Publicity Cont’d

In the case of a carnival fete where the audience is large and almost impossible to reach through personal communication, advertising becomes critical to the success of that event.  These events includes but are not limited to carnival fetes, concerts, mother/father’s day dinners and more.

Advertisements

Advertisements makes the public aware of what are the current happenings. This is an effective method of communication but must be released at the right time. Released to early and it becomes redundant, customers ignore it as all interest is lost. Released too late and there is insufficient time for customers to be aware before the event takes place.  Preparations for the advertisement should be done at least five (5) weeks prior to the event. This preparation includes organising the graphics and art work, text approval and voice recordings.

Media

By the next week, advertisements should be in full circulation. Whatever medium or combination or mediums chosen; television, radio or social media. Releasing the ads four weeks prior allows sufficient time for it to penetrate the mind of the customers. Customers are given ample time to go through the decision making process before they make a purchase.

Poster/Flyers

Posters/flyers are sometimes an effective form of communication dependent on the events. As with any other medium of advertising, knowing if it is the correct form of communication is very important.  Art work also has to be done on flyers, this art work should be at least two weeks, leaving sufficient time for corrections and changes as deemed fit by the organizers. After all changes are done and flyers are ready, distribution should begin one (1) week. Once the message has been communicated effectively, the message gets across to the consumer.

Other Mediums

Other mediums such as the social media is also an effective medium of communication. Using it to get a message across once arranged properly with all necessary details proves very much effective. Other mediums also includes electronic build boards, adverting on vehicles such as on top cars or buses. Again knowing what event requires what medium of advertising and when exactly the best time to release those ads are very important.

Question: Can advertising on a vehicle be an effective medium of communication?  

Publicity

Dependent on the event, publicity/marketing is needed to attract persons. Publicity has been described as gaining public visibility for a product, service or company through the media. When persons become aware of a particular event through the media, it may catch their attention immediately and or after repeatedly hearing which helps to position itself in the mind of the audience; increasing the chances of an individual becoming interested in attending. Any effective events planner knows and understands not all events requires public attention therefore public advertising is absolutely unnecessary.

Knowing the Difference

Knowing the difference on which event requires public attention and those that don’t is very vital to any events planning organisation. With a private event, the host does not want any uninvited guest at their party neither are they interested in any excuses for such by the planner. As such getting public and private events mixed up can cause such embarrassment and poor image on behave for the events planning company.    

Weddings          

A Wedding does require the professional help of a planner however it is traditionally a by invitation only event. This is an occasion where a bride and her groom joins the knot in holy matrimony; two becoming one. The planner’s job is to ensure everything runs according to the plans of the newly married couple. Advertising this as a public event would cause havoc and would certainly lead to the planners’ dismissal.

Corporate Function

A corporate function is also a private event. This event is held by an organisation or company for its employees and or specially invited guest only. These events are held at special times of year to celebrate different things. A Christmas party is held to show gratitude to employees for their commitment throughout the year or a carnival fete to celebrate the season of carnival in Trinidad and Tobago and more so for employees to have fun amongst peers.

Carnival Fete

As it has been indicated Simple Events Planning coordinates and arranges a host of dynamic events for many different customers; a carnival fete is no exception to this. Publicity is critical as it is needed for such an event to be a success. This is because tickets are sold at certain locations and customers must be informed so they can purchase their tickets. These events targets a large audience, getting the message across must be done through advertising in the media. This is the most effective communication tool as it would prove to be a task, almost impossible to communicate one and one to every customer or potential customer. 

Question: Do you agree some events are best advertised publicly?

Next Post: Publicity Cont'd  

Program

The word program when referred to in the context of an event means the order of things. The coordinator plans who will speak, when they will speak and how long they shall speak for. Though it generally includes speakers, it also speaks about many different aspects that transpires during the event; when a break is needed, what song will play or any other small detail that brings the event to life. Programs are generally formatted the same way but personalized according to each event/occasion.

Guest Speakers

When inviting a guest speaker at an event, chances are they may have other engagements for the same day if asked last minute. Therefore asking way in advance helps eliminate the hassle, headache and disappointment of an intended speaker being unable to attend. This invitation to speak should be given well in advance, eight (8) weeks prior to the event. This well in advance invitation also allows time for arrangements to be made for guest arrival or accommodation dependent on the nature of event.  

