Create a Event Recap for Email and Social Media
How to Use AI to Create a Non-Profit Event Recap for Email and Social Media
🎯 Objective:
You just held a great event and you want to get the word out -- both to attendees and to others -- about what a great event it was. You are working against the clock because you'd like to send out the recap while memories are still fresh and the event is still newsworthy, ideally within 24 to 48 hours.
But it's a little bit of a challenge because (1) you want to make sure all the details are accurate, e.g. speakers' and attendees' names and (2) ideally you are sharing the news on multiple platforms -- email, your website, social media -- with a message tailored to each platform.
⚙️ Solution:
Step 1: Gather All Pre-Event Materials
Collect the promo materials, invitation text, and speaker bios. These resources can serve as a foundation for your recap's introduction and provide context for your audience.
Use AI to help organize or summarize this content.
Step 2: Capture Event Highlights in Real Time
Have someone on your team take notes during the event on key moments, quotes, and feedback.
Use AI tools like voice-to-text or note summarizers to quickly transcribe key takeaways and any notable quotes from speakers.
Monitor social media activities using relevant hashtags to see what attendees are posting during the event.
Step 3: Organize Post-Event Content
Collect all photos, videos, and any social media posts from attendees or your organization.
Use AI to categorize or tag this content for different platforms (e.g., selecting short quotes for Twitter or larger infographics for LinkedIn).
Step 4: Draft the Recap Content with AI
Create a template for consistency: Start with an overview, list event highlights, and include any media (photos, quotes, feedback).
Use AI to help draft a detailed overview and highlights section. Summarize the event’s purpose, major activities, and key moments.
Insert quotes from speakers or feedback collected from the event. AI can assist in identifying standout quotes from transcripts or notes.
Add a brief call to action (CTA), inviting readers to engage further (e.g., visit your website for more info or donate).
Step 5: Tailor the Content for Each Platform
Website Post:
Write a detailed overview of the event with a summary of the key outcomes and data.
Embed photos and videos within the post.
Use AI to help incorporate SEO keywords to improve search engine visibility.
Add a call to action at the end—such as links to related initiatives or donation opportunities.
Email Newsletter:
Keep the recap brief and to the point.
Thank participants for attending or engaging.
Include a few key photos or a short video.
Provide a link to the full event recap on your website for readers who want more details.
Social Media:
Twitter: Use AI to create a Twitter thread summarizing the event highlights in a series of tweets. Incorporate relevant hashtags and gifs or photos from the event.
Facebook/Instagram: Use photos and short captions to tell the story. Encourage followers to share their own experiences or comments.
LinkedIn: Focus on a more professional tone. Share infographics or key statistics. Direct readers to the website for more details and encourage professional engagement.
Step 6: Review and Publish
Have a human editor review all AI-generated content for tone, accuracy, and proper grammar. Ensure the content aligns with your organization's voice.
Aim to publish the event recap within 24-48 hours of the event for timeliness.
Sample Prompts:
"Summarize the event [EVENT NAME] in 3-4 sentences for our email newsletter. Include key outcomes and a thank you to attendees."
"Create a professional LinkedIn post that highlights the top 3 takeaways from [EVENT NAME], and encourages readers to visit our website for the full recap."
"Generate a Twitter thread for [EVENT NAME] summarizing major speaker points, using the following hashtags: [#Hashtag1, #Hashtag2]."
"Create a detailed event recap for our website. Include an introduction, 3 major highlights, quotes from the keynote speaker, and a call to action to donate."
🚀 Take it to the Next Level:
Use AI to analyze feedback: Post-event, gather audience feedback (e.g., surveys, social media comments). AI can analyze sentiment or surface trends in what attendees appreciated most or where improvements could be made.
Leverage multimedia: Experiment with AI-assisted video captioning or transcription tools to create snippets of your event for easier sharing across platforms.
Consider creating platform-specific graphics using design tools that integrate AI for faster content generation.
⚠️ Keep in mind:
Human review is crucial: Always have a human editor review AI-generated content to ensure accuracy and the appropriate tone.
Tailor your content: Each platform requires different levels of formality and content length. AI-generated content may need adjusting to match the expected style.
Monitor time-sensitive material: If the event recap includes time-sensitive information (e.g., upcoming deadlines or offers), ensure it is clear and accurate before publishing.
Photo Integration: To learn more about how to optimize the integration of photos and videos into your recaps, see our separate guide on "Incorporating Visual Media into Event Recaps."
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