Organisators guide

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• The organization of presentations

        How to organize presentation in Crimea?

       How to make presentation remembered event, to realize the company-client purposes, to receive a positive information occasion?
       The presentation – one of the important communication tools connecting the company with clients, also is spent it in several cases: concerning any solemn date – opening of new office, expansion of the company, anniversary of firm;
       As planned regular PR action. The pursued aim – expansion and deepening of contacts in a company field of activity, reception of the additional information on clients and their intentions, formation of favorable image of the organization.
       In Crimea for the presentation organization the sea of possibilities is simple. Places for carrying out and the organization of presentations in Sevastopol, Yalta, Alushte, East to Crimea it first of all the exhibition centers, conference halls, hotels. But not only in traditional places, the organization the organization of actions is possible. Natural objects, palaces южнобережья, museums, theaters - here the best choice of organizers!
There are some stages of preparation previous the organization of any presentation.

       Stage the first, preliminary
       Here enters:
       – Manufacturing of the booklets informing on the company. The booklets containing the basic information on firm, are handed over invited after the arrival.
       – Manufacturing of invitations. The design and the reference is developed according to expectations and perception of certain target audience, i.e. potential and existing clients. The made invitations are dispatched to directors of large firms, representatives of administration, heads of the companies of potential partners. It is necessary to send the same personal invitations and to representatives of mass-media, the Internet-smi
       – The press release, help materials, a photo, souvenirs. The package of materials to presentation should be multiplied with some stock. Complete sets are quite good for enclosing in firm folders to distribute then to visitors at registration before the presentation beginning. In the press release it is necessary to specify full names of all who will act at press conference, and also all important figures, specific terms, names and contact phones.
       At the organization of the presentation calculated on various strata of society, at announcement wide coverage of mass-media that will give the chance to inform audience on approaching event more full is necessary. It is possible to manage and without mass-media if the budget doesn't allow, and to involve in distribution of invitations of promoters or to use possibilities of direct post mailing.
       Stage of the second, the presentation organization
       Working out of the general scenario of action. Taking into account features and specificity of firm the professional script writer develops the scenary plan and actually the scenario of carrying out of presentation. Preliminary conversation with the customer, having for an object gathering of the information on the company, represents well planned interview. The more firm secrets «засланец» organizers will find out, the more full, информативнее and is more interesting the scenario will turn out. The basic obstacles which are necessary for overcoming in any ways:
       The head refers to employment and sends the interviewer to the secretary which, being afraid to tell superfluous, doesn't give the necessary information;
       The head refers to shortage of time and hurries up to tell faster about what good company at them. Cliches thus and are strewed from his lips.
       It is clear that results from this conversation – a zero. Irrespective of, conversation with the head of the company or with the secretary has taken place, the result of such negotiations will be sad – shortage of the information for a writing of the high-grade scenario. The scanty scenario which then will send to the customer on the coordination, will be mirror reflection (or it is directly proportional) to the data received from the customer.
Preparation and training of promoters
       Any имиджевая the action is well planned promotion, it is not enough than different from any another. What promoters on presentation do?
       – Meet and register visitors and representatives of the press.
       – Inform them on the presentation program.
       – Transplant visitors for little tables, accompany in фуршетный a hall.
       For similar action promoters are selected not only taking into account the good external data, but also on presence of ingenuity, responsibility, vigor. Preliminary promoters have training special preparation in which course receive the basic information on the enterprise, answers to often asked questions, and also pass trainings on non-standard situations. Now to be the silent appendix to celebratory walls not in a fashion. Work of promoters even here passes under strict control of the coordinator of the project. Well, everything, as at sales promotion! Happens that on presentation of the company specializing on technical products, there is only a serious man's contingent. To keep the company to technical experts and to dilute especially man's society promoters of a modeling kind (class) in evening dresses which had training special preparation are invited and can support conversation.