Master of Ceremony

A master of ceremony is any person who presides over a formal event or entertainment and introduces speakers, guest or entertainers. To ensure the master of ceremonies is  able to attend, an invitation should be sent at least four (4) weeks in advance. Soon after sending out that request  should come an rsvp so the planner knows if alternatives has to be arranged or if plans can proceed as normal.

The Program

After confirmation of attendance by speakers and master of ceremony, the planner is then able to proceed with a written program on what order guest speakers shall appear to give their speech, receive an award or other recognition. This program can be planned two weeks before, which allows a small window for change as seen fit by the host whilst still observing order of protocol. 

Question: Do you think eight (8) weeks is too early to send invitation to a guess speaker?

Invitations Cont’d

The previously mentioned invitation checklist is very important however it simply does not target all events falling under the purview of a planner. There are other events that can use informal invitations and be just as effective and successful as those events using formal invitations. Knowing the difference and when to use it is the important aspect. This is where the advice of the professional becomes increasingly important and vital.

Word of Mouth

Inviting guest by word of mouth can be an effective tool. This tool is most effective for corporate events such as training sessions, staff retreats, meetings or other small circle events. This word of mouth can take on one of two aspect, using the telephone to inform the intended audience or simply speaking to the individuals face to face.  

Emails

Sending emails works most effectively for corporate events.  Some companies responds faster to emails rather than phones simply because how fast pace things are around them. They may not be able to answer the phone or may have a conservation and forget the details right after. When individuals in the company sees an email however they are able to respond within the best suited time for them even going back to the mail if details are forgotten.

Social Media

Social media has become an effective tool to inform an intended audience. It is effective, free and has a large audience which makes it easier to reach the intended individuals in almost real time. A fan page can be set up on face book completely hassle free, this page can be viewed by persons all over the world but can more so can be viewed by the intended person. The can like, comment or follow the page so they stay abreast of what is happening regards the event. Twitter is another form of social media has followers and operates almost like Facebook but with a more personal touch. Using whatsapp also has a personal, the person number is required so messages can be sent. These messages can be sent by sending personal messages, a broadcast or by creating a group with all invitees. However the messages comes across, it is interactive as the receiver of the message can reply and or ask questions.

The Best One

Therefore as a planner, understanding who is the customer and what is the event, brings clarity on how invitations should be approached; what level of professionalism is needed. Understanding this helps a lot as it ensures the right message gets to the right persons. This clarity in it and of itself contributes significantly to the success of the event. 

Question: Do you think there are right and wrong mediums for invitations? 

Invitations

Simple Events carters to a host of customers. Invitations are presented differently; matching the occasion. A wedding invitation may utilize all of the same medium as a corporate event or dinner party but can possibly be presented differently as the occasion differs. However it is possible in some instances where one communication medium is used effectively; requiring no other medium.

Wordings

When the term wordings is used regards an invitation, it simply means drafting the invitation. A customer wants to ensure the invitation is perfect, presenting them with a draft allows them to add or take away whatever they see necessary. This wordings draft should be done at least six (6) weeks prior to the event, allowing sufficient time to for fixing and sending out to guest.

Guest List

The guest list has to be done by the customer however it can be done alongside the wording draft. Doing this list together with the draft saves time. It allows the host the sufficient time to develop the list; ensuring no one is unintentionally left out.   

Printing

By the time invitations gets to this process, a colour and design has already been chosen. Printing takes a matter of two days; dropping off for printing and collection thereafter. By the time invitations has been printed and collected, the guest list and all its details must already be in the hands of the planner. It is then the planner’s job to ensure all invitations are written with its specifics. It should be properly addressed to its intended receiver and tagged and batched on how it would be sent out. These details should also be done four (4) weeks before the big day.

Mail-outs

Mail-outs takes the different forms in the events planning industry. However the standard time this should be done is at least four weeks before the day of the occasion. Mail-out can be done by mail, using the postal office for persons living far. Some customers may want to hand deliver certain invitations as they require a personal touch to them. Others that may not require such person touches but are easy to be delivered can be done by the planner or members of the planning staff. All invitations cannot be delivered within the same day therefore four weeks in advance gives sufficient time for any delays.

Rsvps

Ensuring the attendance of guest helps a planner ensure all things goes smoothly on the day. The planner would know if more chairs, food, drinks or anything else are required or it is sufficient or too much. Having the guest confirm their attendance should be done one (1) week before which allows sufficient time for minor adjustments that maybe needed.  

 Question: Do you think every event should follow the same guidelines for invitations?

 Next Post: Invitations Cont;d 

Protocols of Events Management Cont’d

When and Where?

