Materials for PR, marketing, training & management - TEDxJarocin

As the lead organiser of TEDxJarocin 2024, I was responsible for generating all materials for managing and promoting the event as well as a mini-course for our speakers.

Social media text, images and video

A regular email newsletter for speakers

A 4-part training course to help speakers prepare their talks

A CRM spreadsheet for tracking audience relationships

An Email funnel for audience members

Programme notes

Edited speaker videos and event intro video

A newspaper article reporting on the event.

Event promotion was focused on Facebook, Instagram, X and Youtube. We created a plan with several stages, moving from posts introducing the volunteer team to posts introducing the speakers, then revealing their talk subjects and finally on to a more dynamic stage in which we created a building sense of anticipation through inspirational videos and behind-the-scenes documentary content.

https://www.facebook.com/tedxjarocin

In addition to social media, there were a number of other PR and marketing materials that I generated, including website content, a press release and a newspaper article.

Our speakers ranged in ability from totally inexperienced to highly professional. Nevertheless, all of them required some kind of guidance regarding the nature of a TEDx talk. My solution was to create a flexible course that speakers could dip into and find the takeaways they needed. It was delivered in PDF format in 4 parts, with exercises included. It was sent out with the regular email newsletter that was designed to give the speakers a feeling of community and confidence about the event.

The management of the event required mastery of a lot of detail. The most complex area was the tracking of our relationship with each audience member. There were several different paths that they could be on, such as the 'VIP invitation' path or the 'Accompanying a speaker' path, and each of these paths had several stages, such as 'Confirm attendance', 'First funnel email sent' or 'Checked in at reception'. This was all tracked using a spreadsheet (Google Sheets). Formulae were used to ensure that we had an up-to-date overview of the numbers of people expected and actually attending. This helped us to pace our sending out of invitations perfectly and achieve a full house at the event.

The end of the event itself was not the end of my activity. I spent an intensive period of two weeks editing the videos of speakers for publication on the TED YouTube channel, for which I used Lightworks.