Event Planning Chapter
Main Topics
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First, it should be decided if media coverage is desirable for the
event—a corporate retreat or staff training will not, in all probability
be enhanced by having reporters present. Then some research should be
done into which media
outlets are logical event partners. Most media outlets are looking for
items that their audiences will find value in. A favorable mention in
a trade journal with a circulation of 20,000 may give a better return
than the same mention in a newspaper
that has a million general interest subscribers. Considerations around
media coverage of an event include:
- How many journalists will be invited (while they may not have confirmed
attendance, they are likely to show up at the event,
and expect full access)?
- Does the event require a dedicated media room with phones, power
outlets, and internet hookup?
- Will television or radio media need parking for trucks?
- Will there be a press conference?
- Will there be scheduled interviews?
- Are the media invited to the cocktail receptions and meals? If so,
include all invitees in the food and beverage head count for the caterers
(if not, make sure that some food and beverage provision has been
made for media guests)?
- Are there enough press kits for all the invited media?
- What are the media deadlines, especially the television
news hours?
Have a media check-in desk, with a list of all invitees, press kits,
entry badges, event schedules and room maps, food and beverage venues,
etc. Make sure that staff at the media desk is thoroughly familiar with
the event, the agency organizing the event,
the goals of the event.
To avoid mixed messaging, it may be a good idea to designate and train
a staff member as the media spokesperson for the event.
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Event Planning 101
Chapter 10: Additional Services
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