A PR event can be great for generating free media coverage for your client, but it needs to be organized properly or disaster may strike. In this article I have exposed some tips so that your public relations event achieves all the objectives set.
Organizing a successful PR event is not a complicated business, you just need to follow a few guidelines to make sure things run as smoothly and effectively as possible by following the steps outlined below…
1. Decide the type of event
The type of event that suits your client will be determined by a number of variables, including your budget, desired outcome, and whether you want to focus on quick or long-term success. Having discussed these factors with the person you are working for, you can suggest an event that seems more appropriate for their needs. The final decision, of course, remains in the hands of the client.
2. Set a suitable date
Regardless of the type of event your client decides on, make it clear that all events take time to organize. Ideally, you should set a date of at least six months for the event, and preferably longer. The more time you have to promote the event, the more successful it will be. This is not to say that planning an event to take place in six weeks is impossible, because it is not, but it will take considerable effort to ensure that everything is organized correctly in such a short space of time.
3. Make a list of everything you need to fix
Different events require different arrangements. If your client wants to sponsor a sporting event, it will be necessary to start discussions with the person or team in question. If you want to launch an open competition, then decisions will need to be made about the type of competition, how it will be promoted, and the prizes involved. Whatever type of event you’re asked to work on, make a list of everything you need to fix, from setting up a suitable venue to obtaining any licenses that may be needed (for example, an acting license or a run a lottery). ).
4. Start promoting the event
When you know exactly what you need to do to host a successful event, you can start promoting it. The most cost-effective way to do this is to send press releases to as many local (or national if the event requires) newspapers, broadcasters, and other relevant organizations as possible. Of course, in addition to press releases, other methods of promotion can be used if the budget allows. Advertising, direct mail, and even Internet promotion can be used to good effect at many events.
5. Use your list to set things up
Now that you’ve started the ball rolling promoting the event, start working on your list and setting things up. Book the venue, send out invitations, and do whatever else you’ve decided you need to do to make the event a success.
6. Aim for continuous publicity
Once everything is in place and the event itself is settled, try to get even more publicity by contacting the editors of newspapers, magazines and TV shows and inviting them to cover the event. If the event is something that will be of interest to your readers or viewers, you can get coverage before, during and after the event, perhaps turning a ‘one-day’ PR event into an advertising campaign that spans several weeks.
By following these simple guidelines, your PR event should be a resounding success, generating a lot of valuable publicity and goodwill for your client.