Hispanic Event Marketing Part 2: Orientation - Introduction

Orientation – Introduction

As mentioned before, the orientation should be a guide to the Hispanic Event Marketing Brand Ambassadors executing the event. Begin by introducing the event by name and city. Let the event execution team know the date and time of the event. Include Location (provide a physical address if available.) Under location, specify booth set up location. Every event organizer assigns a number per booth in both outdoor and indoor events. Make sure you receive a map of the venue and confirm your booth number and location. In case of an emergency, the team should have the organizers phone number and contact information. Give your execution team an estimated number of people that will attend. They might be expecting an event with 1,000 people and once the event starts, they noticed more than 100,000 people attending. Have the team prepared by selecting the right amount of brand Ambassadors for the event. Imagine if you only assign 3 brand ambassadors for a 6-hour outdoor event with approximately 100,000 people in attendance. If the team is not prepared for all this work, the promotion will not be as successful. Include setup and breakdown time in the orientation. In the package received from the organizers, there should be a set of instructions, which includes setup time before the event and breakdown time after the event. Depending on the size of the events, organizers give you at least 4 to 6 hours for setup, if not more. Coordinate the arrival of the setup team according to the difficulty of the preparations. The team might have to setup a tent, tables, chairs, banners, product, giveaways and decoration such as balloon arches. When assigning an arrival time for setup, keep in mind that setting up everything takes a lot of time. Use time wisely, the promotion must start on time.

Example:

Event: Festival Cinco de Mayo, Columbia, South Carolina

Date of Event: May 6, 2007

Location: Carolina Coliseum – 701 Assembly Street (attached find a detailed map of the event)

Booth: # 210

Time of the Event: 12 Noon - 6 PM

Attendance: approximately 20,000 people

Preparation Time:

Sunday, May 6^th between 7:00 AM and 11:00 AM (Festival begins at 12 Noon)

Event Organizer: Mauricio Gonzalez (_ _ _) _ _ _- _ _ _ _

In case of any inconvenience, while setting up the booth please contact Mauricio. After everything is downloaded from the truck, Mauricio will instruct the team where to park.

Breakdown: A the end of the event, after 6:00 PM

Choosing the right personnel for executing an event is very important. Make sure to be very descriptive on the duties each person from the event executing team will have. Begin by including the number of supervisors or coordinators you will need that day. One supervisor should be sufficient for an event. You might want to have two supervisors taking turns throughout the day, in case the event is too long and too crowded. Think about the activities that will be done in your booth. Let’s assume that you will have product sampling, playing a game such as wheel of fortune, giving away premiums, and a raffle. If these are going to be the activities in the booth, then you need at least 4 people not including the supervisor(s). Keep in mind the number of people attending the event reflects the number of workers you might need. You could position 1 or 2 people giving out samples, 1 person coordinating the wheel of fortune game, 1 person keeping order in the lines and the other person can give out premiums. After coordinating what each person will do, use this section of the orientation to coordinate what each person should wear. When deciding on a uniform keep in mind that outside events could get very hot and humid. Try not to have the promoters wear dark colors, since they seem to attract more heat. For Example, if you are promoting a new fruit punch drink, have the promoters wear assorted color t-shirts (red, orange, yellow, lime green) and khaki pants. If there is a branded uniform available such as t-shirts and hats have them wear it. Be specific on what they can and cannot wear.