MMI - Marketing, Advertising and Public Relations
MMI - Marketing, Advertising and Public Relations
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Home > our buzz > July 2006 PR

Event Season Will Soon Be Upon Us - Are You Ready?

– Tips for Hosting a Memorable and Effective Public Relations Event –

HOUSTON (July 20, 2006) – Organizing events presents an opportunity for communications agencies or in-house corporate departments to shine and gain notable media attention for clients or businesses. But there can be a dark side to event planning - the numerous opportunities for something to go terribly wrong. That is, if you don’t plan accordingly.

Throughout the past 20 years Marion, Montgomery, Inc. (MMI) has organized hundreds of client and company events and based on these experiences, below is an event-planning checklist of effective strategies and tactics for implementing successful, effective events.

  1. Set clear goals before the event.
  2. Know your audience, their likes and dislikes.
  3. Make your guests feel special, like they are part of an exclusive event.
  4. Partner with other businesses, if appropriate.
  5. Give the media a reason to cover the event.
  6. Determine your budget immediately and designate 5% to 7% for contingency.
  7. Expect the unexpected - always have a plan B (inclement weather, etc.).
  8. Prepare a detailed timeline, showing next steps, responsible parties, and deadlines; then meet regularly with your team to discuss progress.
  9. Decide on a theme and ensure that every element ties into the theme.
  10. Partner with a local charity to increase attendance, goodwill and media coverage.
  11. Send a save-the-date card three to four months prior to the event.
  12. Send an eye-catching, three dimensional invitation four to five weeks prior to the event.
  13. Two weeks prior to the event, encourage press coverage by issuing a media alert.
  14. Incorporate creative and/or interactive elements into the event.
  15. Produce a customized memento for guests.
  16. Find a creative way to capture contact information of guests for follow-up correspondence (e-mails, addresses, etc.)
  17. Provide accessible parking for media and guests.
  18. Always provide a map; never assume guests or media know where the event is.
  19. Pay attention to the smallest of details.
  20. Make sure vendors are reliable and deliver high-quality services and always check references.

Year-Long Platinum Anniversary Celebrations Continue

To continue in its year-long 20th anniversary celebration, MMI is hosting an event on the 20th of every month in 2006. In July, MMI is hosting an employee pizza party to honor the staff for their contribution to MMI’s 20 successful years.

About Marion, Montgomery, Inc.

Houston-based Marion, Montgomery, Inc. has provided clients award-winning, full-service marketing, advertising and public relations services for 20 years. MMI’s services include: strategic marketing plans, market research, creative development, media planning and buying services, media relations, internal communications, community relations, special event planning, Web site construction and interactive media products and strategies. MMI serves business-to-business and business-to-consumer clients from numerous industries including: automotive, financial services, health care, hospitality, industrial gas, insurance, legal, oil and gas, real estate, retail and more.