       In the course of presentation preparation the themes offered visitors for discussion, an order of performances and an exchange of opinions are necessarily planned. The presentation course goes to the leaders well informed on a subject. On leaders it is impossible to save. The more professionally the leader, the looks action more respectably. Among this category of the persons serving presentations, too there is a certain specialization. There are leaders who work only on presentations. This question should be considered in advance. Otherwise неожиданостью for solid public shocking manners of the compere of the superfashionable DJ invited to a role which, can can become unpleasant, and is good, but on the place. What presentation without celebratory registration and a hardware! Here it is necessary to define accurately possibilities of a premise and to consider it already by scenario working out: to consider possibilities of placing of the light equipment and microphones. The microphone can be not only at the leader, but also in a hall, for visitors. Visitors should be invited to presentation not мене, than for a week. An ideal variant when the invitation is delivered personally in hands, and for two-three days to the visitor remind that very much wait for it, by phone. On base of the registered participants of presentation it is possible to send offers with a question «remember us?». If action has been spent top-level, don't worry, will necessarily remember!
       Don't worry, if in a hall of percent on ten it is less than places, than invited. All invited never come. However the reserve of chairs on unforeseen flow needs to be had always.
       Separate word concerning journalistic brotherhood: journalists, how many them feed, all the same appreciate a hard coin more. Not a secret that some representatives of mass media come on similar actions for the sake of a buffet table. If want post-illumination, it is sometimes better to pay to editions for the publication, rather than to hope that will write free of charge. Also will more cheaply manage. So, having defined in the sum of the fee and the size of the publication, you can «фуршетные» safely spend money for fees. Besides, in this case there is no need to predict quantity of "lighting" publications. As a rule, the preparation stage comes to the end with presentation dress rehearsal. A measure necessary as it reveals errors, the defects seen in the course of preparation.
       Stage the third. A celebration
        Registration of visitors begins for 30–40 minutes prior to the beginning of presentation. It is so much time also occupies this process. While visitors gather and numbered, arrived before all enjoy a cocktail. Welcome-drink usually occurs in a separate premise that provides freedom of moving and contacts present. During a cocktail, anticipating event, the presentation roller of the company is shown to visitors.
       The action beginning can't be detained more than for 10–15 minutes. But also it will be necessary to apologize for this delay necessarily.The presentation as we already know, consists of two parts – official and informal. In the first case is actually presentation with a greeting of owners or visitors, in-second – live dialogue against the unostentatious show program. If on a usual banquet the entertaining program can be made sated at the expense of interesting competitions, involving about process of game of participants of a banquet, presentation – serious action and requirements to the show program higher. The similar evening presentation part occupies two-three hours. In the end of action behind the become empty tables there is a customer associates and, less often, the survived organizers.
       Stage the fourth. The reporting
       At this important stage the data about expenses, the payments, the made materials and other is reduced together. The illustrated printing report following the results of event includes all developed materials: scenarios, the press release, booklets, folders, invitations. And for memory from a photogun those objects which have been declared in the estimate act in film without fail: there is in the estimate a jazz gang – all right to see it in a picture, promised the singer, a super-projector, joyful persons present, – and it should be fixed in photos. The report contains also video - audiocassettes with record of rollers-announcements and record actually actions. You still declared event illumination in a press? Be so kind as to give publications. The agency-organizer usually has originals of articles, and the customer receives accounting publications in the scanned kind. The edition page where article is published, should be identified well under the edition name, on publication time. Articles should be traced and collected with special scrupulousness. The resonance from such important event, as presentation is especially interesting to the customer.
       In language of figures
       Always it seems to the customer that money which it gives to agency, big, the agency imagines a situation just what isn't needed. Where money? Here the basic items of expenses which are usually present at the estimate:
       Script writing – 5 %.
       Work of the leader – 15 %.
       Hardware rent – to 10 %.
       Registration – from 2 %.
        Banquet – 25–40 %. The basic expenses will go on alcohol is almost two thirds of the sum declared on a banquet.
        The agency commission – from 5 to 15 % depending on complexity and speed of preparation of the project.