MED Communication Handbook - Programme Med

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Communication Handbook - Factsheet 9 Version 1 – April 2012 Events � How to organise a successful event � Events logistics (speakers, audio visual requirements, documentation) � How to organise events involving media � How to organise successful press conferences � Event planning checklist
There are many opportunities to hold or take part in events that bring together your project’s personnel with key target audiences in the right environment to communicate your key messages directly to them and generate awareness for the value of the work that you and your partners do. This section of the manual, in conjunction with the following Event Management Checklist, focuses on a range of ideas and practical knowledge that will facilitate the organisation and management of effective events. Several items on your planning list ETC project events can sometimes be weak because they are seen as an objective in themselves rather than as a tool to achieve a bigger objective. An event needs to be conceived and planned with a clear purpose in mind. An event is usually a significant cost investment, so it needs to deliver some value that endures longer than the hot air generated by the speakers on the day. Planning has been the key for ETC projects that have organised successful events. It depends on a clear understanding of the purpose of the event and the target audience, matched to an appropriate event plan. For instance, if you want to influence policy on a regional level, it will be very important to plan an event that will be appealing to regional policy makers. One important aspect of planning will be to decide whether to hold an internal or an external event. Internal events – Sometimes due to the nature or stage of development of your project, an event should only be for the lead partner and project partners. For instance, this may be in order to give you an opportunity to share experiences and best practice, and to keep up to date with what is happening within the partnership. This is fine where appropriate to your objectives. However, remember that many MED projects have broader goals beyond their practical internal business. Some goals, such as raising awareness of issues and ensuring that progress continues after the project ends, cannot be served well by a purely internal event. External events – Events for external audiences are a very important way to keep stakeholders up to date with what is happening within the project, what you are doing to tackle a priority area, and why it is important. Event outputs When planning your event always consider your event outputs. What is it that you can do that will make people remember your project, or perhaps even allow you to engage with important stakeholders such as politicians after your event? For example, some projects have created a Memorandum of Understanding (MoU) with politicians and policy makers who attend their events, while others have signed one and circulated it to key politicians and policy makers in their regions after the 2 � Factsheet 9: Events �
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Page 3 and 4: Communication Handbook - Factsheet
Page 5 and 6: For instance, it is not sufficient
Page 7 and 8: Messages State your key messages. T
Page 11 and 12: happens when you deliberately set o
Page 13 and 14: for the individual stakeholders on
Page 17 and 18: ideas at the same time, your audien
Page 19 and 20: � Free from jargon � Strong, ac
Page 21 and 22: IN SHORT Don’t rush the process.
Page 23 and 24: Why to evaluate communication activ
Page 25 and 26: If you have a small budget it is fi
Page 29 and 30: Things to consider when designing a
Page 33 and 34: Hosting Your website can often be h
Page 35 and 36: IN SHORT When designing or commissi
Page 37 and 38: Leaflets and brochures General leaf
Page 41 and 42: Do they fit with your branding and
Page 43: IN SHORT Only spend money on promot
Page 47 and 48: Programme The format of your event
Page 49 and 50: knife and fork. For the benefit of
Page 51 and 52: Invitations Develop the invitation
Page 53 and 54: Try to get all your printing done a
Page 55 and 56: A press conference should only be h
Page 57 and 58: Event Checklist Planning � Clarif
Page 59 and 60: Presentations � Projectors , lap-
Page 63 and 64: When projects find it hard to gener
Page 65 and 66: Hard news Soft news � Novelty �
Page 67 and 68: News devices The opportunities for
Page 69 and 70: Where just two countries are involv
Page 71 and 72: Larger scale pan-European PR campai
Page 73 and 74: Pan-European PR programme template
Page 75 and 76: IN SHORT The media cares about resu
Page 77 and 78: This factsheet runs through the fun
Page 79 and 80: � When it happened � Why it hap
Page 81 and 82: Language and content Keep it simple
Page 83 and 84: Always ask whether what you are des
Page 85 and 86: paragraph, if not the second. Delay
Page 89 and 90: Planning and preparation Preparatio
Page 91 and 92: handout; use your spoken presentati
Page 93 and 94: Link your presentation points with
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� Characters � Anecdotes and st
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� Trustworthiness � Composure
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. Hands c. Visual aid d. Charts e.
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Posture Stand or sit with a relaxed
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etween slides. Use simple typefaces
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Resist the temptation to use alcoho
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The stakes are high when you talk t
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proof - particularly when defending
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DO Push your messages. Your message
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DON’T Don’t digress. Politician
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interviewed is to talk more than th
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Victory is no longer measured in te
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and can make eyes and teeth look ye
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