pr chapter 16

workshop or small seminar seating

"lunchroom" seating, which has long tables with chairs on one side so that attendees can take notes or set up laptop computers.

seminar seating

"theater" seating, in which rows of seats are set up facing the speakers. Such meetings may be held in theaters or auditoriums.

components of planning a convention

-Timing, Location, Facilities, Exhibits, Program, Recreation, Attendance, Administration

banquet coordinator has to consider

1. food 2. room rental 3. bartenders 4. decorations and table centerpieces 5. audiovisual requirements 6. speaker fees 7. entertainment 8. photographers, 9. invitations 10. tickets 11. marketing and promotion

reception time length

2 hours

cocktail party speech time length

5-10 min

questions to consider when planning a meeting

How many people will attend? Who will attend? When and where will the meeting be held? How long will it last? Who will speak? What topics will be covered? What facilities will be needed? Who will run it? What is its purpose? How do we get people to attend?

press rooms

It's a central location where various exhibitors distribute media kits (usually in digital form) and other information to journalists. typically have a phone, fax, and internet

In a bicycle race conducted by an organization, two racers lost their lives in an accident. After becoming aware of the incident, public relations personnel advised Blanc Inc. to take the necessary precautions before staging a promotional event. What kind of precaution should Blanc Inc. take, and why?

Liability insurance; because without it, in case of an accident, there is the likelihood of the company being sued for negligence.

A company sent out an offer inviting the public to visit their offices during work hours. The visit was restricted to a single day. During the visit time, the company paused work to explain to the visitors about their mode of operation and quality of products. Which type of meeting was conducted by the company, and why?

Open house; because the company wanted to create a favorable public opinion

creative part in promotional events

The creative part is figuring out what "personality" fits the particular product or situation

What possible inference might the audience draw if the size of the meeting room is too large as compared to the number of attendees?

The meeting is a failure as it could not attract the expected number of people.

trade show size

They range in size from more than 100,000 attendees to those in very specialized industries, which attract only several thousand people

What is the primary objective of an open house or plant tour?

To develop favorable public opinion about an organization

if an event is inside it needs ?

a permit is often required from the fire inspector.

Hospitality Suite

adjunct to the exhibit booth. Organizations use them to entertain key prospects, give more in-depth presentations, and talk about business deals.

banquet

are fairly large and formal functions held to honor an individual, raise money for a charitable organization, or celebrate an event such as an organization's anniversary.

A public relations professional organized a function to raise money for a charitable organization. Well-made invitations were sent out to individuals as well as various organizations, and a well-known personality was invited to address the participants. Food and other entertainment activities were provided, but participation was restricted to only those who had purchased tickets. What type of function was organized by the public relations professional?

banquet

cocktail hour

can precede the start of a club's luncheon or dinner. It can also be part of a reception.

if an event uses a public street or park it needs?

city permits

A gathering was arranged to celebrate an employee's promotion, and the guests were served beer and snacks. Although the invitation suggested an ending time, the guests were reluctant to leave. This situation demanded a vocal announcement to remind guests about the closing time. Which type of gathering exemplifies the behavior of the guests?

cocktail party

Open Houses and Plant Tours

conducted primarily to develop favorable public opinion about an organization

Restaurants and hotels were booked for two to three days for a function organized by public relations professionals. The function started with a common meeting addressing all the participants, later breaking into small groups who were addressed separately by different speakers. Facilities such as Internet and projectors were arranged in advance according to the needs of various speakers. The scenario exemplifies which type of function?

convention

__________ are normally a chain of meetings spanning two or more days.

conventions

Which is a criterion for choosing speakers for a group meeting?

crowd-drawing capacity

The ______ is the major expense at a trade show.

exhibit booth

purpose of cocktail hour

have people socialize; it also is a cost-effective way to celebrate an organization's or an individual's achievement, to introduce a new chief executive to the employees and the community, or simply to allow college alumni to get together.

A group of companies organized a function, and a separate site was prepared to discuss their major business deals and give exhaustive presentations about various products. The site attracted serious customers because of the comprehensiveness of the presentations. Which term best describes the site?

hospitality suite

plant tours

how the work is done

reception layout

large room where people stand instead of sit

Participants should sign a release form that protects the organization if someone suffers a heart attack or other kind of accident.

like in a 5k

open houses time length

one day affairs

if the organization is sponsoring a run it needs ?

permit from the police or public safety department to block off streets

a food event like a chili cook off or german fest needs?

permits from the public health department and, if liquor will be served, a permit from the state alcohol board.

promotional events

planned primarily to promote a product, increase organizational visibility, make friends, and raise money for a charitable cause

open houses

planned to show the facilities where the organization does its work

______ is one of the objectives of a promotional event.

rising money for a charitable cause

What is the usual pattern of seating for a monthly club meeting that features a luncheon?

round tables of 6 or 8

large meeting seating

starts in one large group then break into small groups

speakers should be chosen because of

their expertise, their crowd-drawing capacity, and their speaking ability

DC Corp. participated in an event that included industry professionals and journalists. The company had been preparing for the event for a year, creating videos about their new product, training the employees to provide information about it, and offering useful brochures. The company also promoted its product in advance and exhibited it. In which type of event did DC Corp. participate?

trade show

trade shows

ultimate marketing event