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committee Archives - Page 3 of 12 - Syneka Marketing

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Promotion needs to be considered when planning an event

How to successfully market your next event – Third Sector Magazine

By Advice, Advice for Not-for-profit Organisations and Charities, Resources No Comments

Third Sector Magazine is a quarterly publication that contains news and content for Australian not-for-profit organisations.  Syneka Marketing was featured in the November edition where we provided advice on promoting events.

Hosting an event is a great way for your organisation to promote its mission and achieve its goals. 

Alex Makin, Managing Director of Syneka Marketing provides tips on helping your organisation improve its marketing strategy and ensure your next event is a success.

Promotion needs to be considered when planning an event

Promotion needs to be considered when planning an event

Define event goals

In order to properly prepare for an event, you need to know exactly what target markets you want your event to reach. For example, how many attendees are you hoping to attract or what is the desired fundraising target?

Having clearly defined event goals will enable you to stay on track and motivate your organisation to push hard to achieve these goals and host a successful event.

Elect an events committee

If your organisation doesn’t have designated event roles then it is a good idea to elect an events committee that consists of stakeholders and organisation members from different teams.

An events committee provides a formalised structure for people across the organisation to work together on identified outcomes. Committee members need to have an understanding of the goals and milestones of the event, as well as clearly defined responsibilities.

Send Invites Early

Sending invitations is often left until the very end of event coordination. To get the best outcomes, give ample notice to desired event attendees. This gives you time to follow up if you don’t receive an immediate response.

Ensure email Invitations Stand Out

Sending invitations via email is becoming increasingly popular as it saves time and money. If your organisation chooses this method, make sure your message stands out from other emails by providing the essential event information – such as the date, time, venue and purpose – in the subject line, and repeating key information in the body of the email.

Avoid sending attachments in your email invitation as recipients are unlikely to open them. However, if you do wish to include an attachment, make sure you mention key points in the body of the email to ensure those who don’t open the attachment don’t miss important information. In addition, attachments should be sent PDF format as this ensures that the content will be readable on most devices.

Use email merges so you can take the name of each recipient and enter it into a personalised greeting, Not only can email merge save considerable time, it will increase the likelihood that your message will be read by the recipient as it doesn’t look like a mass email. It should be used in preference to sending a mass email by attaching many recipients to the CC or BCC fields as emails sent this way are can get caught in spam filters.

Ensure that there is sufficient time to consider media releases and promotion for your event.

Ensure that there is sufficient time to consider media releases and media coverage of your event.

Involve the media

Sending media releases is a great way to raise awareness of the event and generate pre-event publicity.

To ensure your message is successfully received by your target market, it is important to send releases to the right media outlets. In order to determine which media outlet would be best suited to your event, think about the demographic of your target market and pitch your media releases to the types of media outlets frequented by your demographic.

It is a good idea to follow up your media release with a call to ensure it has been received, and to encourage the journalist to run the story.

Media releases should also be distributed to sponsors to demonstrate the publicity you are undertaking for the event and included on your website.

Third Sector Magazine is released on a quarterly basis, our article can be seen at www.thirdsectormagazine.com.au.

Candlebark Nursery Annual General Meeting

By Advice for Not-for-profit Organisations and Charities, Presentations No Comments

Candlebark is a community nursery situated in Mooroolbark that sells local indigenous plants across Melbourne’s eastern suburbs.

As a community organisation, Candlebark is supported by volunteers, including a voluntary committee of management.  This afternoon I was invited to the Candelbark Nursery AGM to discuss marketing and social media.

Unfortunately there was a power outage earlier in the day, meaning I was unable to provide live demonstrations of social media tools.  As a result I re-framed the discussions to deliver a marketing workshop, providing opportunity to discuss the aims of Candlebark and its key stakeholders.

As a community nursery, Candlebark seeks to achieve a number of aims, including community education on the importance of locally indigenous plants, encouraging sales and recruiting volunteers.

We worked through the key messages that should be developed by Candlebark, including the importance of educating the community on the importance of locally indigenous plants to protect biodiversity and to support local flora and fauna.

The focus on indigenous plants and the role of the nursery in strengthening the local environment is unique to Candlebark and distinguishes the nursery from its competitors. This key message should frame Candlebark’s discussions with prospective customers and in seeking volunteers who wish to provide a positive impact on the environment.

Social media can assist in reinforcing this message and promoting the nursery through networks.  In addition, social media can assist in conveying volunteer stories to reinforce the importance of volunteering for the organisation.

It is important however to use a combination of marketing tools to support these key messages.  For example websites, brochures and content at information stalls should reinforce this message as it differentiates Candlebark from its competitors.

Candlebark Nursery is supported by a strong team of volunteers who are passionate about the environment.  Reinforcing the key messages and strengthening its points of difference will assist in reaching further volunteers and raising the profile of the organisation.

Today’s presentation highlighted the importance of being able to improvise, due to the power outages  Fortunately a whiteboard was available and participants readily volunteered their thoughts on marketing Candlebark Nursery.

 

Ensure that there is sufficient time to consider media releases and promotion for your event.

