Budget
and Logistics
Establish
a Budget
Be sure to consider the potential costs associated with the
following:
-
room
rental
-
chairs
and podium, if additional
-
tables
for refreshments and/or event registration
-
microphone
set-up (e.g., traditional, lapel clip-on or wireless)
-
photographer
and related photo costs such as duplication
-
media kit materials—production,
printing and copying
-
audio-visual
needs and materials (e.g., banners, charts, slides, mult box*,
videos, telephone hook-up for radio stations,
etc.)
-
light
refreshments, coffee, pastries
-
signage
(i.e., directional, event and/or podium).
*“Mult
box” (electronic device allowing several broadcast media
microphones to receive a voice feed at the same time) Determine the Logistics
Once you’ve
selected your location, address these details to prevent snags
on the day of the event:
-
arrange
the room to facilitate a comfortable flow of traffic
-
establish
room arrangements with your staff, hotel or site facility management
-
provide directional signage that’s
easy-to-read and follow
-
ensure
adequate parking onsite or at nearby parking lots; be sure
to include
parking instructions in your media advisory
-
create
your agenda, designating who will speak first (Limit speakers
to
no more than five to eight minutes each; total
event time should not exceed 30 minutes.)
-
include
the acknowledgement of dignitaries in remarks and on the agenda
-
compile
media kits to offer at the registration table
-
provide
a sign-in sheet or staffed check-in to encourage guest registration.
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