The Importance of Research

Interning at an event management company that runs its own and clients’ events, it’s almost impossible to be left with nothing to do. With at least five events occurring from May to July- two of them being their own- work at Event and Conference Co lately has been nothing short of busy. There’s media releases to be sent out, clients, venues and special guests to liaise with, marketing ideas to be formulated and executed, and most importantly; RESEARCH TO BE DONE!

Though often tedious and time-consuming, I’ve found research to be one of the most important aspects of my work, whether it be for event planning or solely for public relations purposes. Throughout my time at Curtin, the importance of research and knowing what you’re talking about and who you’re talking to has been stressed in each and every PR unit. I’ve always been aware that there is a significant amount of research behind events, but I’ve never really understood how much until now.

This research has been centred on an upcoming formal event in July, dedicated to Perth’s emergency service men and women. With an event in honour of a particular group of people, ensuring we have the right guests, sponsors and a suitable venue has been a painstakingly long task. It has been my responsibility to create a comprehensive database of both potential event sponsors and invited guests. I made it my mission to make these databases as complete and concise as possible, considering all paid workers as well as volunteers in the metropolitan area. I then widened my search to consider other professions, such as psychologists and lawyers; that may help these service men and women within and beyond their job descriptions.

Completing this database was one of the longest tasks I've been given at my internship, and by no means did I consider it to be a complete and comprehensive list of all individuals associated with emergency services in Perth. That list could have gone on forever! For me, this task emphasised the importance of research, and just how much is necessary to contribute to a successful event. This task tested my work ethic, and made me realize how important it is to research your guests rather than inviting everyone and anyone to a formal event, or any particular company rather than targeting organisations with common interests relating to your cause.

Until next time,

Clare

Two Days, 40 players and 16,000 Signatures

Every year the professional Western Force rugby team have a signing session to sign 250 Western Force jerseys and 150 rugby balls. These items are used throughout the season to give to partners, used as donations and as prizes. This year the task was done across two days to help break up the team into groups, the first day was for all injured players who had not flown to New Zealand for the away games with the rest of the team.

In preparation for the first signing session three interns, including myself, set up the room by moving the tables into a U shape, cove the tables with black tablecloths, organise all jerseys into piles, unpack  and pump up all of the rugby balls and make sure we are stocked up on permanent markers. 

All players have been given a time when they are meant to come into the signing session however we found out that only 50% of players actually follow this instruction. The first player arrived an hour early and wanted to get started whilst we were still setting up the room and pumping up the balls. He began on the jerseys and as he signed them we made sure we kept the signed ones away from the others just in case more players decided to come in early. Throughout the session there were constantly players coming in and out at different times so organisation was key here to ensure every item was signed by every player and it did not get confused. The teamwork and communication between the interns and an effective production line were the key to meeting our objectives for the day. 

The second signing day was two weeks later when the remaining players were back in Perth and they were given three different time slots in which they could come in to do their signings. The largest number of players any given time was 10, each who passed on each item until it reached the end of the production line where I would put the items in the finished piles ready for the next round of players. The most challenging task was motivating players to complete the job as they were each signing their name 400 times in one sitting. Another challenge was to remember who had signed what, as some players would start with jerseys, others would start on the rugby balls and some would come half way through another groups session and join in at the half way mark of all the jerseys. 

Although this task did not require me to use a great deal of my PR knowledge it did require patience and tolerance and it was a task of high importance. I feel as though I helped to contribute speeding up the process by giving a helping hand to players who had come on their own or who were behind, putting the jerseys together in a pile and ripping them away as they signed it (this can be seen in the link https://www.instagram.com/p/BCtz-Rymydq/ where Pek Cowan and myself are featured on the Western Force Instagram with our speed signing techniques). 

At the end of the day we had to pack away all jerseys and rugby balls into the storage room, clean the room and pack up the tables and chairs. It was rewarding to know I had contributed to the success of the day and was also a handy way to learn more about the players and be able to put faces to names for the future.

Emails and realising mistakes

Part of my role within the Western Force media team is covering and writing about the PINDAN Premier Grade, the top tier of senior rugby in Western Australia. To put it into perspective, if you compared it to Australian football, it would be like the WAFL is to the AFL. With that in mind, it is important when writing about these teams that you keep their brand in mind, and ensure the articles, reviews and press releases you write accurately reflect the brands the clubs are intending to promote. 

