Communication updates and discussion - SBCC Summit 18 Secretariat

To: SBCC Summit 18 Secretariat

Hi - in advance of the Secretariat call tomorrow (September 14, 2017) a quick update on progress with the communications elements of our preparation:

1. The Secretariat platform has been developed and initiated

2. The Steering group platform has been developed and refined

3. The CI and JHU met in Baltimore and went over the taxonomy terms that are crucial as a core ingredient for the communication process - registration, abstracts, abstracts review, knowledge generation and organisation re the conference and other matters. JHU has then worked on these and it is the top attachment here.

4. The CI network note introducing the Summit was sent to the 48,000 Drum Beat subscribers. At time of writing it had been opened 7,589 times - an indicator that people are reading. 

5. A note to the Soul Beat network (19,000) has been drafted and will be sent Friday or Monday

6. We are working with CILA to draft a note in Spanish to the Son de Tambora network (30,000) and it should be cmmunicated next week. 

7. Just to note that these are prelimnary notes. We will repeat this process when the registration link is opened

8. In Baltimore last week there was a meeting to prepare coordination across the two platforms - Cvent which will handle registration, payment abstract management and the conference scheduling; and The Ci which will handle sharing the presentations, online debate and dialogue related to presentations (both people in Bali and others) and overall knowledge management. A further meeting is planned for next week to finalise.

9. We are gathering the key contact people for other networks and partnerships interested in joining the Communications sub-committee and that is the priority for next week. Unfortunately some, such as Glocal Times are no longer in operation. 

Hope that helps. I am sure that I missed some things!

Best - Warren

To: SBCC Summit Secretariat

Hi folks - a quick update from the communications perspective and a few related points.

1. The "email open" numbers from the Soul Beat and CI Gobal notes are now over 13,000 - so a fair few people are taking a look at the initial info on the Summit. An OK start. 

2. Spanish note to CILA network not yet done - hopefully later this week. 

3. Next milestone will be when Abstracts submission is open. We will send other notes then.

4. We have submitted a note to the PELICAN network. As they are social and behaviour focused with an emphasis on research and evaluation hopefully the note will be approved by the moderators.

5. Have also sent text to the GFMD and C4D network focal points - suggested that they send their edit of that text to their networks. 

6. As part of the PELICAN, GFMD and C4D network notes have asked again about their participation in the communications sub-committee. When we have those responses we will convene a communication sub-committee meeting. (Marla - will be in touch soon re this as Springboard involvement is of course important.)

7. The notes to the network have produced a number of questions of course. As these come in we will collate into themes and share as could be helpful for planning. 

8. So we have advanced the plan that was in place to have a venue to convene people interested. Almost all are in The CI network so have accounts. The base platform is here  

9. We will add people into this network - eg lthose who were in Addis, the people responding to our notes, the Steering Commttee and Secretariat, etc - and then others can join. Provides a place to send those interested. It will provide one place for updates, online communities, etc. These can be reviewed online and there will also be an email process.

10. But, before we do that a few points:

A. Stephanie - can you please check the Secretariat and Steering Group web site links.

B. Are we sharing the Framing Paper beyond just the Sec and SC? It might be helpful to have a link from within the platform above.

C. There are various things that this platform does that can replce some of the placehiolder links in the web page design - will go over these with JHU. 

D, The papers for the Steering Committee meeting on Thursday are here

E. This week we will also look at the social media plan.

I am sure that there is more but will stop there. Any comments, observations or questions please send through the comments facility. They would be most welcome.

Thanks - Warren

Hi folks - just a very quick further update from here between some conference calls.

1. Summit resonance - I guess we are wondering if the Summit themes are resonating with relevant folks? The 13,000 email opens helps but we wanted to see a response from non-The CI network. As we are all expected to do we threw up a quick summary of the Summit based on the framing doc language. First place we used this was in a note to the PELICAN network. PELICAN approved abd shared this communication early this morning PST. So far there are 180 page views. This number will be larger as Google Analytics lags. Users have spent an averge of 3 minutes on the page. We will continue to monitor this indicator. But a reasonably good start.

2. Notes to your networks - It would be excellent if you could send notes to your networks. In case helpful below is the text I have used as an intro to the Summit - but feel free to edit of course. That text is also attached when you view this message on the platform. 

3. Communications sub-Committee - Concerning the Communications sub-Committee please let me know if there is someone else from your organisation whom you wish to be inlcuded as part of the Communications sub-Committee. JHU is already involved at that level but if UNICEF, SCISJ, BBC Media Action also wish to have someone on this sub-Committee please let me know. Would be good.

4. World Economic Forum - Unrelated to the Summit The CI has received an invitation to discuss writing a series of blogs on social change for the Word Economic Forum. No promises and no agreement yet. But if this happens it may provide an opportunity for Bali also - esp private sector involvement. As this opportunity also potentially relates to the Global Mechanism, Breakthrough - Action and a bunch of other initiatives I will do a separate, joint email soon. 

