We were recently charged with
managing the PR for Lee Park
& Arlington Hall Conservancy’s myriad of events celebrating the Hall’s
75th anniversary. Earlier this month, we wrapped the final event of
the year for the Conservancy, Light Up Lee Park and the Conservancy’s Member
& Patron Holiday Party, which drew a combined crowd of more than 550
people.
If you’ve been tasked with
managing PR for an event of any size, the tips outlined below will help you
ensure that it goes off without a hitch.
Get a Game Plan
Creating a work-back schedule well before your event will be a
lifesaver and save you from the dreaded “I thought you were handling that”
conversation. Several weeks before an event (or even months before depending on
the size/scope of the event), create a schedule of when tasks are due and who
is responsible for each item. Everything that needs to be accomplished from the
PR team should be included, from creating a run of show and typing up talking
points to managing post-event press releases and coverage reports. It’s also
important that everyone update the work-back schedule regularly and note when
things are accomplished or if something is taking longer than anticipated.
Look for Opportunities to Talk
About Your Business
While promoting an event or milestone, look for opportunities to
profile leaders within the organization as a way to discuss the importance of
the organization and the significance of the milestone or event. In advance of
the 75th anniversary of Arlington Hall we pitched a profile piece of
Gay Donnell, president of Lee Park & Arlington Hall Conservancy, for
inclusion in the BubbleLife newsletter. Gay’s profile piece spoke to the
importance of preserving historical buildings in Dallas, the rich history of
Arlington Hall and the anniversary events that were planned and her role at the
Conservancy.
Be Prepared for Anything
No matter how much you plan, inevitably something will throw a wrench
into those well laid preparations. As the 75th anniversary of
Arlington Hall approached no one could have predicted that Dallas would be the
epicenter of U.S. Ebola outbreak. Getting media interest in the 75th
anniversary of a historic Dallas gem proved challenging,
but by sending out post-event photos, offering media the opportunity to tour
Arlington Hall at their convenience and sending out pre and post-event news
releases we were able to garner more than 115 media placements in broadcast,
print and online media. Another unexpected moment: a pooch visiting Lee Park
wanted to be a part of the Mayor’s press conference on the 75th
anniversary and I quickly went from PR pro to dog wrangler.
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