When writing these pieces, we attempt to communicate and relate to the club rugby community by occasionally referring to clubs by the nicknames they have coined over the years, for example Wests Scarborough = 'Wests' or 'The Boars', Cottesloe could be called 'Cott' or 'The Gulls' and Perth Bayswater could be referred to as 'Baysie' or 'The Numbats'. 

To my surprise, I logged into my work emails, the standard email address for every media intern that has ever been through RugbyWA to find an email from a person high up in the Palmyra Ruby Club. It read; 

"Hi there,

Just a small thing. When writing about Palmyra can you refer to us as “Pally” not “Paly” as this is a brand we are trying to promote.

Thanks very much

Best regards,

Steve (not his real name)."

I was originally worried when I first saw this, thinking I had made a big mistake, but soon realised that not all mistakes are bad ones. I had never previously been warned about this, and after re-reading the email I realised that the person sending it was not actually upset or angry about the mistake, he was simply giving me a heads up for next time. 

I since took the advice on board, and have continuously referred to Palmyra as 'Pally', not 'Paly' in all forms of Premier Grade stakeholder communication. 

Luke. 

From Dipping My Toes in the Water to Jumping Into the Deep End

It's game day three and I'm already hosting my own room filled with our corporate partners. Jump back to game day two and I was standing in the corner watching our finance superstar Jess work the room and deal with any questions our partners may have.

This isn't my first time hosting a room, previously as the promotions manager for a nightclub in Northbridge I have done my fair share of hosting patrons in the club, birthday functions and celebrity meet and greets however hosting a room filled with some of our biggest partners is a lot different to getting semi-intoxicated 18-20 year olds excited about a Geordie Shore star. I am nervous yet excited, I feel as though the Western Force have put a lot of trust and faith in me by appointing me this responsibility and it makes me feel as though my hard work in the office and on game day has paid off.

The corporate room is called the Black Swan Bar and to set it up we need to ensure every company has its own pod with the correct signage. Each pod fits 10 people and requires five match programmes and Karma Resort flyers. The branding in the room needs to be checked with a Retravision sign and two Karma Resort pull-outs on the stage. It is my responsibility to ensure the Ipod is plugged in and the music is at a good volume, I have to give a run-down to the catering staff and make sure the security at the door have spare lanyards for any guests who have forgotten to bring theirs for their tickets. Before gates open I speak to the event representative from the NIB stadium in-case anything needs to be changed, am involved with the corporate hospitality briefing and have a quick run-over with the MC to discuss what competitions need to be run throughout the night and when they will be announced.

At gates open three Western Force players arrive in the room and I have to give them instructions on what they will be doing in the room. They have a spot the ball competition and a business card draw that they will need to explain to the partners in each pod. I also have to collect the prizes from BLK and Retravision for these competitions.

In the room are companies such as the Asthma Foundation, Schweppes, Redpath, BLK, Wilde and Woollard, Titan Ford, Print Sync, SGS, Metrix, Retravision and Shelf Subsea. I memorise where each company's pod is and walk guests as they enter to their appointed areas. As the team runs onto the field people start to exit the room to their seats to watch the kick off, whilst most would think that I too would get to watch the game, this is the time where I enjoy a quality meal of beef cheeks, mashed potato and vegetables, one of the perks of working in the corporate areas, no cold pizza for me!

At half time guests return to have dinner and I talk to the Karma resorts representative to let her know how her staff have been in the room. The game recommences for the second half and once everyone has left the room I get to watch the final 10 minutes of the game in the stands.

Full time and everyone is back in the room taking advantage of the free alcohol for final hour. This is when myself and the MC get up on stage and run the 'Heads and Tales' competition and hand out all prizes for the night. The final 45 minutes for me are a great opportunity to network as I walk to each pod to chat about the game and make sure they have enjoyed their night.

The night has gone smoothly and many of the guests thank me as they exit and commend me on the great job I did hosting the room. In the office the following week both of my managers commend me on the great work and tell me they had great feedback from a number of guests in the room that night. This type of feedback is very rewarding and I am excited to now be the Black Swan Bar host for remainder of the season.

