Step 4: Organize and give assignments.
What To Do
This step is where you activate the team assignments in your crisis plan. You should start with the individuals identified as the leads. This allows everyone to start performing immediately and begin the process of communicating with the public about the event.
During the event, the core team needs to contain the highest-level individuals from the areas of science, administration, and communication. Together, they will determine the daily requirements.
The functions needed on the communication team include:
- Director (or communication leadership team)
- Content and materials development
- Media relations
- Web management
- Public health communication
- Hotline/information center
- Federal government communication
- Health education
- Clinician communication
- Communications monitoring and research.
An example of how these communication functions may be organized is shown below.
An example of the CDC's Emergency Communication team is shown in this reference: CDC Emergency Communication: Communication Teams and Major Functions. Please note that this chart reflects the crisis and emergency response functions as the would be assigned in a large organization. Smaller organizations may need to assign multiple functions to one person, bring in contractors, or work with other organizations to carry out these functions.
The outcome of this step is that personnel will have critical communication functions to perform and everyone knows what their responsibilities are at the time of duty.
How To Do It
As the Communication Director, you kick off this assignment step by doing these four things:
Communication team functions/assignments
Your organization may not be staffed to have teams of individuals for each of these areas, or even one individual for each area. The important thing is to pay attention to the functions that need to be performed and determine who can carry them out. When giving assignments during this immediate event step, individuals need to know the answers to two questions:
- What is my role?
- What do I do right now?
The roles and specific tasks to be performed immediately for each function should have been thoroughly defined and documented in the Pre-Event phase. Assignment sheets, or some mechanism of communicating this information to the team, should have been prepared. The chart below shows a synopsis of the roles and immediate tasks to be performed for each of the functions listed in the organizational chart above.
Example Assignment Sheets
The chart below is a summary of the key roles and immediate tasks. To see a more complete description of the roles and tasks, open the sample assignment sheet for each function.
(The source documents for these assignment sheets are on the CD-ROM in the "Sample Documents" folder and can be edited to suit your organization's needs.)
How do you know when you have completed this step? If you can answer "yes" to the key checkpoints below, in all likelihood, this step has been completed.
Your next step during this phase of the event is to get the information prepared and get it approved for release. Because your functional teams are activated in this step, and everyone is in place and knows what to do. The process of information development begins.
Event Marketing examines all aspects of the marketing mix as they relate to successfully marketing an event. The course will explore various marketing tools – from the traditional to the emerging – to successfully promote an event. It will also cover the role of marketing in the event life-cycle, demonstrating the best use of marketing tactics while utilizing evaluation techniques to measure a successful outcome.
By the end of this course, students will be able to:
- Identify the elements that impact the event marketing plan
- Create a blog for an event
- Calculate and manage the costs that affect the event marketing budget
- Evaluate the best medium to market an event
- Recognize and discuss how design impacts the perception of an event
Teaching strategies for this online course will include lectures and facilitated discussion, case study method, readings, and analytical presentations by individuals and groups.
Topic 1: Introduction to Event Marketing – Forum: Using the 5 P’s in a Client Meeting – 10%
Topic 2: Integration – The Five Ws of Event Marketing – No assignment
Topic 3: Promotional Tools to Drive Event Success – Assignment: Create a Press Release – 15%
Topic 4: Marketing Design and Collateral – Assignment: Create a Marketing Plan Worksheet- 15%
Topic 5: Funding the Event Marketing Program – Quiz – Funding the Event Marketing Program- 15%
Topic 6: Marketing Strategies – Print – No assignment
Topic 7: Marketing Strategies – Web-based – Assignment: Create a Blog- 15%
Topic 8: Marketing your Event Business – Assignment: Create a Newsletter- 15%
Final Project: Create an Event Marketing Plan – 25%
Academic Content with Assessments
To complete each 8-week Course, students will have the following time commitments:
- Online Presentation: 1 hour
- Student/teacher engagement (via forum postings, course discussions): 2 hours
Total Student/Instructor time: 3 hours
- Text Reading: 3 hours
- Topic Review: 2 hours
- Assignment/Assessment: 3.5 hours
Total Review and Preparation: 8.5 hours
Total Student Weekly Engagement: 11.5 hours
24 CMP Credit Hours
2 Credit Course – Endicott College