Womens Media Summit

Want to get your organization noticed? Create Your Own Holiday!

Want to get your organization noticed?  Create Your Own

Planning special events can be a cornerstone of your marketing program. Small business owners should and can be excellent hosts of special events. Typically events are created to showcase the product and services a business offers.  Designed to attract attention, educate potential attendees, and supporters and the media, special events generally focus on a specific purpose with specific outcomes. A special event can include a one-time event such as the launch of a new product/service or a grand opening; they can include ongoing events such as party or fundraising partnership or to announce a special occasion such as an open house or holiday, which is the focus of this article. When marketing a holiday you can capitalize on ones that already exist or you can “invent”  your own the way the founders of the Womens eCommerce Association did when Virtual Woman’s Day™ was created.  Like many other holidays on the calendar, Virtual Woman’s Day™ was born from an idea to honor an existing holiday – Women’s History Month – and making it unique to the organization.   The founders of the organization wanted to encourage women to learn more about Women’s history and also connect with women around the globe which was the impetus to create Virtual Woman’s Day™.   

The elements of success relating to planning special events include  your planning team, your mission and goals,  the  tools you will use to plan and execute the event, where you will “host” the event (logistics), event marketing and public relations and event evaluation and post-event activities.

 YOUR PLANNING TEAM

Do you need a team of staff/volunteers to execute a successful event? Involve your team in the planning. This core group will help develop the “theme, select the location, and determine who else should be involved.  When planning the Virtual Woman’s Day™ the founders looked at their membership base as well as experts who have participated in past events to help create a team of people with a variety of expertise and targeted circles of influence to help “spread the word” about the event.  These people included technology experts, networking experts, marketing experts and leaders of other organizations.

Planning special events requires people who believe in the “mission or purpose” of the event and will work toward fulfilling that mission. Depending on the size and scope of the event, the team can consist of 2 members or several with varied expertise, a specific circle of influence and good organizational skills.  

 YOUR PURPOSE, MISSION & GOALS

Determine the purpose of the event. Is it to make money? Is it to increase awareness of the product or company or organization? Is it to celebrate a success or a milestone? It might be a combination of all three. Once you know the purpose, you can plan accordingly.  Any new idea requires a list of goals and objectives in order to be a success.  Where many organizations fall short is in determining the “mission” of the organization as well as failing to write down the goals and objectives.  

For instance, here’s the mission of the Virtual Woman’s Dayâ„¢: “to bring together women from around the globe to network together, learn together and grow together.”

The organization also described how it intended to accomplish it’s mission. “We plan to do this by encouraging one another to share resources, promote our products and services, increase our circle of influence and have some fun in the process.”

 The objectives include:

• To host a memorable event via the WECAI Networkâ„¢ Conference room.
• To expand our knowledge in areas of interest to women such as healthcare, marketing, networking and building strategic alliances.
• To promote women around the globe.
• To raise awareness and increase the influence of the WECAI Networkâ„¢
• To “take life by the mouse” and have fun.

PLANNING TOOLS

 Timeline
Create a Timeline!  The timeline should include items such as; when programs are printed, when  invitations/brochures should be printed and mailed, when to start the media or publicity  campaign, when to order decorations as well as registration deadlines. 

Checklist
Checklists or “to do” lists should be used throughout the process and used to educate, track activities, and evaluate your events. Checklists should be designed to match timelines and checklists should be created by subgroups. All checklists should be retained for evaluation. While checklists are typically used for team business, “to do” lists might be created by team leaders and members as tools for preparing for and working through team meetings and event activities such as “the checklist for the meeting with a photographer or food/catering individual.           

Budget
Your budget should include all revenue opportunities (registration sales, tickets, donations, sponsorship, concessions).  When applicable, the budget should also include expenses for printing, lodging, food, supplies, security, speakers, permits, insurance, postage and miscellaneous items yet to be determined. Because Virtual Woman’s Day™ is virtual event the major expense is time. There’s also “hosting” by an Internet Service Provider, software (Web conference room), communication expenses (such as phone lines), etc.  Your budgets should include money available – both actual and in-kind (donations and sponsorships), any income from the event itself and any pre, during and post expenses.

 Logistics
Where is your event taking place? Will it be online event, via teleseminar or webinar, in person?Logistics also include the following: Name of company or organization hosting eventThemeEvent date & timeEvent Description – what words will you use to promote the event, to get people excited or interested in participating?

Planned activities – what types of activities do you have planned for the event?  Do you plan to host workshops, keynote presentations, internet café, a networking get together or meet and greet, business showcases, prize-giveaways?

 Marketing and Public Relations

Marketing your event takes unique expertise, extensive information and content on the potential audience, and the strategies you plan to use to achieve the outcomes you want from your event. You will  need to answer the following:  Who is the target market?  What’s in it for them?  What’s the message? What message will appeal to the audience?

You should also ask yourself – How will you measure the success of the event? By the number of attendees, by the amount of money raised, by the number of people interested in helping out with future events?  By the media/community attention your event attracts?