From left to right: Natalie, Laura (me), Bron and Stevie posing in the Black Swan Bar before the night's events kick off

Handling a media crisis.

Throughout my time at Devahasdin PR we’ve been fortunate enough not to have to utilise a crisis management plan for any of our clients or events. However, the overall importance of acknowledging the likelihood of a media crisis is fundamental through all business processes.  Whilst discussing this throughout various PR units at Curtin it wasn’t until undertaking my internship that I discovered how integral contingency plans were in all situations. Whether it be on event day, any form of bad media/press or even client proceedings, understanding and establishing key tactics for potential issues is key in establishing a concise and reputable business that can handle anything that comes its way.

The few tips I’ve learned throughout my time at DPR is that handling a particular media crisis can either make or break you as a business and your relationships with your clients.

The following are four key pointers I’ve learnt throughout my time at DPR to assist in how to handle any crisis, if a predicament ever eventuates throughout my professional career.

1.     Make sure you understand and emphasise all key messages.

When responding to a crisis I believe it is key to understand the overall message you wish to get across to both the media and general public. In order to do this you need to prepare yourself before communicating these messages and make sure they possess controlled, succinct messages that address the issue.

2.     Be accountable and honest regarding the situation at hand.

Whether or not you believe the situation is right or wrong accountability resonates highly with all clients and pupils as it displays loyalty and honesty to all entities involved. Whilst it may be a damaging crisis to the company facing up t the companies mistakes will in turn allow for more positive outcomes in the long term.

3.     Keep all relevant individuals informed.

This relates back to the overall communication skills possessed by a company. The key is to make sure information is accurate, which will assist in maintaining a valued relationship amongst all stakeholders. Briefing assists in a greater understanding amongst all parties and assists in sustaining the overall brand and issue at hand.

4.     Refer to your crisis management plan

Having an official crisis management plan will assist in developing a streamlined process when having to address the concerning issue. The plan will support and allow the company to establish key messages, spokespeople and key media targets to address the crisis.

I know that I will most definitely utilize these tips throughout my professional career, as I believe they’re fundamental when working in the PR industry. I feel that although I wouldn’t know how to react to a crisis I would at least have a guideline of my first few moves when learning how to handle one.

Thanks for reading,

Georgia

An end to the beginning

It’s hard to believe that not only my internship has come to an end but so has my time of studying, hopefully.  What an incredible journey it has been, over the past six years, I have studied architecture, quit university, come back to university and now, I’m finally about to graduate.  The last three years of studying Public Relations though has truly been the best, and reassures me that I have finally chosen the right career path. My 20-day internship has given me a valuable insight into the world of public relations and has given me the opportunity to build relationships and gain vital knowledge that has equip me for the rest of my career. During my time at PPR I was able to utilise and build upon the foundations taught at university.

During my time at PPR I learnt several key things that I can carry into the business world. Some of these things I already knew before starting, but working as an intern really highlighted these things. I would like to share with you and future interns to help improve their intern experience.

Ask Questions: I learnt very early on in my intern that the best way to get work or be invited to events is to show interest and ask questions. I realised by asking questions about colleague’s clients, work and upcoming events that they would realise my interest and quite often I was asked to help them out. This happened to me in the first week. With a background in architecture I was very interested in one of my colleagues clients, Finbar, who are Perth’s leading apartment developers. After showing my interest in this client I was invited to attend a meeting with Finbar’s Chief Operations Officer Ronald Chan and his marketing director. It was a fantastic experience to share my ideas for Finbar in this meeting, something that wouldn’t have been possible if I didn’t ask questions.

Meet your deadline: Completing a task before the deadline is a great way to show colleagues that you are a hard worker and are eager to learn.  Be sure though to fully fulfil the brief and to complete work to the best of your ability. After all you’re there to learn and improve your skills. It’s also important to show initiative and ask whether there is anything else you can follow up with, which will shape your colleagues opinion in regards to your work ethic.

