Shraddha Ranganathan

Odorama communication essentials

You'll be sending out a LOT of emails, this page structures them out for you

You just finished Odorama, so there's some downtime, right? Well, not quite. With Odorama being a monthly thing (and the fact that it's a signature event), you'll have something in the range of 3 to 7 weeks between two Odoramas. Also considering the fact that Neo Futurist Dinner (another signature event) is also monthly, the overlap can be a bit much when it comes to the communication schedule.

This schedule consists of two distinct halves:

  1. Communication with the Lecturers and the Curator
  2. Social media communication.
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Screenshot of inbox during setting up an Odorama -

 

  1. Social media (Mediamatic website + Facebook + Instagram): 
  • The week after one Odorama is over, plan a communication meeting for the next one. We always announce the upcoming one and the date it'll be held, at the previous Odorama. At this meeting, the goal is to check if there are any overlaps with the next Odorama and another event, or if any special considerations need to be made for the posting schedule. Take these into account when planning the posts.
  • Make posts in bulk when you have the time. Odds are you won't have much time when it gets closer to the date. Posting can be scheduled on Buffer. 
  • Make sure you're on the communicatie calendar so you know the schedule for posting. 
  • Make an event page as soon as you have enough details (Theme, date, speakers). Also make the event page for Facebook immediately afterwards. 
  • Add the speakers to the relations page on Stager.
  • Standard posting schedule - Facebook : There are two fields to be considered on facebook, the event discussion page and the main Mediamatic page.       
  • Main page : post 1x per week, for two weeks before the event. These posts will be generic, related to the theme of the event and not be too specific to the speakers.
  • Event discussion page : Post 6x in total. The spread is 3x posts per week, for two weeks preceding the event. These posts should be more about the details of the event, or profiles on the speakers' work. See examples here.
  • Reminder posts : The day before the event, make a short and to-the-point post, including a fun fact/hook phrase about the event. Make sure it is not long/detailed. 
  • On Facebook, also make sure to follow people/groups/organizations who are also interested in related things. Make a point to comment/share their posts (not in the weeks preceding Odorama, just in general).
  • Standard posting schedule - Instagram: We start posting 2 weeks before the event. In these 2 weeks, we dedicate 3 full days to Odorama posts. There can be more posts, outside of these 3 days, but the Odorama posting days are dedicated to only Odorama posts. 
  • Avoid pictures of the speakers' faces/pictures from their bios, unless the picture shows something relevant to the event.  

 

      2. Communicating with the speakers

 Emails, you can find templates here.

  1. As soon as you're put on to the event, send an email to the curator (usually either Frank Bloem or Caro Verbeek). This is an introductory email, introducing yourself as the contact point for the upcoming Odorama. In this email, ask for text that the curator wants in the event page. Also ask who the speakers are.

  2. Alongside making the event page, you also need to make profiles for the speakers. For this, email all of the speakers, introducing yourself and asking for a picture to put in the bio and some text to include about them. 

  3. If the speaker has never done an Odorama before, remember to mention the format of the Odorama!

  4. Send the curator an email with a link to the event page to get the go-ahead before making the event page public.

  5. Email the speakers at least two weeks in advance asking about scents that they will need for the event. We may need to order them, and so there needs to be enough time to make sure they're delivered. (Orders are usually made at hekserij)

  6. About a week before the event, write to all the speakers with information that you have up until now. This email will generally include timing, location and programme. It also gives an update on the smells you already have, and asks for their presentation (in 16:9 always). See example below.
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    Screenshot of an Email example -

  7. Even after this email, speakers might not send you their presentation in time. Send the speakers individual (!) emails asking for their presentation. 

  8. The day after the event, send a thank-you note to all the speakers.