How will you promote your event?  What is the major objective of the publicity?  Is it to raise awareness or attendance? Is it to build good community relations?  If you do not have a media list, it is never too soon to start creating one.  Whom do you know who works for local print, radio and television?  Whom do you know who knows someone who does? The Women’s eCommerce Association promotes our events on social networking sites, on blogs, websites, via media contacts,  members, and via their global network of organizations (their circles of influence).

 What’s in it for them?

Do you plan to offer incentives such as discounts, or complimentary gifts to encourage attendance? Many events we host include “showcases” and experts sharing valuable information to expand attendees knowledge (also mentioned above), as well as giving away prizes every 15 minutes throughout the day. In addition, when women register they receive an automatic link to their website from the blog. 

If you are planning a local event, drawing on the local community, find out if a local media guide or directory is published. Many newspapers have these resources, and so do many libraries. If it is a national event, look for national media directories for assistance.  There are several to choose from.  Two excellent resources include:  Gebbie Press All-in-One Directory (1-845-255-7560), Bacon’s  Media     Catalog   (1-800-621-0561), and  Bradley Communications  (1-800-989-1400). These  directories are available on disk or books.

 Evaluation/Post-Event Activities

The best marketing efforts have an evaluation process to measure the success of the effort(return on investment of time, talent and treasure). Your evaluation should include measurable goals, outcomes, attendee feedback and overall success of the event.  Did it meet or succeed your goals? Did it meet the needs of your audience?  Did it stay within budget?  What would you do differently the next time?  What would you keep the same? Would you do it again?

 Remember to give “Thanks

Saying “thank you” should be considered as a vital part of planning and executing a successful event.  Determine who needs to be thanked and remember to thank them in a timely fashion during and after the event. You can’t thank people too much or too often.  

May 7th, 2008 Posted by admin | PR & Media Events, PR and Media Tips, Self-promotion | one comment

Organizing a Media Event

Organizing a Media Event By Rhonda Day

ORGANIZING A MEDIA EVENT

With a little planning and preparation, organizing a media event can gain significant recognition for your company. The most successful media events consider all aspects of the event from the early planning stages to the follow-up after the event. Keeping a few key strategies in mind will help to make the event successful and memorable.

COMMUNICATION IS KEY – A press release to alert the media about the upcoming event is key. Make sure your press release is concise and clearly written. Include compelling information in the release that will make reporters want to attend your event. Their time is valuable and limited and your event needs to be news-worthy to them.Don’t send it out too early or too late. Usually 2-3 days prior to the event is the recommended timing for release. Include information about the time, date, and location of the event. Provide a telephone number and email address as contact information and continually monitor your calls and emails so you can respond quickly and succinctly to any questions they may have.

ATTENDEES DRAW A CROWD – If company executives or local dignitaries plan to attend the media event, be sure to note that in your press release and capitalize on their popularity. Reporters like to be included in events when they believe they are important enough to draw influential leaders and company executives.

LOCATION, LOCATION, LOCATION – You’ve heard it before and it’s especially important for your media event. Hold your event at an easily accessible, central location. Be sure to include information about location in the press release and ensure plenty of free parking. You don’t want to cause confusion with the location or have reporters leave due to lack of ample parking space.

To read the rest of this chapter and others, visit: GET MEDIA SAVVY and download Your FREE Copy today!

March 30th, 2008 Posted by admin | PR & Media Events, PR and Media Tips | one comment

March 7th is National Be Heard Day!

Shannon Cherry, one of our Media experts and Co-author of GET MEDIA SAVVY! has created a special day to help YOU get the word out about your business, your products and services. It is National Be Heard Day.  And it is being celebrated on Friday, March 7^th.  Here’s what

Shannon has to say about it:

“What is it that makes you remember one business and not another? Regardless of what they did, they somehow created excitement. They somehow got to your emotions and created a buzz inside of you. They got heard! How can you create excitement for your business? Well, for one, you must avoid herd (as opposed to heard) mentality. Just because something works for one, does not mean it will necessarily work for another. . . . National Be Heard Day is one of the holidays that appears in Chase’s Calendar of Events, has been recognized in New York State, and has gotten amazing media coverage including being featured by the Associated Press.”

Tell her Heidi sent you.

March 1st, 2008 Posted by admin | PR & Media Events, PR and Media Tips, Self-promotion | no comments

How to Hire a Celebrity Spokesperson

Quick-Start Guide to Hiring a Celebrity Spokesperson by Lou Bortone

Celebrity endorsements are a staple in advertising, with more than 20% of all ads today featuring a famous face, voice or likeness.  The reason is simple: Celebrities sell.  Consumers pay attention to celebrities because they are attracted to the familiar.  Using a celebrity to promote your company can add awareness, credibility and star power to your business. 

To read the rest of the article, visit Sole-e.com Today!

Looking for more info?

