PR Tips

Media & PR

Plan, Prepare, Perform

Public Relations in the broadest and simplest sense is the interface between groups in society. Communication is the informing others about a certain subject or idea. How we do this enables the subject, idea or organisation to be presented in a well managed, structured way.

PLAN

Devise a checklist of all that is required for the presentation of the idea, subject or speech.

Ask such questions as:

  • Do I look as I am supposed to look?
  • Have I considered a means of establishing my status/credibility?
  • Have I determined the average age and background experiences of the listeners?
  • Have I included anecdotes and examples relevant to the listener's experience?
  • Have I considered ways to overcome barriers due to the particular ethnicity of the listeners?
  • Have I included the use of visual aids? - illustrations can be worth a thousand words.
  • Is the timing right for this idea or subject?
  • Is the space/ stage suitable for the presentation?
  • Am I able to present the subject or idea enthusiastically?
  • Do I have a structure?
  • Will the structure of my presentation assist the effectiveness of the communication?

PREPARE

Make sure you can pronounce the name of the person who introduced you correctly. There is nothing worse than stumbling over names. It makes YOU nervous and often offends the other.

Make sure you have all the relevant details you require to illustrate the idea or subject. If using visual aids, make sure you have checked the device and that it will run smoothly. Write your script, as you will present it - a good idea is to double space your paragraphs and use a large type font.

Visit the venue (if practicable) before the presentation takes place. Look at the check list and ensure that you can identify and tick off all the criteria.

PERFORM

Thank the person who introduced you. Speak slowly, clearly and simply. Stand still - don't fidget - either hold onto your notes or use one hand on the table or lectern - DO NOT LEAN!

If using a hand held microphone it is essential that you hold it with one hand and hold your notes in the other. Stand still to make your presentation as wandering around distracts the audience from listening and hearing your subject or idea. If using a microphone attached to a lectern do not lean, stand straight, and put your notes on the stand. Adjust the 'mike' to your speaking height if necessary. Speaking height is having the mike head just below your bottom lip almost at chin level. This level prevents breathing noise and should carry your voice through the mike to the audience.

During your presentation, pause at specific junctions to allow time for the audience to receive your message. You need the audience to not only hear your message, they need to listen to it as well. Within every 9 seconds during presentation the target audience should receive one coded message. The audience, through your body language and voice reads a coded message. For example if you are standing straight, your voice sounds enthusiastic and the presentation of the subject or idea has been soundly prepared the audience will respond with a positive attitude.

The best public relations person is you. Show to all that you meet your enthusiasm and excitement for your subject or the idea.

Eventing

AN EVENT IS: A program with a specific goal such as fundraising, a social gathering for the promotion of something in particular or just a time to have FUN!!! Every event is a Guiding PR opportunity.

Step 1 - Decision

Usually a "need " for an event arises from a discussion. Decide why you want to have this event, eg fundraising, running a competition, etc. WHAT, WHERE, WHO, WHEN, HOW, Size of the event , (your sub committee size will depend on this decision).

Step 2 - Committee

Executive Committee: a Chairperson, Treasurer, Secretary (they are the executive of the event).

Their Role: Commitment to the event. Hold regular meetings. Keep a record of meetings. Provide an ACTION SHEET with dates for completion of tasks given. A budget (if required) will need approval. Establish the aim, goals and objectives for the event.

THE IDEAL COMMITTEE NUMBER IS 7

Step 3 - Planning and Regular Reporting

1st Meeting: Establish and allocate specific roles to committee members. Draw up a broad Event outline. Make an Event, monthly timeline. DON'T GET BOGGED DOWN IN DETAIL.

Subsequent Meetings: The committee members should report back on tasks in hand or problems discovered. As the weeks progress "tightening up" of the event will be occurring and you won't even notice! "Tightening Up" is checking and rechecking all those "bogged down details" to see that everything is in place.

Step 4 - Closer to the Event

Draw up a volunteer roster for the event day (this will change as you move forward), show numbers needed to help in specific task areas. Draw up a volunteer roster for the event day (this will change as you move forward), show numbers needed to help in specific task areas. Establish a Weekly timeline, I MONTH out from the event date. Publicity for the event should be in hand. All specific tasks within allotted areas should be in hand. All hiring of equipment should be confirmed. Notices to all concerned in the event should be out. Your last meeting should be 2 weeks prior to the event. This allows time for any last minute glitches to be worked through.

Step 5 - Last Minute Details

Have an informal meeting 2 nights before the event to check that everything is organised. Go through each task area one at a time. be patient with each other. We know that everyone's task area is important to them and success of the whole event.

Step 6 - Event Day

Arrive on time. Set up crew to arrive. Have all your area tasks in hand. Know your role in the event. Have FUN ! Packup crew to arrive. Go home.

NOTE: set up and pack up should NOT be left to the same people who have spent a very busy day /night. Roster a crew on for these two specific tasks only.

Step 7 - Evaluation

Post Event Debrief and Evaluation. A meeting is held to "debrief" the committee. At this meeting all sub committee members should file a report containing an evaluation of their specific area and whether the event achieved the aims and objectives set at the first meeting. Post Post Event, have a party, You deserve it!

PR Displays

Displays are an excellent way for Guides to communicate with the wider community.Displays provide a venue for the distribution of Guiding information.

WHY?: Displays are an excellent way for Guides to communicate with the wider community. Displays provide a venue for the distribution of Guiding information.

WHEN?: Anytime is a good time, check with your local Council and see what's happening in your community.

WHERE?: Where ever there is a public gathering that you are able to coordinate and participate in.Many communities have fetes, exhibitions, shows and street stalls.

There are two types of displays:

STATIC takes the form of posters and brochures being left for the public to see and pick up at their leisure. These can be found in libraries, banks, council chambers or anywhere that has a space available for a promotional stand.

Click here to download a list of things to think about when planning your static display (MS word format).

OPERATIVE usually involves a much higher profile, given that Guides (adults & girls) will be in attendance and taking part some type of activity. It will normally include a static display. These are found at Fetes, Shows, at special events and anywhere there is a substantial gathering of the public.

Click here to download a list of things to think about when planning your operative display (MS word format).

CHECKLIST: Click here to download a checklist of things to remember when organising your display.