Why You Should Outsource Your Social Media and Public Relations

Outsourcing itself is nothing new. Firms have long hired outside vendors to handle marketing, advertising, public relations, media buying, event planning, web design, printing, and many other services that are deemed by companies as "necessary functions best left to experts". And when it comes to the time-consuming tasks of social media and public relations, seeking outside expertise is a smart idea. So we call it "in-sourcing" because the key is to integrate your outsourced services with your team and mission cohesively, fluidly, and successfully.

That's what outsourcing does: creates an efficient 24/7 team of experts for your organization, removing workplace inefficiencies such as time, expense, and inexperience when strategizing, creating, planning, implementing, maintaining, and coordinating the intricate details of a successful PR campaign

Benefits of Outsourcing Your Public Relations/Social Media

Public Relations & Social Media is 24/7, not 9-5...

In a digital age, news, developments, and crises happen instantly and spread through social media even faster. Any positive or negative effects on your organization need to be reacted to just as quickly; as such, the reactionary nature of PR and social networking requires a 24/7 work ethic and involvement. The days of pitching media and writing press releases for eight hours a day have been trumped by trends of sending brief messages throughout the day. If you don't have staff that reacts instantly to positive, negative, or lucrative developments, even when off typical 9-5 work hours, your organization could be left in the dust by competitors and could be pushed to the back of consumer's minds. Hire a person or firm that understands the 24/7 nature of PR and your organization will be well-prepared for developments and happenings that are good, bad, or ugly.

... and is one of the most time consuming workplace tasks.

Social media, when performed incorrectly and inefficiently, is a huge time sink. Simply posting news items on wall's and feed's or trying to build your number of "Like's" and "Tweets" isn't enough to maintain a competitive presence in the media landscape. Creating profiles and maintaining blogs, Facebook, Twitter, Youtube, Digg, and dozens of other social networking accounts can be time consuming tasks that drain your organization's and employee's time for other important tasks. Worse, having employee's involved in social networking may lead to slacking off on their own social networks, reducing work focus and ethic. Time is the biggest advantage SM agencies offer to the workplace and for companies without the resources to adequately bring a dedicated social media expert on board, outsourcing is the best option. Outsourcing your to an outside agency allows your organization to keep employee's time and energy focused and efficient.

Saves costs (making your dollars go further).

Saving money and stretching your dollars further is a juggling task on every firm's mind. In tough economies, firms need to do more with less. Budgets for PR and social strategy can be very tight, especially during a slow economic recovery. Yet smart companies and organizations understand that when times are tough, public relations and social media are important cost-effective alternatives to traditional marketing and advertising campaigns. By outsourcing those tasks, your firm is able to work within your budgetary framework, reduces overhead and operating costs (such as office space and employee benefits), and increases worker efficiency by allowing them to focus on more important and concentrated tasks.

These taskse aren't "filler work for staff".

Public relations is the art of helping the public see your organization in the most beneficial and cutting edge light. Poorly written and inexperienced public relations work shows the world just the opposite of what you intended. Employers who put less of a focus on public perception tend to take a "do it yourself" approach and assign PR and SM tasks to inexperienced workers in an effort to save money. Assigning workers that lack experience, required skill sets, and strategy tools for an extensive social media and public relations campaign is not a cost-efficient option in the long run; in fact, factoring in months of training, salary, and trial and error periods makes it a potentially expensive proposition with little to show for at the end of the day. Social media alone requires the art of being social and creative, a skill not all employee's excel in. Bring in the experts in public relations and social media - it's a more cost-efficient option that includes a team oriented, creative, goal-focused perspective.

Integration made easier and sensible.

Social media has redefined the traditional tactics of PR. Certain aspects of PR fuels the "going viral" part of social media and social media redesigns public relations from a press release into an online elevator speech. With the close ties between these two forms of communication, having separate people for public relations and for social media doesn't integrate your message and brand as clearly as possible. Which is why outsourcing your campaigns to the same expert team is the most sensible option when creating an integrated campaign among all media outlets.

By outsourcing, you'll end up working with creative experts with a 24/7 work ethic and an eye for integration, helping your business or organization save money. Outsourcing is starting to make a lot of sense.

Problems of Selling Event Tickets Manually: Is There a Way Out?

