Event Co-ordination, the many levels.

Hi again!

In March, i was given the task of arranging and gathering all the neccessary contacts and information needed to plan an event for the company that would be held at the end of the year. From my previous experience, the people here would rather spend months planning and ensuring the right information, target audience and media relations are there for your event, than rushing it and gaining no attention at all.

So, i began my first step in formulating what kind of event i wanted and the important stakeholders that need to be present at this event. For this, i quickly thought back to PR 201 and PR Media where we learnt about stakeholders and how to formulate and event timesheet. It was so crucial i understood all my stakeholders firstly because at even'ts like this my company needs the attention and awareness about their products and services and if i did not get it right the first time, i will be putting the company's reputation at stake.

It was also crucial i understood the many levels of authority i had to get passed in order to get my invitations and media releases passed on to the right person. The level goes as follows:-

1. Send an enquiry to the organization
2. Call the supervisor or general manager
3. Set up a business proposal meeting
4. Discuss and propose why they should attend your event and what benefits they will recieve
5. Confirm Attendance.

I learnt that sending an invitaiton doesn't always guarentee attendance, sometimes we have to set up meeting and dinners to attract their attendence and it was very normal in Asia to have business meetings such as these to show how willing and how much effort we are willing to put in to get the money, awareness or sponsorships for our events.

Thanks for reading, more to come!

Jun