From planning stages to the event fruition, here are some tips (some learned the hard way) on how to handle those last minute details. A big part of PR is knowing what your clients expect and managing their expectations for the big event. From conference to workshop, there are must know tricks to help you make it through. I’d like to call it “PR EVENT PLANNING SURVIVAL GUIDE,” read carefully.
- Carry a jump drive with you, just do it. A big part of following up with the media is gathering all speaker presentations at the end of the event.
- Don’t change purses the morning of, in other words, bring business cards! You don’t want to be writing your email address on a scrap piece of paper! A true PR professional must always be prepared.
- Plan your outfit according to the theme the night before. Don’t wait until the morning of scrambling around to find an ironed pair of pants! Also, SHOES are important. Make sure you have a comfy pair of black heels, cause more than likely you will be running around.
- The day before, go through a list of possible pieces of collateral you might need to bring on behalf of your client. From fact sheets, press kits or press release, bring at least 5 extra copies. Heck, throw it in a folder and create a nice “take-away” for surprise media guests.
- Network! Between registration, printing out name tags or escorting key guests to the stage, make sure you meet a few new faces. Maximize this event and learn more from guests in your client’s industry. They might come in handy later through a connection or complimenting your hard work to the boss (aka client).
- When you call someone for a favor, make sure you have all of the details. Anyone can come up with a good idea for an event, make sure you have it all approved before checking in on a venue or extra favors from vendors.
- Contact list – Collect all phone numbers from clients, vendors, the building manager etc for the day of. Type it up and carry it with you at all times in case something comes up! You never know when the food will be delivered late or a key guest showing up 10 minutes late (cough cough politicians). And speaking of politicians, make friends with their PIO’s! They come in handy when you least expect it!
I am sure there are tons of other great tips out there, would love to hear them! If you have a tip, just let us know below.
Happy event planning!