities 2010,  a report summarizing the outlook of 169 travel managers. The 40-page report is available for download as a PDF here at Carlsonwagonlit.com.