Thanks again - text below and as an attachment when you are on the platform - Warren

DRAFT TEXT FOR POSSIBLE NOTES TO YOUR NETWORKS

Hi folks – this is an initial note concerning the forthcoming Summit: "Shifting Norms, Changing Behaviour, Amplifying Voice: What Works? The 2018 International Social and Behaviour Change Communication Summit Featuring Entertainment Education” to be held in Bali, Indonesia, April 16th to 20th, 2018. You can find an overview of this summit at this link.

Coming soon will be details on abstract submissions, registration process, Summit web site, online communities related to the Summit, programme and much more. We will post updates into PELICAN (EDIT TO YOUR ORGS). There will also be an update network – again more details soon.

For now, given your interest in social and behaviour change, communication and media for development, can we please prompt you to make a note of this conference and perhaps pencil it into your schedule?

This Summit is being planned by a small secretariat that includes the Johns Hopkins Center for Communication Programs, The Communication Initiative, Soul City Institute, UNICEF, and BBC Media Action with guidance from a Steering Committee that also includes Minga Peru, Citurna, Imaginario, DASRA, Pambazuko Mashinani, Feminahip, Bill & Melinda Gates Foundation, USAID, KPP-PA, CCP Pakistan, PSI, and Wellcome Trust.
 

A quick reminder that there is an overview of the Summit at this link with more to follow re abstracts, registration, programme and other important details.

Most happy to answer any questions.

 Best wishes

Warren (and on behalf of the Summit Secretariat)

Jen and colleagues – Hi and congrats on getting the website out the virtual door. The Q that follows was prompted by sending info in Spanish re the Summit to everyone in The CI Latin America network yesterday. There have been 3,000 plus email opens specific to that note so far.

Can you please remind me where we got re translation on the site. As I understand the situation there will not be translation of text content – is that correct? But for forms, titles, guidance notes, etc most platforms (and I assume that this is available in Cvent) have a translation interface. When done this means that anyone opening the Abstracts and Registration forms from a computer/lap top with, for example, Spanish chosen as the language for the interface, then they see the Abstracts and Registration forms in Spanish. The same for French.

Apologies if this is already in play and I missed it! Given even the very initial interest from Latin America as indicated above, possible interest from Francophone countries when we send that note, and the fact that there is translation at the event itself I thought I would re-raise this issue.

Thanks - Warren

Hi - below the communicationS strategy as referenced this morning. Draws from discussion at initial sub-comm CommS meeting. Please feel free to undertake the activities outlined as well with your staff, networks, etc - that would be excellent. We will also ask Steering Committee folks to do the same. Happy to answer any Qs - Warren (and on behalf of Marla)

At the initial communications sub-committee meeting we agreed to outline a brief strategy. Please see this below for your review and comment. Thank you.

 Initial Communications strategy - What works? Summit

GOALS

There are 3 overall goals for this sub-Group

1. Ensure both the social and behaviour change community and others in the Development sector are fully aware of this conference and can easily register, pay and attend

2. Organise knowledge submitted to be shared (abstracts) at the conference; the assessment and selection of that knowledge; create and facilitate the pre-, during- and post knowledge sharing and virtual engagement with the conference

3. Support communications activities with the press and relevant external groups before and after the Summit

KEY INITIAL MILESTONES

At this stage our focus is on the first of these goals. There are two major milestones:

a. November 27, 2017 - deadline for submission of abstracts - Abstracts are open now
b. March 1, 2018 - deadline for registrations - Registration process will be open very soon

TARGETS

As part of the overall process of organizing this Summit related to participation and “content” we have two targets that guide us all.

a. Between 1,000 and 1,200 people register and attend
b. Between 600 and 800 abstracts submissions are received.

Those targets are our communications focus for October to December 2017. If we do not have people attending and content to present then there is of course no Summit!. We will begin to address our other roles later in 2017.

ACTIVITIES

During October and November 2017 we are encouraging everyone to please do the following related to their membership and networks and through their communication processes - newsletters, network or membership notes, web sites, twitter, Facebook, LinkedIn, Snapchat, Instagram, etc:
 

1. Provide an introduction to the Summit
2. Encourage people to register to attend
3. Encourage people to submit abstracts for consideration
4. Consistently use the hashtag that we agree

PROGRESS and METRICS

It would be very helpful if we could communicate amongst ourselves, with overview reports to the Steering Committee:

a. Progress with these tasks - for example newsletters sent highlighting the Summit
b. Some metrics that indicate interest - for example page views, email opens, views on Linkedin etc.

We will put together an excel or google sheet that can be easily updated by everyone.

