Special events are great ways to promote organizations. However, the keys to a successful special event, are planning and organization. The plan of action must be detailed and contain a variety of information – including a press list and logistical details about necessary materials.

Special Event Considerations

Describe the event?

• Outline an event; including a budget.
• Decide if planning the event is worth the time and effort.
• Choose a name and/or theme for the event.
• Produce a logo for the event (if applicable).

Where will the event be held?

• Locate a venue that is the proper size for the number of attendees.
• Check on lighting and audio-visual needs.
• Contact area businesses for location ideas, or ask if they would be willing to donate space.
• Area schools often make facilities available for little or no cost. This is free publicity for the school.

When will the event take place?

• When choosing an event date, be aware of other community happenings, and important events in the state or nation.
• When possible, link an event to another taking place at approximately the same time. For example, combining a local book drive with International Literacy Day festivities. This gives an event a better press angle.
• Be aware of press deadlines! The media you invite will be more likely to attend and cover an event if it fits easily in their schedule. The best time is usually mid-morning.

Who will attend the event?

• Decide on a target market for the event, then tailor the message to attract that group's attention.
• Be creative – but don't get carried away. Journalists hate publicity stunts.

How will costs be handled?

• If additional funding is needed for an event, try to solicit help from business partners, or get other area businesses to sponsor the event.
• Determine a budget and stick to it.