Chapter 13: Events and Promotions with help from the cast of Arrested Development

By: Beatrice Brown

Fact #1: Logistics When it comes to planning an event of any kind, certain factors must be figured out before any guest can arrive. The flow chart one the next slide depicts each factor and the order that they should be accomplished. Because, who would be at an event expecting something that isn’t there?

Fact #1: Logistics

Invitations: You want to make sure that the

invitation includes the time, date, place, especially the name

of the room, and highlights certain

aspects of the event. For example, if the

event will have Beyoncé performing,

placing her on the invitation might

encourage attendance. RSVP

information should be included as well.

Meeting Location: This includes place and time. You want to make sure that

your time is appropriate to your

guests, and that your location will fit the

entire group comfortably and

there is no empty space.

Menu: The time of your event will heavily dictate

your menu options. Luncheons can either

have a fixed menu or a buffet. Lunch is typically served around noon. For dinner meetings, dinner

is typically served at 7:00 PM and the speaker will follow the meal. Having the correct number of

RSVPs is very important when scheduling the

food.

Speakers: Selecting the speaker as early as

possible is crucial. It is important to chose a speaker who is well

versed on the topic of the convention and their ability to draw a crowd. It is also important to listen to the speaker yourself in order to judge their abilities

versus taking someone else’s word for it.

Fact #2: Budgets Budgets for events have two entries: cost and revenues. The cost per ticket is not just for the meal or hearing the speaker. The cost per ticket must take part in paying for every aspect of the event. Those aspects include, facilities, food services, decorations, design, printing, and sending invitations, awards or plaques, security, speaker fees, transportation to the event, entertainment, publicity, and staff expenses.

Fact #3: Types of Events Banquets: Typically on the larger and more formal scale, banquets are a great way to honor or raise money . Speaker choice plays a

large role. Corporations or businesses can “buy” tables for

clients.

Receptions: Typically held in a large room with little to no

sitting space. It is important that food is served to offset the

alcohol consumption.

Open Houses and Plant Tours: The purpose is to have the public

gain a favorable opinion about an organization. Where and how the work is done is shown during

these events.

Conventions: Planning must cover timing, location, facilities, exhibits, program, recreation,

attendance, and administration. Events usually last over two

days.

Trade shows: Range in size. Have exhibition booths that market

particular products. Planning and development should start 6-12

months prior. Audience involvement is favored at

exhibits.

Promotional Events: Purpose is to create buzz. An example would be a grand opening.

Celebrities can appear. Logistics include security, liability insurance, and cleanup.

Fact #4: Why does all this matter? Meetings an events help provide the consumers with a face to face meeting. Even though we are constantly emailing, texting, and tweeting, we still have a desire to socialize with one another in person. These events do just that! As a participant at a tradeshow or a convention, you are gaining experience with the product, and become aware of particular brands, and eventually being loyal to the products you enjoy.

Fact #5: Promoting on Social MediaSocial Media is a great and popular way to promote events. Participants can tweet about the event they are participating in. LinkedIn is useful for promoting corporate events and having professionals interact with each other. Facebook helps to promote festivals and fundraisers. We all can think of a time where we RSVPed for an event via Facebook. E-mail invitations are becoming popular due their economical value. Go green!

The End