Always say ‘yes’: This was definitely something I knew before hand, but saying ‘yes’ at PPR opened up so many doors and opportunities for me, and highlighted to me the importance of always being open to opportunities. Saying ‘yes’ allowed for me to attend various events, including the opening of a gymnasium where the premier was a guest, sit in on meetings, venture into the city to carry out tasks for colleagues, activations and attend media filming and interviews. It’s really amazing to see the opportunities you’re presented with when you just say ‘yes’. By doing so I have been able to use many of my PR skills including writing, interviewing, event planning, communicating and my ability to network.

Overall my experience at PPR was amazing and it taught me so much in regards to the PR industry. I was proud of myself for completing something that was so far out of my comfort zone at the beginning. Each day I was challenged in some way or anything, but this has only helped me face my fears and develop my skills and understanding of the PR world. I am so grateful for the opportunity I was given and I now feel ready to take a leap into the world of PR and start my career.

Good luck with your intern.

Georgia 

Theory and practice – oh the difference!

Hello,

It is the end of my internship and time to start thinking about preparing for exams, I wanted to take this opportunity to reflect on how I feel I went overall during my internship and the key things I have learned. 

Challenges and Lessons:

•       Multitasking as definitely been a skill that I have refined over the past few months doing my final year of university and completing my internship. Trying to juggle all of these things at once has been a steep learning curve. A number of my usual activities were seriously moved down (or dropped off completely) from my to do list to make way for my increased workload.

•       Keeping the business in mind and having a ‘commercial view’ to my public relations was something that was new to me. I found that there is a big difference between theory and practise. In my university assignments where I had prepared PR plans I did not necessarily take the most business savvy approach. I have learnt that being business minded and considering the organisation as a whole is essential to an effective PR Plan or campaign.

•       Social media is not at easy as I thought it was. During university my PR assignments have always included a social media aspect. I assumed this was a fairly straightforward part of the plan and one that would be easily executed. What I learnt during my internship is just how much time social media management can take up and how it can really throw curve balls at you. Lesson: do not assume anything!

•       Working with other departments. Although the business that I interned at was small there were still different ‘departments’. My role required interaction with almost each one. For example, when it was time for a social media update about a specific house for sale I had to speak to the sales staff and find out the key information they wanted to use for the property. Managing these cross department relationships can be tricky but it was an important lesson. I couldn’t prioritise one over the other, I had to ensure that each was being considered and receiving my attention.

Rewards:

Experience!!! As I mentioned having a to apply my ideas in real life and keep the overall business in mind was a challenge, but it was also a reward because I have learnt so much. Practical experience is something that I am so glad to have on my CV for when I graduate and seek employment.

That’s all from me! I hope you have all enjoyed your internship experience as much as me.

Good luck for the future!

- Sarah

It's not the end for me just yet!

Although it’s now nearing the end of our work placements for the majority of us I am happy to say, I will actually continue interning at Jett! I have learned so much and I am really enjoying my time there, it has been an amazing experience so far and I couldn’t have asked for a better placement so I’m not leaving just yet. As for my last blog post I thought I would reflect back on my experience thus far, talking about communication and teamwork.

First of all we already know communication is key in the public relations industry, but it isn’t something we have necessarily been tested on. As brand managers the Jett girls pride themselves on being excellent communicators. I have been lucky enough to see how they communicate with publics and how they handle both the positive and negative situations they are thrown into. They always stay very formal and professional, they go out of their way to help their clients and brands and there are never any signs of disappointment or irritation even when the worst of news is delivered. I’ve been lucky enough to be able to sit in on showings and really listen to how the girls communicate and how they cater the way in which they talk, communicate and present themselves in accordance to each client. This experience, and being exposed to so many different scenarios has really helped me gain an understanding of communication I could have only attained through a workplace environment. As a result I think I will be able to communicate more effectively when I enter the workplace in the near future.

The importance of teamwork and a positive working environment is something I also came to value and respect during my internship. It is something our employers seek when hiring employees all the time. They always want to know how we work in a team and really value seeing this sort of information in a resume. As a fashion agency, teamwork is highly valued, the agents need to work with brands, clients and it is vital to work together and have strong relationships in order to reach their aim and goals.

I knew that an internship would be the most effective way to apply what I have learnt over the course of my public relations degree into a real world situation. However I didn’t realize how much I would learn and grow as a person as well. I am thankful to both Curtin University and Jett Agency for this experience and look forward to entering the workplace much better equipped to handle the any situation.