Event coverage - Social Business Team

	A	B	C	D	E	F	G	H	I	J
1						Social Dependencies	Dependancy Group	Onsite Only	Social Deliverables	Notes and questions
2	> 2 months ahead	2 months ahead	1 month ahead	1 week ahead	Post event	Social Dependencies			Social Deliverables
3	Note: much of this timing depends on the priority of the event. The higher the priority, the earlier we will need to work together on these checklist items.
4
5						Pre-Event - General
6	t - 20+ weeks					Set expectations with Experiential team and Comms team about SBT's 4 essential onsite social coverage requirements: photographer, hardwired internet access, workspace + access (media pass). For more details, see Onsite Needs and Livetweeting Needs below. If they can't commit, we will use our remote coverage model. Recommend we do not book travel until they commit. Thoughts?	Experiental	x		For future onsite coverage
7	t - 20+ weeks					List of contacts - roles and responsibilities and contact info	Experiental
8	t - 16 weeks					Overview of the event - where, when, who (execs speaking), approx size of audience	Experiental
9	t - 16 weeks					Tier/priority - what is the business priority for our social biz/comms team?	Experiental
10	t - 16 weeks					Messaging for the event	Experiental
11	t - 16 weeks					Goals of event coverage: general goals + social goals	Experiental
12	t - 16 weeks					Which social account and team will be primary coverage for the event? Does it live on SBT or outside team (Susie's team)?	Social Business
13	t - 16 weeks								High level social coverage recommendation- Intent to cover
14	t - 16 weeks					For non Dell events? What is the sponsorship package? What are the requirements and/or limitations? (SXSW, VMworld, WEF) What social content is required as part of our package? Where will the content live and on what social platforms? Whos handles?	Experiental
15	t - 16 weeks					What creative resources are available to creative new social assets for promotion? (Opus, Invision, Dell Blue, Content Studio?)	Experiental
16	t - 15 weeks					VID for event (does this include some overarching social assets in first round?)	Experiental
17	t - 15 weeks								Social business weekly workstream set up
18	t - 15 weeks								Social team to provide creative requests & inspiration based on other recent events
19	t - 14 weeks					Will there be a professional videographer? For example, by TV team (like at SXSW, DellTechWorld, AI summit), or by another vendor (like at Dell in the neighborhood). Can we livestream influencers who are part of key programing Where is the primary destination for that livestream? Often, it is our dotcom.
20	t - 14 weeks					Will the Keynotes or content be truly live (like at Dell Tech World and CES) or will it be pre-recorded (like at AI summit)?	????
21	t - 14 weeks					Will there be any new Digital event features that we need to be aware of? If so, need to identify owners	Digital
22	t - 14 weeks					Understand the promotional timelines from experential marketing and where they would like us to drive traffic to
23									V1 of a Social Plan- Does not include influencers or execs
24	t - 12 weeks					Execs + speakers-- who will be speaking on behalf of us and what are their promotional plans?	Exec comms/Experiental
25	t - 13 weeks					Ask Comms and the Experiential team about any potential legal contracts for the event (with influencers, celebs, etc) and get Janice Chang in that loop.	Experiential/Influencers
26	t - 12 weeks					Are the speakers smac certified/social trained/spokesperson training?	Social Business		Provide Training documentation and cross reference Smac certified/exec list for targeted communciations
27	t - 10 weeks					What are the key webpages social should be driving traffic to (blogs, DT pages, virtual experience)	Experiential
28	t - 10 weeks					Any special legal considerations, like with GDPR at IFA
29	t - 10 weeks					Event landing page to drive traffic to such as this for SXSW at https://sxsw.delltechnologies.com/ or at least a blog post that overviews Dell's event schedule such as this for HIMSS at https://blog.dellemc.com/en-us/himss18-making-healthcare-digital-transformation-reality/
30	t - 10 weeks					Define where the big news content will be hosted on the website (launches, partnerships)	PR
31
32		t - 8 weeks				List of influencers, their roles within program, how we can work with them so we can look for storytelling opportunities	Influencer team
33		t - 8 weeks				If partner event like Marvel or F1 or Intel or PGA Tour, a lists of social do's and dont's from the partner	Sponshorship team/Experiental
34		t - 8 weeks				Existing content that is relevant to the event. For example, will speaker refer to any of our customers where we have customer story assets (landing pages, creative)?	Experiental
35		t - 8 weeks				Other relevant existing content: Will speaker refer to our research like Realizing 2030 or Vanson Bourne?	Brand
36		t - 8 weeks				How do all launches and news fit together? If there are multiple launches, there needs to be a single unified blog/webpage that shows how the launches tie together	PR
37		t - 7 weeks				For digital events, do we need to use any of our social playforms (youtube) to host unlisted content?	Experiental
38		t - 7 weeks				Pre-event blog post that gives more context such as https://blog.dell.com/en-us/dell-technologies-brings-the-experience-to-sxsw-2018/	Experiental
