Social Media Timeline

***NOTE: These timelines are estimates, you may need to adjust for your specific convention date

What your position needs to have done: Bold items are time sensitive, others still need to be done, but can be more flexible.

Immediately after accepting the position

• Get access to your convention email.
• Read through the emails to get an idea of what sort of messages you should expect for the next year.
  • Contact helpdesk@digitalgrail.org if you are not able to get access/permission for your email and Google Drive or any other tech concerns
• Validate information on the convention’s website and notify webmaster@<convention email> of any changes or additions you would like.
• Get access to all social media accounts owned by the convention.

9 months before the convention

• Go through pictures from previous year’s con with an eye towards what might be a good cover photo for future postings. Save them to a personal folder for easy access.
• Ensure we have a theme appropriate graphic on any social media homepages and avatars. This should include any social media outlets you or your team will manage. Facebook and Twitter are required, others are at your discretion.

8 months before the convention

• Ideally prepare at least one ‘weekly’ item to post to the conventionn Facebook page. Suggested: photos, trivia, conversation starter...
• Schedule posts of your weekly items on Facebook for at least the next few months. It is suggested to get all 52 done and over with at this time.
  • If possible you can you use HootSuite for this.

5 months before the convention

• Ask staff for things they may want posted (continue to do this at every meeting until con). Begin working on a schedule for postings closer to con.
• Request days off for con from work, it's recommended to also request the Monday after the convention as well.

4 months before the convention

• Ask Graphics if they want to switch out banners and avatars. If provided with them, make sure they get posted.

3 months before the convention

• Work with Graphics to design 8 ½ x 11 poster to hang around con. Make sure they get printed (20ish copies)

2 months before the convention

• Work with Scheduling to figure out some key items to digitally ‘herald’ during con.
  • Herald meaning to advertising to draw people to an event.

Month before the convention

• Validate Social Media SOP, and ensure any updates are complete before the end of the first week. This will include information about how Ops/Reg/Convention Heads should handle different things that may arise related to your position.
• Schedule digital heralds.
• Start advertising our hashtag.
• Send anything you need announced during opening and closing ceremonies including slides to Ceremonies by the end of the month.

Month of the convention

Get your team ready for con.

Responsibilities at the convention

• Find ‘post-worthy’ moments. Use hashtags, posts, etc. to keep pages fresh every couple of hours.

Month AFTER the convention

• FOLLOWING CON: Posts leading up to other conventions (example: Anime Fusion, CONvergence, etc)
• FOLLOWING CON: On all social media venues, put in place all non-year specific banners and avatars, unless Graphics has provided year-specific ones for you.
• Post things from the following conventions, as well as things following those conventions, as directed by those convention teams.
  • AKA show our support for other conventions via social media.

November

• Schedule a post for late November (prior to Black Friday), and also one for mid-December, reminding congoers of badges being a great gift idea.