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ORGANIZING A MEDIA EVENT

With a little planning and preparation, organizing a media event can gain significant recognition for your company. The most successful media events consider all aspects of the event from the early planning stages to the follow-up after the event. Keeping a few key strategies in mind will help to make the event successful and memorable.

COMMUNICATION IS KEY

A press release to alert the media about the upcoming event is key. Make sure your press release is concise and clearly written. Include compelling information in the release that will make reporters want to attend your event. Their time is valuable and limited and your event needs to be news-worthy to them.

Don't send it out too early or too late. Usually 2-3 days prior to the event is the recommended timing for release. Include information about the time, date, and location of the event. Provide a telephone number and email address as contact information and continually monitor your calls and emails so you can respond quickly and succinctly to any questions they may have.

ATTENDEES DRAW A CROWD

If company executives or local dignitaries plan to attend the media event, be sure to note that in your press release and capitalize on their popularity. Reporters like to be included in events when they believe they are important enough to draw influential leaders and company executives.

LOCATION, LOCATION, LOCATION

You've heard it before and it's especially important for your media event. Hold your event at an easily accessible, central location. Be sure to include information about location in the press release and ensure plenty of free parking. You don't want to cause confusion with the location or have reporters leave due to lack of ample parking space.

TIMING IS EVERYTHING

Reporters are always on a tight time schedule to submit articles for publication with deadlines looming every day. Schedule your event to allow time for them to write and submit their articles. Make sure you know the deadlines for local media so you can coordinate around these times. An event while the 5:00 p.m. news is in progress is not a good idea!

STAY IN FRONT OF THE MEDIA

Once you submit your press release, it is advisable to follow-up with emails or phone calls to make sure the releases were received and to see if the contact person has any questions. This is a gentle reminder of the event and helps you to build a positive rapport with the media. Don't overdo it though being a nuisance will go against you!

TAKE-AWAYS ARE VITAL

Once the event has concluded, it's important for the media representatives to have information about the topic. Provide them with written information, photographs, fliers, or other take-aways that help them to complete their story. Include specific details or information you believe are important to the exposure of your company. Make it easy for them to write their articles they'll remember how organized you were the next time you have an event and will be more likely to attend again.

FOLLOW-UP

After the event, be sure there is a contact person, email address, and other resources to respond to questions. Provide the media representatives with easy access to additional information. Sending them a "thank you" note for attending the event is a nice gesture to let them know how much you value and appreciate their time and attendance.

A media event is a successful strategy in disseminating information and gaining recognition for your company. With some planning and preparation, the event will be successful and will attain the recognition you are seeking. Do the best job possible of planning and sit back and watch the news unfold!

Learn more about this author, Rhonda Day.
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