As stated in the previous post there are five (5) W’s of events management protocol. The first three, what, why and who were covered previously, in this post, the aim is to cover the next two (2) which is when and where.

When

Potential Dates and Times of Venue.

Getting a venue for an event is very important, just as important as the event itself. Many times the absence of availability of the appropriate venue and difficulty in accessing another leads to an event being postponed or cancelled completely. The job of the planner is to contact all key venues and get the date and times the venues are available before determining the place, date and time it should be hosted.

Being Mindful.

There are appropriate and inappropriate days and times for hosting an event. Choosing an inappropriate time can cause any event to be a success or failure. Being mindful of holiday’s especially religious holidays as well as community or institutional events that requires the same audience as for your event goes a long way in the success of an event.    

Assigned Seating

In formal events, seating arrangements are very important. Understanding who an individual is and which seat suits them best therefore is of utmost importance. Assigning guests seats also relieves social anxiety as much guess wishes not to draw too much attention when entering a room and having to find their own seats after all other guests has been seated. Guest appreciates the fact their host took time to place them so they can find their seats easily and not take away too much attention from what is at hand.

Where

What is the Appropriate Venue?

Understanding what the occasion celebrates allows the planner to advise the client whether or not the venue should be indoors or outdoors, by the beach or another suitable place. Choosing the correct venue maximizes the ambiance of the surrounding environment; allowing the experience to be what is expected.

What is Needed?

To host the event is a stage, tables, chairs or other accessories needed. Asking these questions when planning an event is very important as the absence of what maybe considered a necessity for that event can cause complete chaos, disappointment and anger for the host.

Is there Parking?

When persons go to an event now a days, there are few person that travels to get to the venue. In most instances persons drive themselves, their friends and families to celebrate the event at hand. Therefore parking is of utmost importance. Many of times persons go absent for parties because there is inadequate parking or the fear there is insufficient security to ensure the safety of their vehicles. As an event planner, ensuring the venue chosen for whatever event is important which contributes to its success. 

Protocols of Events Management

The What, Why and Who?

There are protocols in events management, simple events classifies it as the Five (5) W’’s. They are the what  and why, who, when and where. Many of time a host has an idea and expectations but no knowledge of anything else regards the event. After a planner is hired, by using the five (5) W’s, the planner helps the host put things into perspective that allows the magical experience that is expected.

What and Why?

What is the goal of the event?

 After having this question answered, the planner understands the target audience and gains clarity whether the event is formal, casual or semi casual which brings clarity on what approach should be taken to ensure the event is a success.

Who is your audience?

Even though the first question puts into perspective what kind of event is being held, this question should still be asked as it goes a bit more in depth on who are the people that are going to be present at  the event; allowing for better planning. There are weddings with children and those without, an events for couples only, knowing the difference allows the planner to tailor fit the plans.

What is the dress code for guests?

Simple as this question may seem, this is a very important question that should be asked. Many of times, guest shows up to an event inappropriately dressed. Asking this question ensuring the response is written on invitations prevents embarrassment to many guest that may have some uncertainty on how they are expected to dress for the particular occasion.

What is the appropriate time of day?

Many host is of the view every celebration, is be held after dark. However there are appropriate times of day for different events.  A planner understanding this is the duty to relate to the client what is the best suited time of day for the event at hand. Some clients maybe stubborn and insistent on the set time of night they see fit to host their event. The planner’s job is not to force but convince the client the appropriate time of day by relating how the different radiance of day and colors chosen sets the tone and compliments the visual appearance, enhancing or taking away from the expected appearance.

Who

Key Players

At every event there are “key players” or important persons that will speak to the audience. Knowing who these persons are and what order of appearance they speak is very important. As the planner this information is critical because in formal events such as corporate events or events concerned with government dignitaries there are possible consequences for getting this wrong.

What is the Appropriate Size of the Guest List?

Planners understands this field very well and is able to inform their clients what is the appropriate size guest list for the event at hand. There are some events that all persons the host wishes to invite can attend however for formal events there is an order that has to be kept and respected.

Who must and who Should be Invited?

With government events, line minister, permeant secretaries and immediate heads of department has to be invited; they are a must. These individuals must be invited whether or not they are well liked by others attending the event. However where it is a formal event such as a wedding, the bride, groom and their family can invite whomever they see fit with inviting. 

Question: Do you believe choosing the wrong time of day can spoil the "magic" for a special occasion?

Next Post: Protocols of Events Management Cont'd