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Chapter 13
- 1. Chapter 13: Events & Promotion Meredith Cox
- 2. The To-Do list for Planning and Hosting a Successful event requires specific steps be taken before, during and after the meeting.
- 3. Invitations should be sent out at least 3-6 weeks before the meeting so that attendees can fit it into their schedule. For smaller meetings the invitation can be more informal (e-mail or flyer will suffice). Location and meals should be considered in advance to accommodate the number in attendance. Guest speakers should be booked well in advance as well.
- 4. Events can become very costly once you consider the venue, food, guest speaker, and other essentials like decorations. Organizers can save money by planning ahead because they will not be making expensive, last minute purchases. A detailed budget for the event is necessary so the organization can plan for payment. Events can be paid for through donations, corporate event budgets, or even ticket and table sales.
- 5. Although events can be expensive, the cost is worth it to companies because face-to-face social contact is better for building relationships that virtual communication.
- 6. At larger and longer lasting events, like conventions, it is important to add appeal. Programs and seminars must be on interesting topics and recreational activities must be included during the event. Web tools can be used as well like email invitations, social media promotion of the event, and electronic tracking or attendees.
- 7. Promotional events, like trade shows can help a company gain many customers and business partners. The show must be appropriate for your company and you must have a great display or booth to attract attention during the show. “Trade shows are the ultimate marketing event”
- 8. Logistics of behind the scenes details are very important. Liability insurance, setup/cleanup, basic services like first aid and restrooms, and fundraising are always essential.
- 9. Through an event theme, planners can harness the uniqueness of the product, idea or company of focus. Overall, when planning any event you must be creative.