5 tips for a successful client event

By Posted in - Blog & Internal Communications & Media Relations & Public Relations & Special Events on March 12th, 2013 0 Comments

What goes in to preparing for a client’s big event? Much less, what goes in to preparing for a weeklong event that is your client’s entire means of existence? Here at FCPR we are getting some great hands-on experience in this area. As you are probably aware, we recently added the Kyle Petty Charity Ride Across America to our beloved circle of clients.

The Kyle Petty Charity Ride is a seven-day motorcycle trek across the country led by former NASCAR driver and racing analyst Kyle Petty that benefits Victory Junction. This April more than 175 motorcycle enthusiasts will join Kyle and NFL great Herschel Walker on the Ride’s 19th Anniversary – cruising from Coeur d’Alene, Idaho to Tempe, Ariz.

So just how do you tackle an event that spans over five states, eight overnight stops, three very different key audiences and encompasses nearly 200 participants? Teamwork.

Adding the account less than three months before the actual event, the FCPR team has gone above and beyond to support one another and create excellent work. Here are five ways we’ve been successful in tackling not only a challenging, but also an incredibly fun and exciting event:

  1. Divide and conquer. With several key audiences that we wanted to reach, we knew we needed to divide up the outreach strategically. Each team member took a market they were interested in covering such as NASCAR and Petty fans, motorcycle enthusiasts, Victory Junction supporters, national media and each local town we will be visiting.
  2. Communicate. With eight people working on one account, communication is essential. Google Drive has become our best friend on this one, as we are easily able to share every document and conversation with the entire team.
  3. Check-in. Our team meets at least once a week, if not for a few minutes each day, to discuss successes, struggles and general updates. It’s a great way to support one another and make sure nothing falls through the cracks.
  4. Be realistic.  I’m not going to lie and say I didn’t get a little overwhelmed looking at all of our project goals and tasks in the beginning. One of the many lessons I’ve learned from Liza and Kim? Take it one day at a time. Believe it or not, it works!
  5. Enjoy. It’s not everyday you get to work on an account that has such an amazing mission. Sure there are a lot of logistics behind the scenes, but all-in-all we’re getting to visit parts of the country we never thought possible while sending children with chronic illnesses to experience a life changing summer camp.

Perhaps I am a little bias, but this is just one reason why I believe PR is so enjoyable. Nothing’s more rewarding than coming together as a company, generating conversations across communities and ultimately creating one successful client event. How does your team make it happen?


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