Here’s another article I found on the subject: “Add Dash to Your Bash with a Celeb – celebrities at business meetings” - (includes related article on hiring foreign celebrities) by Darcy L. Bouzeos

Have a media marvelous day…

Heidi

November 21st, 2007 Posted by admin | PR & Media Events, PR and Media Tips | no comments

Media and PR Summit Still Going Strong!

Paul and Francine were FANTASTIC!

Special thanks to Francine Kizner and Paul Hartunian for the excellent interviews today. Each of them shared their wisdom and expertise in how to get FREE Publicity, how to write for major magazines and how to get known in your part of the world!  Here are just a few highlights:

Francine shared:

The importance of getting to know the publications you want to write for.  She told our listeners that too often the articles were too consumer oriented and not really geared toward her audience at Entrepreneur.com and WomenEntrepreneur.com.  Although neither site is currently looking for regular columnists they are interested in receiving story ideas that are new, interesting and innovative.

Francine talked about the blogs on WomenEntrepreneur and their popularity. And that from time to time the 20 bloggers are looking for guest bloggers to add to the conversation.

She shared one story of success about the Author of the 10 Traits of Successful Women (http://www.womenentrepreneur.com/article/1330.html) and how after that article aired, she started getting calls to speak all over the country.  This is just one example of how a great article appearing in the right place at the right time can turn into multiple PR and media opportunities and grow a business.

Francine said the best way to go about submitting work is to email womenpitches (at) entrepreneur.com with your story idea, a brief intro and why you feel it would be a good fit for either Entrepreneur.com or WomenEntrepreneur.com.

All this and more!

Paul shared: 

His story about how he sold the Brooklyn Bridge – by using the system he created and finding just the right NEWS story as his “hook” and then following through with a press release that grabbed the attention of reporters from around the world! 

The only purpose of a press release is to get the attention of the reporter.. nothing more! That includes not selling anything! 

Paul said the biggest mistake most people make it making it about them and not about the readers!

He gave some great examples of how anybody and any topic can garner publicity, even dust bunnies .

Frequency and professionalism are extremely important in order to “grab” the attention of the reporters. If it doesn’t look like a press release, the media won’t take you seriously! PERIOD!

He also mentioned 4 hot publicity tips that are 100% legit including “Claiming your title,” “using surveys to get attention,” Align yourselves with a non-profit” and “get your column up and running.”

Paul is availalbe for coaching and has excellent resources at his site www.milliondollarpublicity.com

You can sign up for Paul’s free newsletter at www.hotpublicitytips.com.

And if you are a professional speaker or aspiring speaker, I highly recommend you check out Paul’s Speaker Boot Camp System at www.growyourspeakingbusiness.com.

If you want to listen to this session and any or ALL of the sessions from the Women’s Media Summit, you can sign up to get access to the audio files at http://womensmediasummit.com/register/

October 29th, 2007 Posted by admin | Blogging, PR & Media Events, PR and Media Tips, Pitching to the Media, Press Release | no comments

Women’s Media Summit – Day THREE

Yesterday’s session with Shannon Cherry, Beverly Mahone, Lori Prokop and Raleigh Pinskey was over the top! Each of these women shared dozens of ways to get media exposure for your ideas, companies and organizations.  And if you were one of the attendees (or registrants) you will recieve a whole list of resources mentioned during each of these exceptional presentations, including access to all the audio files beginning early next week. So STAY TUNED!

Today is going to be another big day!  And it’s still not too late to register…  Remember, you will have access to the audio files of all the sessions, so if you are not able to attend the entire summit, not to worry. You will be able to catch up with all the great information our experts share.

Here’s the schedule of speakers and topics for today, October 19th (times shown are Eastern Daylight Time):
 
9 am – “How to create web-optimized media releases  – Write for the spiders and the media will take notice!” with Ponn Sabra, Empower Women Now

10:30 am  – “The Inside Scoop on Getting on Radio” with Sherryl Lin Haldy, Senior Executive Producer – Modavox, Inc. – Voice America Radio

12 noon –  Developing Your Media Platform Using a Storyboard with Catherine Franz, Let’s Talk Marketing Show

1pm – PR Strategies to Become a Smash Hit Business Success with Annie Jennings of Annie Jennings PR

2pm – The World of RADIO – Working with the media to Make it Work for Your Success with Jason Kauffman of Annie Jennings PR

3:30 pm – The Deadly Sins of Do-It-Yourself Publicity and Why to Avoid Them with Nancy Juetten, Main Street Media Savvy

5:00 pm to ???- Virtual Networking Reception – our receptions are filled with energy, enthusiasm and a few surprises. It’s a chance to meet other participants, kick back and relax.  Bring your own wine (or favorite beverage), pull up your favorite chair and let’s network! We may even give away a few prizes!

To register, visit: http://womensmediasummit.com/register/.

Hope to see you there!

Heidi

October 19th, 2007 Posted by admin | PR & Media Events, PR and Media Tips | no comments