Selling tickets manually is not an easy job - you must hire somebody to sit at the ticket counter for a number of days issuing tickets as well as handling cash payments. The task doesn't end here. The staff then has to update ticketing lists manually to keep statistics and book of accounts up-to-date. Moreover, individuals have to travel all the way to the ticket counter in person to buy tickets of their favorite show, festival or sporting event. Furthermore, in the absence of an update system, there exists a great possibility that the event may be a sell out and you may not be able to purchase any tickets even after travelling all the distance to the counter. Event organizers can tackle such situations and additionally derive more benefits by implementing and utilizing an online ticketing solution.

Now, what is this online ticketing solution all about? Let's find it out in detail.

Customized Ticketing Page

Event planners can customize their online event ticketing page by adding colors and attractive graphics. The planners can change the overall layout of each page as well as add a company logo/banner to professionalize the page. Many online payment companies offer add-on services that will help to design the ticketing page similar to that of your company website.

Sell Multiple Event Tickets

You can create a wide range of ticket types to meet your event goals. For example, you can upload VIP tickets, 'Early Bird' tickets, and member-only tickets, and so on with different price tags as and when required.

Promote It

Try to use social media platforms (Facebook, Twitter, LinkedIn, and so on) to promote your festivals, family shows or sporting events online. Free promotion on these social media websites will help you attract a large number of audiences to your events page and will generate interest in them. This may lead up higher number of tickets being booked or sold for upcoming programs.

Built-in Credit Card Processing

Selling tickets online comes with the benefit of collecting payment online. In other words, you can let people pay you via their credit / debit / charge cards, Wire Transfers, PayPal and so on. Online ticketing solution offers real-time authorization and processing of payments made via this method. Thus, using a Cloud-based ticketing software can help you eliminate the problem of receiving and managing cash and paper checks. Processing refunds incase of cancellations is also any easy affair when using an online payment system.

Generate Detailed Reports

Cloud-based ticketing solution lets you easily generate several online customer and sales reports in almost no time. You can quickly gather sales and details of individual customers from the online ticketing database which stores all information automatically for use by the event organizer anytime, 24x7.

Most importantly, converting to an online payment management solution completely eliminates any kind of accounting discrepancies that may occur in case of manual processes in place.

Top 5 Challenges Faced by Event Organizers: How Should They Cope Up?

Event organizing companies are trying to find an effective solution to the 5 challenges listed below. They are:

繚 How to manage wastage before, during, and after events?
繚 How to maintain a steady growth rate and keep on adding more to the ROI?
繚 How to meet mounting costs related to infrastructure and travel?
繚 How to improve customer service and networking with prospective consumers?
繚 With the rising fuel cost, how to encourage people to register in order to attend your events?

Surprisingly, these issues hold true for almost every corporate organization today. With the concern to save the planet, a large section of the society is moving towards finding ways to reduce wastes production. We see a number of companies (IBM, eBay) having a recycling program as part of their waste management initiative. With reference to event organizers, they can successfully lend their support towards the 'Green Campaign' and reduce the production of wastes by opting for an eco-friendly, online solution. Internet based applications don't require paper usage of any kind, thus saving costs and the cutting down of trees (paper is made from trees).

Here's sharing an interesting fact. USA, with around 5% of the earth's population, uses 30% of all paper manufactured worldwide. It is by far the largest per capita paper consumption rate for any country on earth. (Source: http://www.treehuggerbrand.com/ )

Online solutions are much easy to use so you don't need a technology trained staff to handle its operations. You just need to log onto to a computer or laptop and access the type of solution apt for your business needs. It can be the online event registration solution or the payment management service. Besides, you will get the advantage of utilizing additional online applications such as emailing service, marketing tools, surveying and reporting options, and so on, to streamline your event-based administrative jobs.

Once you open up online registrations, you will see the difference in terms of attendee numbers. Manual registration processes called for the physical presence of people interested to attend your event. They had to travel to your registration center just to complete pre-event registration formalities. With online registrations, interested participants can easily complete the process sitting at home, while at their job or on the move.

People usually appreciate online payments transfers since you can send funds from any region of the world and most importantly at anytime. You don't have to visit your nearest bank branch to do the needful. Interacting with VIPs and registrants can be done via emails (sending a corporate mail adding your event registration and payment webpage links, etc.). Moreover, marketing your events on social media increases the chances of getting higher registration rates and networking with potential attendees.

Cover Bands and Live Music From Corporate Events to Weddings

A cover band is a tribute act that would usually be booked to play a line up of cover songs (other musicians' songs) which are popular with the crowd expected at your event. Most people think about a band when planning entertainment for corporate events, balls, functions, festivals and of course if they want a wedding band to perform live music.

