MED Communication Handbook - Programme Med

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Example of a media invitation shown for an event held by an imaginary EU project: MEDIA INVITATION SPROUT You are invited to attend an organic banquet at Kilkenny Castle for the launch of an EU-funded project that aims to help struggling rural communities to benefit from the recent surge in demand for organic food. The feast is one of nine being held simultaneously across Europe to celebrate a new network to help farming economies develop in a sustainable way for the environment and society. The event will: Be attended by a number of high-profile individuals including the Irish Economy Minister and the Mayor of Kilkenny Offer a delicious array of organic food from across the region as well as the other SPROUT regions for journalists and visitors to sample Give a taste of how poorer regions can benefit from the knowledge and experience of richer areas through enlightened European cooperation. TIME: 1.00pm – 2.30pm LOCATION: Kilkenny Castle I will attend I won’t be attending Friday, 5 June 2012 I can’t attend, but ___________________________________ will come in my place Please send me a press kit Name: Publication: Telephone: Email: Please return this form by email to: s.lynham@iem.gov.ie or by fax: +353 123 123456 no later than Thursday, 11 May 2012. 13 � Factsheet 9: Events �
Event Checklist Planning � Clarify purpose of event � Why are you holding the conference/seminar/workshop/meeting? � What is it meant to achieve? � What messages do you want to communicate? � Write down these objectives and ensure all involved are in agreement � Determine your target audiences � Who is the event for? � What are those people interested in? � Will this conference be interesting for them? � Put together a detailed plan as soon as you can and circulate it � Allocate roles to team members � Ensure all relevant colleagues and partners are behind the event and know what’s expected of them � Keep them informed and committed � Schedule regular meetings or conference calls for all involved in advance, e.g. every Monday at 10:00 hrs � Issue agenda in advance of each meeting and send out contact report following – even if it’s in bullet point form � Remember to comply with the information and publicity requirements of your operation and the MED Programme. Date � Select dates � Check all relevant employees and spokespeople can attend � Check for clashes with other more newsworthy events: political events, holidays, regular press briefings, etc. Call journalists, government departments to check for clashes. � If it’s a media event, don’t hold it on a Monday or Friday unless you’ve got a really hot story Theme � If appropriate, develop a theme to fit objectives and strategy � Brainstorm ideas to increase creativity � Theme whole event to maximise impact – right down to the invitations Venue selection � Before researching suitable venues have some idea of: � How many people you expect to attend � How many rooms are needed � If you need workshops or breakout rooms 14 � Factsheet 9: Events �
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COMMMUNICATION HANDBOOK
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Communication Handbook - Factsheet
Page 5 and 6: For instance, it is not sufficient
Page 7 and 8: Messages State your key messages. T
Page 9 and 10: Communication Handbook - Factsheet
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 and 44: IN SHORT Only spend money on promot
Page 45 and 46: There are many opportunities to hol
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: A press conference should only be h
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
Page 95 and 96: � Characters � Anecdotes and st
Page 97 and 98: � Trustworthiness � Composure
Page 99 and 100: . Hands c. Visual aid d. Charts e.
Page 101 and 102: Posture Stand or sit with a relaxed
Page 103 and 104: etween slides. Use simple typefaces
Page 105 and 106: 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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MED Communication Handbook - Programme Med

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