Determine the best date and time to ensure maximum attendance.
Make a realistic estimate of how many people will attend.
Select the restaurant or other facility at least four to six weeks in advance.
Confirm in writing the date, time, menu, cocktails, seating plan, number of guaranteed reservations, and projected costs.
Enlist one or more speakers four to six weeks in advance. If a speaker is in high demand, make the arrangements several months in advance. Agree on the nature of the talk, its length, and any audiovisual requirements.
Publicize the meeting to the membership and other interested parties. This activity should be done a minimum of three weeks in advance.
Organize a phone committee to call members 72 hours before the event if reservations are lagging.
Prepare a timetable for the evening's events. Organizational leaders, as well as the serving staff, should be aware of this schedule.
Decide on a seating plan for the head table, organize place cards. You can tell VIPs as they arrive where they will be sitting.
On the Meeting Day
Get a final count on reservations, and make an educated guess as to how many people might arrive at the door without a reservation.
Check the speaker's travel plans and handle any last-minute questions or requirements.
Give the catering manager a revised final count for meal service. In many instances, this might have to be done 24 to 72 hours in advance of the meeting day.
Check the room arrangements one to two hours in advance of the meeting. Have enough tables been set up? Are tables arranged correctly for the meeting? Does the microphone/projection system work?
Set up a registration table just inside or outside the door.
Designate three or four members of the organization to serve as a hospitality committee to meet and greet newcomers and guests.
o 1 POWER DISTANCE-assesses people's tolerance for centralized power. Countries with a high acceptance of power distance include Mexico and France. Countries with a low acceptance include Austria and the United States.
o 2 INDIVIDUALISM/COLLECTIVISM-contrasts loyalty to oneself versus loyalty to a larger group. Countries in Asia and Latin America gravitate toward collectivism, while the United States, Canada, and most European countries reward individualism.
o 3 MASCULINITY/FEMININITY-differences focus on the contrast between competitiveness (traditionally considered masculine) and compassion/nurturing (traditionally feminine). Masculine nations include Australia, Germany, and Japan. Feminine nations include Sweden and Spain.
o 4 UNCERTAINTY AVOIDANCE-describes how well a society tolerates ambiguity. Nations that have difficulty functioning in climates characterized by uncertainty include Japan, Belgium, Greece, and China. Nations that tolerate ambiguity include Great Britain, the United States, and Sweden.
o 5 L O N G - T E R M / S H O R T - T E R M ORIENTATION-focuses on a society's willingness to consider the traditions of the past and carry them into the future. China and other East Asian nations tend to have longterm orientations. The United States has a short-term orientation.
1. Interview the client for interesting and possibly newsworthy facts about the person's life, activities, and beliefs. Draw out details from clients and develop these facts as story angles.
2. Prepare a basic four-page (or shorter) biography of the client. News and feature angles should be placed high in this "bio," so an editor or producer can find them quickly.
3. Assemble the biography, photos, videos, and personal background items in a media kit designed for extensive distribution via printed folders, DVDs, and website postings.
4. Determine precisely what is to be sold. Is the purpose solely to increase public awareness of the individual, or is it to publicize the client's team or product, such as a new television series, motion picture, or book?
5. Decide which audiences are the most important to reach.
6. Make telephone and e-mail pitches to editors and program directors to propose print and on air interviews with the client. Every pitch should include a news or feature angle for the interviewer to develop.
Federal agencies spend several hundred million dollars each year on public service advertising, primarily to promote military recruitment, government health services, and the U.S. Postal Service.
States develop campaigns to encourage tourism, educate the public about disease prevention, and promote economic development.
Cities employ information specialists to disseminate news and information from numerous municipal departments. Agencies include the airport, transit district, redevelopment office, parks and recreation department, convention and visitors bureau, police and fire departments, city council, and the mayor's office.