After a two-year hiatus on in-person events, it has been a busy few months at Fuzion, planning, organising, and executing a number of events for our clients.
From new pet-store openings to live cookery demos, art exhibitions and high-profile national container terminal launches – it has been a whirlwind……..and we love it!
There is nothing like an event to create a high level of impact – through both the media coverage gained, and the all-important lasting impression with clients and stakeholders. Even the simple act of inviting people to your event is an excellent way of getting their attention and making them aware of the initiative.
Events form a valuable part of a communications strategy, connecting clients with their customers, stakeholders, staff, and the local community….it’s all about taking a moment to thank those who are close to you, reinforce those connections, and celebrate the milestone your company has achieved.
The recent launch of the Port of Cork, Cork Container Terminal in Ringaskiddy was an excellent example of creating impact. Not only did we reach almost every news outlet that day – from national TV and radio news bulletins, to print, online and trade publications, but for the 200 guests in attendance, (some of which chartered flights from overseas to attend) the atmosphere created on the day is something they won’t soon forget.
It’s safe to say at Fuzion, we put on a great show!
(Disclaimer: Working in partnership with an amazing, proactive client is also a great help!)
So how do we do it? Here are my top 10 tips to create a memorable event:
- Planning – planning in advance is key. Brainstorm, research and map out your event format and a guideline budget. Keep track of your activities, budget, suppliers, checklists and media targets in one, easy-to-follow spreadsheet that all of the team have access to and keep it updated regularly. A well-thought-out running order will be your bible!
- Personalise – wherever possible BRAND IT! Creativity goes a long way – from your event invite (we use Greenvelope.com – an e-invite that works a treat), to your catering, decorations, and staging – a running theme helps create a cohesive look and feel. Guests will appreciate the attention to detail.
- Guestlist – inviting high-profile guests, relevant to your event, will help attract media attention and adds a layer of esteem to your event.
- Create unique experiences – Add a dash of something EXTRA and involve your guests in an interactive experience to add the wow factor. A boat trip, guided tour, a live demonstration or performance….or a trip up a 50 metre high crane – the possibilities are endless!
- Make it ‘instagrammable’ – A quirky photo backdrop, mural, balloon art and other branded elements all help to encourage guests to share photos from your event on the day. Set a memorable hashtag for your event and get trending! Video footage, or better yet, drone footage will bring your insta-game up a notch.
- Divide & Conquer – behind every good event is a team of people running behind the scenes. Share out as many of the tasks and responsibilities as possible and have regular check-in meetings with your team to make sure everything is on track and everyone knows their role on the day.
- Suppliers – work with trusted suppliers, ideally those you have worked with before to ensure the smooth running of your event. Draft briefs for each supplier detailing your agreed setup and timings. A good working relationship with your press photographer is key – to capture ‘the money shot’
- Embargo or Exclusive? Select your key target press and contact them with the relevant information well in advance (at least 3-4 weeks if possible). This will allow them time to plan their story, arrange interviews and schedule time to attend the event in their calendar. Draft your press release early, have it approved and share it with select trusted media contacts under embargo. Sweeten the deal with a first exclusive to one of your high-profile national targets – though caution is advised here – choose carefully!
- Get stuck in – often with events, not everything is going to go exactly to plan, so allow for flexibility and get stuck in wherever needed. Comfortable shoes on the day are a must…..and breathe!
10. Got to have Swag – offering a small gift or goodie bag to guests on departure is a nice touch that will ensure they are taking home something to remember you by…..
We also co-ordinate the speeches, ensuring that content isn’t duplicated (not always easy!) and for the team members who are in the spotlight with the media, we make sure they are well trained and prepared, to ensure that they do manage to communicate the important messages about the respective initiative – there is so much involved!
Of course, this list could go on for days, and there is no one-size-fits-all approach…..but executed correctly with the right event partners, who are as organised as they are creative, you are sure to create a memorable event and that all-important IMPACT.
Suzanne
Suzanne is a Senior Account Manager with Fuzion Communications, a key part of our PR and Event Management team. We operate from offices in Dublin and Cork, Ireland.
