Welcome back to Part 2 of my event series on surviving (and loving) event PR. If you want to take a look at the first post in the series (Pre-Gaming) you can check it out here. For those of you who have been following along, welcome back! You’ve made it to the day of the event–congratulations!
By now, you’ve probably secured press surrounding the event including some pre-event listings as well as press contacts who are thrilled to be attending your client’s event in all its fabulousness. Your client is thrilled with all of your hard work thus far, and you are counting down the hours to actually get some sleep that doesn’t involve dreaming about everything that will go wrong — but this is no time to relax, soldier! Put on your warpaint (a.k.a. makeup) and get yourself prepared for the big game!
Step 1: Reminders + Followups (Don’t Drop the Ball!)
Your entire work life for the past few weeks (or months) may have been rotating around getting the most PR opportunities out of your client’s event, but that doesn’t mean it has been on the top of everyone else’s mind! The press that accepted your invitation weeks ago may have forgotten the date or location, and it’s your job to make sure they have that information! Reminders and followups the day-of (or week of) the event are also a great way to remind your press contact about specific talking points your client wants to focus on. You may even get some very last-minute RSVPs by following up!
Step 2: Be More Prepared than a Boy Scout
As Murphy’s Law states so efficiently: Anything that can go wrong, will go wrong…so with that in mind, Always Be Prepared! Events can be unpredictable and problems can pop up out of thin air, but for the prepared publicist, there is always an easy solution. Think of your purse as your own personal “go bag.” In it, you should have pens, paper, maybe even scissors and tape. Not to mention everything that press may need: press releases, media alerts, a check-in sheet for press. If you have time, save a draft of the press release in your email for a reporter who may want it emailed to them, so you won’t have to wait to send it until you get home. Your client and your new best friend press contacts will be impressed with your ability to think ahead, and you will avoid any near disasters that could have been avoided with the tiniest piece of duct tape!
Step 3: The Best Defense is a Good Offense
OK, your press has arrived, the event is well underway, and you have managed to switch out of those sky high heels into a much more comfortable pair of flats. But don’t think you’re done quite yet. Press may still need questions answered, photographers need photos captioned and you have to keep an ear out for any quotes that might be great to include in your post-event press release, or possibly as items to provide to any press who were interested in covering the event but couldn’t make it due to other commitments. These tasks may seem small, but are essential to making sure you are getting the absolute best coverage for your client and their event.
That’s the end of Part 2 of this series on Event PR. Any tips you would add? Share them below, and be sure to keep checking the Belle blog for Part 3 (Game Day) or check out Part 1 (Pre-Gaming) in the series.