Having a cover band play at your event is a superb way to get your guests involved and you can often choose a themed cover band to play for instance you may have a 1960's themed wedding then your chosen wedding band will specialise in 60's themed music or you may choose a band that will play indie music, rock, guitar, jazz - or simply popular tracks that a range of people will enjoy.

A good point to make if you are seeking an agency to provide your live music and entertainment is to find out how much experience the cover band has, ask to listen to a recording or preferably a quick live performance if possible - this way you will be able to judge their stage presence, however this is not always possible and not forgetting a performance in an office in the day time will perhaps not reflect how the performance will go with the correct lighting and good atmosphere at an evening event!

A cover band should always be booked with a good DJ that can play during intervals and before the act performs. Bands generally will not play for the whole duration of the event so the DJ will be rostered to play high energy music and dance floor fillers at the end of the live music performance.

A fine entertainment agency will have superb connections and a good list of acts to make for a fantastic event that keeps your guests entertained, the cover bands and your DJ will be able to discuss with you a playlist covering your chosen music be it golden oldies, pop or dance etc and the cover band will normally provide all the equipment, PA's and lighting.

Once booked you should normally expect to pay a deposit and the price will often cover travel expenses. Once a deposit is paid, you can expect the cover band and wedding DJ to travel to your event location and provide the perfect entertainment for your party or corporate event.

Predicting a Positive 2011 for the Event Industry

Meeting Professionals International (MPI), IMEX, and the International Special Events Society (ISES) are all predicting that meeting volume, the number of attendees, and increasing value and ROI will be the priority throughout the global event meeting services industry in 2011 versus 2010.

For FutureWatch 2011, MPI garnered insight from more than 450 industry professionals in 20 countries and from 67 MPI chapters. "After two challenging years for the business of our industry, we're back with FutureWatch 2011 responses indicating material growth in activity of 8 percent. FutureWatch 2011 also indicates that this is the year where recent industry forays into virtual events and collaboration through social media will become increasingly mainstream. Thinking outside the room to drive performance through connectivity is becoming entrenched," said Bruce MacMillan, President and CEO of MPI.

Year-to-Year Trend in Projected Meeting Statistics
Year to Year Trend in Projected Meeting Stats

FutureWatch 2011 predicts the following:

* An 8% Increase in the Number of Meetings;
* A 5% Increase in the Spend Per Meeting;
* A 2% Increase in the Number of Attendees;
* A 2% Increase in Planners' Budgets.

The other interesting note regarding international travel is the following:

* US Organizations plan to have 87% of their meetings in the US. The 2nd choice, with only 6%, is Europe.
* Canadian Organizations plan on having 82% of their meetings within the Candian borders. The next place they are likely to travel to is the US, with 11% of the meetings.
* European Organizations plan to have 82% of their meetings in Europe. 10% of their meetings will be planned in the US.

IMEX Global Insights Report

IMEX surveyed 45 senior event meeting services professionals to gain their input regarding the state of the industry for 2011. Optimism is high with these survey participants who thought 2011 will bring a rise in events and budgets, green initiatives, and more virtual meetings.

Here is a summary of some the report results:

* 58% of the respondents said the number of meetings will increase this year.
* 42% said they are fully committed to Corporate Social Responsibility (CSR).
* 25% said demonstrating Return on Investment (ROI) from meetings and events, in detail, is their most important priority.
* 18% expected a significant increase in their budget this year.

ISES Forecast 2011

Penton Media, conducts an annual survey on behalf of the ISES Advisory Board. They divided their respondents into In-house Event Services Company Professionals and Independent Event Professionals. Below, are the results of the survey from the in-house event professionals:

When asked about the number of events said the following:

* 41% will stage more events in 2011 than 2010
* 40% will stage about the same
* 10% are unsure and
* 9% will stage fewer events

When asked "What are the greatest challenges facing you this year?" said:

* 64% are projecting reduced budgets
* 53% feel an uncertain economy will affect their events
* 25% will be dealing with shorter lead times
* 23% will need to demonstrate ROI and/or value
* 21% are uncertain about their own company finances

Hen Parties in Ireland

In Ireland, a Bachelorette party is known as a Hen Party. This event usually takes place a few weeks before the wedding. The party is normally organized by the chief bridesmaid or maid of honour. While the format varies widely the event usually involves alcohol. Many Hen parties include some daytime event or activity like paint-balling, makeovers, bowling or other fun pursuits. There is nearly always a meal in a restaurant followed by a night of drinking and dancing.

