|
|
Special Events Take Planning
by Martin Cohn
In today’s competitive business market it is necessary to take steps to make people notice you and your company.
Meetings, networking, fundraising, advertising and socializing are all significant factors of a prosperous business. One
way to maximize the potential of these affairs is to plan an “event to remember”. The key to planning a successful
special event is organization. There are several parts of an event that must be coordinated. Every detail is
critical to the outcome. If you are organized throughout the planning, everything will flow smoothly. A simple way
to keep track of all the details is to make a checklist. The following seven categories should be headings for a special events
checklist.
1. Site Selection — It is important to have a site that satisfies all of your needs. Is the location
convenient? What are the traffic patterns? Is there electricity available in the rooms? Does the site supply
police details, parking and security?
2. Invitations — The type of invitation that is used can set the mood of the event. The list of guests that
are invited could determine how successful your event is. It is important to mail the invitations early enough to give the
guests enough time to prepare for the event. Also, be sure to carefully keep track of the responses.
3. Programs — You want your event to be interesting. Who should you invite to speak? A printed program of
the event should be prepared. Be sure to organize any awards, certificates or plaques that must be given out. A
seating chart and name cards will help your event to stay organized.
4. Equipment — You may need such things as centerpieces, decorations, podiums, display tables, audiovisual
equipment, sound systems, or special lighting for your event. The conference hall where you are holding your event
will usually supply any equipment that you need. However, many times it is very expensive. It would behoove you to look
into the prices of such
rental and see if you may be able to find a more reasonable price from somewhere else. Do check with the facility first to
make sure they will allow you to bring outside equipment in.
5. Finance — In determining what resources you are going to use, finance plays the star role. You should
decide on a budget and try to stay within that amount. Keep track of everything in an accounting journal. Save all
of your receipts. You may also want to keep a small petty cash fund for any miscellaneous needs.
6. Publicity — Of course now that you have planned this event, you want everyone to know about it. You need to
publicize your event. Figure out who you want to target. Send news releases, media advisories, and special
invitations to the press. Paid advertising and public service announcements will also be helpful. Posters, bumper
stickers and buttons are other methods for getting publicity.
7. Clean-up — After your event you will need to physically clean up. In addition, you will need to thank everyone
who was involved. Send thank you’s to speakers, special guests, volunteers, and other vendors or suppliers. Make
sure to return all of your equipment on time to avoid any late fees.
Martin Cohn is president of Cohn Public Relations, a Brattleboro, VT based full service public relations firm. Martin and his
30+ years of public relations experience can be reached by phone at
617-962-3136 or by e-mail at martin@cohnpr.com
|
© 2003 Cohn Public Relations
Privacy Policy |
Contact |
|
|
