Category: Event Planning
Reaching Your Audience, Even When It’s Hard
by Jan Morrison on May 4, 2010 | 2 comments
in Event Planning, Nashville, Productivity

I’ve always been an activist – saving animals, conserving natural resources and advocating for the disenfranchised. But recently, I have found myself using my professional communications skills to accomplish my activist goals.
My neighborhood is on the threshold of a significant transformation, but to get there the residents need to work together. So I have decided to rally the troops to form a neighborhood association in my quickly changing, working-class neighborhood. As a whole, the neighborhood has been neglected for some time, but is sitting at the tipping point of a significant transformation. If we combine forces, my neighbors can work together so that tipping point teeters in our favor.
For me, this is a new endeavor and I find myself designing a strategic communications campaign in a whole new environment. It turns out that motivating people around messages and a call to action for a cause bears a strong resemblance to the goals I accomplish for my clients every day.
As I started organizing my thoughts I went back to the basics.
1. Who is my audience?
a. What are the demographics of my audience?
b. What are the psychographics of my audience?
c. What motivates them?
d. What language do they speak?
2. How can I communicate with them?
a. Do they use the internet?
b. Do they engage in social media?
c. Do forms of daily communication do they rely on? (e.g. email, mail, cell phone, etc.)
d. What messages that will strike a chord?
e. Do they feel that their opinions matter and that their voices are being heard?
I wanted to hear that the members of my neighborhood could all be reached via email or social media from the comfort of my chair. Unfortunately, the answers I got sent me in a different strategic direction. Many of my neighbors do not even have computers, much less spend time surfing the web or posting to Facebook. This community still relies on face-to-face contact, phone calls and mail to learn about what is happening in their neighborhood.
This means my work will be a lot harder than I anticipated when I began. But it also means that I am learning to apply my strategic communications skills to accomplish new kinds of goals that have personal meaning for me and my neighbors.
So I hit the pavement. For the past several weeks I have been on the phone and walking the neighborhood and talking to my neighbors. And so far, the results have been wonderful. People are learning about our little organization and we are on the brink of big things.
And the bonus prize for all of this effort is that our neighborhood is becoming more of a community. We aren’t just neighbors…now we are friends.
Four Steps to Publicizing Your Event
by Jan Morrison on May 15, 2009 | 3 comments
in Event Planning
I recently volunteered to help a group of high school students publicize a big event they were planning. Because I am a big believer in teaching a man to fish when he’s hungry instead of handing him a fish to eat, I volunteered to provide them with the tools to publicize their event, but did not volunteer to do the work on their behalf.
That experience made me realize that these tools are beneficial for anyone who is planning an event, whether it is a high school party or a formal grand opening celebration.
1. Most importantly, know your event before you begin any publicity. You don’t have to line up every single logistical detail, but you need to be able to answer the “Five Ws” (Who? What? When? Where? Why?) before you even think about telling the public about your event.
2. Focus on the most important W. The most important element to focus on is Who will be attending the event. Is the event open to the public or is it just a media opportunity? This answer will determine your method for reaching your audience.
3. Determine the best methods of communication for reaching your audience. Not all of them will be appropriate for every audience, so consider your options:
- Advertising
- Word of Mouth
- Media Relations
- Direct Marketing
- Collateral Development
- Guerilla Marketing
- Internet Marketing
4. Once you have determined what you will say, who the audience is, and how best to reach that group, you are ready for the real work. The best way to organize your tasks is to use a marketing timeline that chronicles tasks by week, identifies the person responsible and lists the date the task is complete. An example for our event is below.
With this very simple tool and some advanced planning, you can make your event a success!
In case you are interested, this event publicity timeline is available as a Google document.
Other than the event publicity timeline, what tools do you use for making your event a success?