Depok-Public Relations Study Program, Vocational Education Program of Universitas Indonesia (UI) held a guest lecture entitled PR Today #4: “How to Create an Event?”. This lecture was held online on April 1, 2022 as a series of PR Today. Present as a speaker was Teuku Jordan Zacky A., Founder and CEO of FRIENDS: HUB, an integrated communication agency engaged in creative and digital fields and guided by Reska Herlambang, M.Ikom., C.IB as moderator.
In organizing an event, a group or committee needs to prepare things that support the implementation of the event. Zacky divides the three steps that must be prepared when managing the event, include pre-event, during the event, and post-event. These three steps need to be prepared so that an event can take place properly.
(Photo: Zacky explaining how to make a proposal that appeals to a client)
At the pre-event step, some points that must be considered are 1) making proposal; 2) sponsorship; 3) promotion; 4) event manual book; and 5) preparation which includes administration, survey, talent book, production, human resources, rundown, and rehearsal. Then, when the event run, they must give more attention to: 1) ensure that everything is fit with the checklist; 2) run the event according to the prepared rundown; and 3) image and video documentation. Last, what must be considered in the post-event, namely 1) activity reports; and 2) invoicing.
Zacky explained that when making a proposal, the organization of the event must be objective and to the point. “Create an interesting and creative proposal by minimizing the use of writing that is too piled up, then change it with visualization through pictures. When conducting a tender, usually the client will learn a lot of material from various event organizers. Maximizing the use of images in the presentation of the material is considered effective and easy to attract the attention of clients,” explained Zacky.
(Photo: Zacky explains about copyright which is also needed in an event organizing idea)
Effective communication with clients is also very important in managing an event. Misunderstanding can occur if the communication between the event organizer and the client is not good. “I always said that the client is a partner in cooperation. Building good communication with clients is something that event organizers must do. When the client is not satisfied or lacks information, the organizer must explain it clearly and precisely,” said Zacky.
Not only with clients, good communication also needs to be established with vendors who work closely with event organizers. Make sure everything related to the needs of the event has been conveyed clearly and according to what was planned. Careful preparation from all parties is needed to ensure the event goes well. To minimize errors that may occur during the event, it is better for the organizers to also prepare other plans as a solution so that no party feels disadvantaged.
“Through this presentation, I hope that students can understand how to prepare for an event. In addition, I also hope that there will be cooperation in other fields with UI Vocational,” concluded Zacky.