The typical Irish Party includes the mother of the bride and the future mother-in-law. Irish parties vary in size but are usually made up of between 12 and 30 girls often wearing outlandish outfits. The peak time for Hen Parties in Ireland is between April and September. You will often see large Hen Party groups roaming the streets in the popular Hen Party towns of Kilkenny, Kenmare, Galway, Limerick and Carrick-on-Shannon.

An overnight stay in a Hotel is the norm although some Hens take place in the home town of the Bride to Be. Pink Hats and printed "T" shirts are a pretty common sight on any Irish street on a Saturday night. Most parties involve some form of fancy dress or wild costumes.

Strippograms and Kissograms are sometimes used to add extra entertainment to the evening where allowed. Most Irish pubs are easy going about girly Parties but some will not allow Large groups of women intent on having fun. All in all the Hen Party is part of the wedding tradition in Ireland and it is very unusual for a future bride not to have some form of Hen Party to celebrate her last bit of freedom. Most Hens Nights are planned by the girls themselves but there are Event planning companies that specialise in organizing the whole process.

Of course while a Hens Party is an important event in Ireland it is an event that takes place in some form in nearly all cultures.

Make Your Next Fund Raising Event a Success

Planning a successful fundraiser takes time, and careful consideration. Whether you are raising money for a local charity, soliciting donations for a community recreation center or rallying support for a political candidate, too much rests on the success of your event to let any aspect of the planning go unscrutinized. That includes the venue you choose to host your event.

Timing

For most fundraisers, time can be an enemy, and it is important to begin planning well in advance of the event itself. Giving yourself a minimum of six months planning time will allow you to check and double-check all aspects of your agenda. If there are conflicts, budgetary issues or flaws in your program, the extra time will give you the opportunity to make any necessary adjustments. Early planning will also give you ample opportunity to secure the venue you want, on the date you desire. Remember, fund raising events tend to come in clusters, and you may have other organizations looking to book the venue you want on, or around, the date you have set for your fundraiser. Giving yourself extra time is giving yourself extra flexibility.

Budget

The first consideration in planning any fundraiser is the budget. Regardless of the purpose of the event, your budget will lay the groundwork for many of the decisions to come. Knowing your budgetary restrictions will help you determine how many guests to invite, the location for your event and what refreshments and entertainment you will be providing. Setting your spending limits early will also help to ensure that you don't go over budget, and find yourself facing a financial shortfall before the fund raising can even begin.

Choosing an Event Space

Once you have set your budget, and have finalized your guest list, it will be time to look for an appropriate venue in which to hold your event. Choosing the right event space is vital to a successful fundraiser. The first consideration is location. The venue you choose should be centrally located to all of your guests. It should be easy to locate, and should provide ample parking for everyone who will be attending your fundraiser.

The next consideration is the hall itself. Most event centers can offer a choice of rooms to suit both the size and purpose of your gathering. You will want to choose an event space that can comfortably accommodate all of your guests, and that can be modified to create an attractive and inviting atmosphere. Making your guests feel welcome and comfortable is a priority, so choose the event space carefully. Visit the venues you are considering in person, and take a short tour of the premises. Check to see that they offer easy access for your guests, adequate parking, suitable handicap facilities and well maintained restrooms. A short tour of the event space will also give you a chance to talk to the management, ask about their experience and solicit any suggestions they have for making your fundraiser the success you desire. An event coordinator's professional expertise can help you to avoid any pitfalls in the planning of your fundraiser.

As you tour the event facilities, you may want to inquire about available staff for your event. While most of the fundraiser's staff will come from volunteers, and from members of your own organization, you will need some on-site staff to handle various venue specific functions. You will want to ask the events coordinator, or the venue's management, about the availability of security personnel. You will also want to find out if the venue offers valet parking, and if they supply the necessary employees as part of the total rental agreement. While you will be handling much of the staffing at your event through volunteers, some things are best left to the venue's on-site professionals.

Once you have chosen the event space for your fundraiser, it is time to think about d矇cor. In your consultation with the venue's management, be sure to ask what they can provide in the way of furnishings and decorations that can be used to suitably dress the event space for a gala evening. The venue should be able to provide all of the necessary furnishings, including chairs, tables and podiums, as well as wall decorations and potted plants to liven up the room. They should also be able to provide any audio/visual equipment needed for speeches and presentations throughout the evening.

With the venue secured, and the decorations and staff in place, your fundraiser is well on the way to success. Attention to detail is the secret to any successful event, and by choosing the perfect entertainment space for your fundraiser, you have laid the foundation for a memorable, and profitable, evening.