Details key when looking to host memorable event

But few people are aware of the small details and intricate planning required to make these occasions possible. Public relations companies of all sizes and missions invest countless hours in pursuit of crafting a flawless event.

{mosads}According to Jill Collins of Jill Collins PR Group Inc., accent lighting is the secret to reinventing a room for an event. 

“What you want people to say is, ‘oh, that was nice,’ and not realize why,” Collins said. “What you’ve done is staged the event so beautifully.”

When designing the layout for a venue, the sights and sounds of the stage should be the planner’s priority. Collins stressed that when crafting an event, the planner has to see it from the perspective of the guest.

“I have told clients this for years – you could be giving the most important speech in your organization’s history, but if your audience can not see you nor hear you, what’s the point?” Collins said.

Perry Pidgeon Hooks, president and co-founder of Hooks Book Events, operates what she calls a “book and author idea business.” Thought leaders, Pulitzer Prize winners and Nobel Laureate economists are invited to speak on relevant issues and formulate fresh thinking among government problem solvers.

“I have kind of this patriotic, big heart for these guys that everybody’s looking at for the answers, and if we can get some new thinking in the door … it helps them come up with solutions,” Hooks said. Hooks Book Events focuses on hosting private events in government facilities.

 Heather Freeman, president of Heather Freeman Media and Public Relations, works to generate abundant publicity for events.

“The power of the media is unquestionably important,” Freeman said. “It’s reaching out to the media and getting the event published in calendars and getting the author on television and radio shows talking about the fact that they’re coming.”

To guarantee a full guest list, Freeman looks to avoid conflicting events taking place. Then, it’s onto invitations and reminders to keep date fresh in guests’ minds.

“I know everyone’s gone to electronic invitations these days,” Freeman said. But for big events, she prefers a paper invite. Above all, she said, people are asked to attend so many things, it’s important that the invites stand out.

 Gala Events President Jaime Greenwald works on a larger scale.

“We are a special events company,” she said. “What sets us apart is not only do we have planners and designers, we also have our own décor and floral division, so everything is under one roof.”

Gala’s work spans simple dinner parties to weddings of 500 people to huge corporate events for thousands of people. The company is currently planning a summer wedding in Ireland.

“The key in this business is listening to your clients’ needs and then making that come to fruition,” Greenwald said. “And every event wants a wow factor; you can’t duplicate anything you have ever done before.”

While different, each PR company has its own recipe for success. Knowing the audience, getting the word out and creating the perfect venue bring to life the client’s vision.