39		t - 6 weeks				Run of show
40		t - 6 weeks				Need professional photographer onsite		x
41		t - 6 weeks				Prefer professional videographer onsite who can also edit		x
42		t - 6 weeks				Craft approval plan for execs like Michael	Exec comms
43		t - 6 weeks				If celebs appear during keynotes or otherwise at event (Jeffrey Wright, Ashton Kutcher), need to know legal guidelines. Also need to know guidelines for post-event reuse of content that shows celebs (recall Jeffrey Wright issue last year).	Influencer Team/Exec comms
44		t - 5 weeks				Demo and overview of the virtual event platform	Digital
45		t - 5 weeks				How do all launches and news fit together? If there are multiple launches, there needs to be a single unified blog/webpage that shows how the launches tie together	PR
46		t - 5 weeks				For Instagram requests, let's collab early as well - need to discuss IGTV, IG Live, IG stories, IG posts. Then later, please use intake form to solidify content rollout. Farah will need to work with you to storyboard. Instagram has different creative needs and strategy requests
47			t - 4 weeks						Social to create social media board to upload social assets for promotion within sprinkr
48			t - 4 weeks						Social Team can provide V2 of social plan with channel spesific content coverage plan
49			t - 4 weeks			Shot list - Communicate our shot list to the Experiential team - Social Ed will make an evergreen shot list as a base and we can collaborate on it	Experiential	x
50			t - 4 weeks			Define upload and access process for photographer/videographer (box, smugmug, airtable?)	Experiential	x
51			t - 3 weeks			Demo content and overview part 2	Digital
52				t - 2 week		Livestream pre-recordings	Experiential
53					t + 1-2 days	recap blog post such as https://blog.dell.com/en-us/dell-technologies-sxsw-2019/
54
55
56						Meeting social would like to attend
57	t - 8 weeks					Comms meetings - owner/day/time - Social Ed would like to attend to better understand messaging
58	t - 8 weeks					Experiential meetings - owner/day/time - Enablement attends and leads on those. Social editors can attend as needed
59	t - 8 weeks					Launch meetings - owner/day/time - If launches, social editors need to attend those meetings. Enablement leads.
60						Workstream for influencer/social ops
61
62						WHERE WE LEFT OFF, BELOW NOT UP TO DATE
63
64						Launches, news and announcements - Events are often where our company launches new products, services, strategy and/or partnerships
65
66						Messaging of products/services/partnership news (per the old Dell EMC launch process a document always had to be submitted for each launch)
67						Tier/importance/priority of each launch
68						Timing of each launch - embargo dates and times of press releases and blog posts (see cell N4-N10 of previous worksheet on launch timing)
69						Will launch news be announced during a livetweet session - on stage, for ex, or at a press conference? If so, precise timing and content preparation become key.
70						Creative assets to promote launch
71						WIP landing page for each launch - so we can preview the landing page and learn more
72						Final landing page for each launch
73
74						Livetweeting needs - whether onsite or offsite
75
76		t - 8 weeks				Need photographer onsite - note that the photographer should reduce size of photos to <2MB each, preferably < 1MB.
77			t - 4 weeks			Evergreen shot list + anything specific that is special about the livetweet session
78				t - 3 weeks		Well-defined photo upload process and quick access to photos and videos
79				t - 3 weeks		If MSD coverage, then need Laura or her proxy nearby to approve
80			t - 6 weeks			If busy/important sessions, need a separate person to upload photos into Sprinklr (like at DTW and SXSW)
81			t - 6 weeks			Need 1 social editor per handle to livetweet. Example: Julie livetweeting on @DellEMC and Jane livetweeting on @DellTech
82		t - 8 weeks				Fast internet access wherever we are - at event (hardwire, private wifi, media wifi, hot spot) or offsite (at office/home)
83						If launch or news happening during livetweet session, then see Launch, News, Announcements above
84			t - 4 weeks			Attend rehearsals and/or get access to speaker notes - super important
85				t - 2 weeks		Access to speaker's slides - also super important
86			t - 4 weeks			Outline of speaker's talk - Will speaker mention any of our customer stories? If so, we can be prepared with those assets ahead of time. Same is true for topics like oceans plastics, Realizing 2030, etc. If we know, we can be ready.
87						If onsite, see Onsite Needs
88
89						Onsite needs - whether livetweeting or not
90		t - 8 weeks				hotel info for booking
91		t - 6 weeks				media pass/credentials
92						If livetweeting, see Livetweeting above
93			t - 4 weeks			Fast internet access - hardwire, private wifi, media wifi.
94	t - 20+ weeks					2 workspaces - 1 space during livetweeting/content capture - and a 2nd space for afterwards, to process content
95				t - 2 weeks		Sustenance (food, water) + access to bathrooms, shelter
96				t - 2 weeks		Compliance/release forms as needed (i.e. GDPR in Europe) for interviewees
97				t - 1 week		Schedule of who needs to be where at what time
98			t - 4 weeks			List of onsite contacts and roles/responsibilities
99
100						During event