Training Workshop: Marketing for Media and Events

By Advice, Advice for Not-for-profit Organisations and Charities, Presentations, Resources No Comments

Many not-for-profit organisations conduct events to raise awareness or as fundraisers to provide support to their core services. We conducted a half-day workshop on events and media in conjunction with Eastern Volunteers.

There are considerable challenges in managing events, particularly in ensuring that the activities support the aims of the organisation and provide a positive return. Many not-for-profit organisations do not have the resources available for a dedicated events team. Subcommittees can be useful in overcoming these constraints by encouraging staff and volunteer participation, while also enabling a range of people and skills to become involved in planning and conducting an event.

Events should be evaluated against objectives to justify the commitment and resources. For example, it may be useful to evaluate the effectiveness of an event in regard to fundraising, staff resources, financial return and awareness.

Ensure that there is sufficient time to consider media releases and promotion for your event.

Ensure that there is sufficient time to consider media releases and promotion for your event.

Business Sponsorship is often required to support community events and it is critical that an organisation is able to demonstrate tangible benefits for this support. Not-for-profit organisations should prepare information packages that outline the benefits of sponsorship, including the audience reach and ongoing coverage. It is often useful to determine whether an event attracts a particular demographic and to target businesses who wish to reach a similar target market.

Several levels of sponsorship should be provided, with clear differences in value between each package. Providing a range of sponsorship packages, enables several businesses to become involved and encourages the potential to upgrade support in future years.

Businesses should be encouraged to be present during the event and to see first-hand the results of their investment. Providing photographs and videos also enables businesses with ongoing materials from the event and can support discussions for support in future years.

Events also need to be sufficiently promoted and it is often useful to plan backwards when organising an event. This approach will help ensure that invitations, media releases and other promotional tools are dispatched in time.

Media releases should be relevant to the audience of the media outlet to assist in coverage. Often it useful to speak to a journalist directly to reiterate key points from the media release. Journalists will not be able to cover every aspect of an event so ensure that the essential information is conveyed in the media release and during conversation.

The Workshop received extremely positive feedback and will hopefully assist organisations in planning and conducting their events.

Rotary Club of Ringwood

Rotary eClub of Greater Melbourne Membership Committee

By Advice for Businesses, Advice for Not-for-profit Organisations and Charities No Comments

The Rotary eClub of Greater Melbourne was formed by Rotary District 9810 with the aim of providing new meeting options for Rotarians and to diversify the membership base.  The Rotary eClub of Greater Melbourne is the first eClub within Victoria and the website was developed by Syneka Marketing.

I have been nominated as the Chair of the Membership Committee, responsible for membership recruitment and retention, as well as the overall marketing of the eClub.  As a Rotarian and Managing Director of Syneka Marketing, I have offered to lead the creation of a marketing strategy for the eClub.

Tonight marked the first meeting of the Membership Committee, which will meet via teleconference on a monthly basis.  The committee is being utilised to workshop the marketing plan and to identify potential membership opportunities.

Already we have identified the following target markets for the eClub:

  • Former Rotarians
  • Generation ‘X’ & ‘Y’
  • Business Professionals
  • Rotaract
  • Rotary Alumni
  • Former Melbourne residents located overseas or interstate

Subsequent meetings will determine the key messages to reach each target market, as well as suitable communication tools.

Rotary as a service Club, is uniquely positioned to enable members to utilise their professional skills.  As a marketing professional I’m looking to utilising my marketing knowledge to assist the eClub in the development of its marketing plan and membership strategies.

Rotary Club of Ringwood

Rotary District 9810 Changeover Dinner for 2012-2013

By Advice for Not-for-profit Organisations and Charities, News No Comments

The Rotary District 9810 consists of 48 Rotary Clubs across Melbourne’s eastern and southeastern suburbs. Rotary positions are held for an annual term and each year individual Clubs and the District hold a changeover function to highlight goals for the year ahead.

This evening I attended the Changeover Evening for District 9810, with Brian Martin entering the role of District Governor from Juliet Riseley. As a Rotarian, through my membership of the Rotary Club of Ringwood and the Rotary eClub of Greater Melbourne, Syneka Marketing has been able to assist Clubs in developing marketing strategies and a cohesive online presence.

Syneka Marketing has created a consistent and integrated website presence for several Clubs over the past year, including:

This approach has ensured cohesive branding for Rotary, while also enabling individual Clubs to demonstrate their local community focus. Consistent branding helps convey the key themes of Rotary, making it easier for prospective members to recognise the core element of community service and how they can make a difference.

In addition, Syneka Marketing worked with the Rotary Club of Ringwood to develop a marketing plan to attract corporate members.  This marketing plan focused on the key Rotary themes of service to the community, professional networking and personal development. The program includes a regular series of business seminars to connect Rotary with the business community and to demonstrate the merits of membership.

Syneka Marketing also developed the website for the Rotary eClub of Greater Melbourne, enabling the creation of a virtual Rotary Club, while replicating a traditional meeting environment through forums and online chat functionality. The eClub will enable Rotary to reach new markets for membership and Syneka Marketing will be developing a marketing plan as part of the Membership Committee.