RESOURCES and GUIDANCE

There is a dropbox with the materials in support of the networking and information processes being undertaken - logos, announcement drafts, images, etc are here

JUST THE BEGINNING

This is just the beginning. As highlighted the above relates to the present imperative - people attend and the Summit has content!

sub-Committee dates and time

9pm Jakarta, 10 am PST, 7am EST (we will need to watch daylight saving time changes) on these dates - have specified the first 5 dates and then we can review

17 October;

31 October

14 November

28 November

13 December

OTHER ROLES in the SUMMIT PROCESS

In the course of our call some indicated an interest to be involved in more than just the communications role. That would be excellent. I have outlined below the names of the other working groups. If you have an interest in any one of those Marla or myself can broker an intro to the convenor of that group. Just let us know.

Sponsorship
Logistics
Scholarships
Programme
Keynote speakers
Special events
Outputs

Hi - Susan raised the hashtag point in this mornings meeting. We had sent the following to the CommunicationS sub-group. Please do feel free to contribute your thoughts and suggestions through this thread. They would be most welcome.

NOTE to COMMUNICATIONS sub-group

Hi folks - just a quick note with some data on the communications related to the Summit. As outlined previoulsy we have strictly focused on getting the word out re registration and abstracts. Though progress has also been made on a social media strategy - more soon. 

The excel attached (when you open this message on the platform) provides the data organised by each of the partners in the CommS group. There are gaps - for example I am still not receiving (I think) updates on user sessions etc on the Summit web site and we are missing email opens for the JHU communications. We will update all of this on a regular basis. A few highlights:

Emails sent - 181,574

Emails opened - 52,666

Facebook people reached - 8,665 (NB lots of data missing here)

Twitter impressions - 9,035  (NB lots of data missing here also)

This is just partial core data at this time, as explained above. Other orgs outside the CommS group will also be communicating of course.  And many of us will be sending additional notes soon to our networks.

Most happy to answer any Qs - Warren

Hi and apologies again re the call this morning. Just an FYI that I sent the following to the Communications sub-group this morning. Wiil fill them in over the next couple of days with more detailed data as part of both recognising the role they are playing within the overall planning process and growing the commitment to and engagemment with the Summit. Marla has provided some excellent data re the Summit web site. And there is other data also available. One reason to do this of course is that it is about this stage in a process like the Summit that people in the field begin to wonder if it will happen! The data we all now have provides a compelling answer and could help to accelarate further enaggement and action by the comms sub-group. Thanks - Warren

PS any objection to ne sharing below with the people involved in other Summit groups?

NOTE TO COMMUNICATIONS SUB-GROUP - December 7, 2017

Hi folks. We have all been working in the first phase of our communications strategy to focus on ensuring that there was content for the Summit (the abstracts) and people to attend (registrations). With the abstracts process have closed yesterday (December 6, 2017) I wanted to provide you with a quick update ... and to express the thanks of everyone involved in this process for your engagement and action that has made a huge contributio to the numbers below. Through your network and membership communications, as well as efforts from others involved in planning the Summit, we are in the following position:

Total Abstracts submitted - 1,287

This is a very healthy number - congrats! They will now be reviewed by the programme sub-group and selections will be made for the Summit. From a quick review a few days ago they are focused on a good cross-section of all of our work. I will try to udpate on this soon.  

Total registrations to date - 178

As the closing date is not until March 1, 2018 this is an excellent start. Of course lots of the people and orgs behind the 1,287 abstract submissions above may be waiting to see if those abstracts are selected before registering. There were also 192 people (memory - check) who started the registration process and left it. We are looking at this in order to understand. It could be related to the payment page! If you are amenable to sending further communications to your networks and memberships this week can I suggest that these focus on the early bird registration discount closing on December 15th. But I suggest at this stage that the numbers above are not communicated. The abstracts just closed and we will propose soon some substantive text re that number and registrations. 

Thanks again - tremendous effort by all. I will write again soon with a suggested next meeting date and time. Apologies that due to travel this has been a bit messy lately. When the early brd registration closes we can turn to focus on the fun stuff of the substantial communicatons strategy around the Summit that is inclusive of both those attending and not able to attend - networks, groups, comments, video streaming, debate, dialogue, ratings, social media streams and lots of others!

Best wishes - Warren

Hi - during the Secretariat call on Thursday there were Qs re the Communications Strategy for the Summit. Just a reminder that the strategy was posted here within the Communications Section of the Summit Secretariat space on October 12, 2017 for your info and review. Goal 1 and Milestone 1 were the immediate, almost exclusive priorities given the abstracts and early bird registrations deadlines. Data has been communicated in the past to back this up - for example we are probably over 300,000 emails related to the Summit. Hopefully that has played a role in the number of abstracts submittted (1,300?) and the early regsitration numbers (250?). We will continue to push registrations but in the next Communications meeting on Tuesday 19th will also have a discussion on the best strategic steps concerning the substantive communications for the Summit, with a specific emphasis on engaging people attending and not attending Nusa Dua. All thoughts and ideas most gratefully received - Warren