Campaign Event Management – Think “Wedding”
Ned Barnett
Note
- I was inspired to write this because my "last" single son got married
Saturday night, in a big event that was held (but with no political
overtones) at the Clinton Center in Little Rock. Yes, it really does
look exactly like the world's largest double-wide, and the inside is
even tackier than I'd feared ... it's really almost a parody of itself,
and of President Clinton. But it made a fine venue for a great wedding,
and having talked at length with the wedding planner - she had dinner
with my wife and I after the rehearsal - I was inspired by how closely
weddings and political events can parallel. So learn from the
events-masters - wedding planners - and make your next event a
life-altering success!
Everybody has experienced a wedding –
their own, in most cases, along with the weddings of brothers or sisters,
daughters or sons – but even if you’ve only experienced a “Hollywood Wedding”
on the Silver Screen, you’ve got an idea of what one is like.
And if you can imagine putting together a wedding – a big wedding, with
all the bells and whistles – you’ve know everything you need in order to put
together a successful political campaign or fund-raising event or other voter-growing project.
The key to success is planning, whether
it’s for a wedding of for a political campaign event. Except for elopements, visits to the Justice
of the Peace, or last-minute spur-of-the-moment “quick, before we sober up”
Vegas weddings, all really impressive weddings begin with planning. And planning begins by making a master
checklist. With just a few exceptions,
the lists are the same.
Wedding
|
Campaign Event
|
1.
Wedding Planner & Timetable
|
1.
Event Planner & Timetable
|
2.
Theme
|
2.
Theme
|
3.
Date and Time
|
3.
Date and Time
|
4.
Location or Venue
|
4.
Location or Venue
|
5.
Priest, Preacher or Rabbi
|
5.
Master of Ceremonies
|
6.
Guest List & Invitations
|
6.
Guest List & Invitations
|
7.
Caterer & Flowers
|
7.
Caterer & Decorations
|
8.
Entertainment
|
8.
Entertainment
|
9.
Wedding Favors
|
9.
Campaign Hand-Outs
|
10.
Rehearsal & Rehearsal Dinner
|
10.
Pre-Event Run-Through
|
Let’s run through those.
1.
Event Planner. Whether this is something you do yourself,
something that you assign to your campaign manager, or something you hire out,
this is essential. Someone has to be in charge.
If “everyone’s in charge” (i.e., everyone instinctively knows what
they’re supposed to do) then, in fact, nobody’s in charge. Success happens by accident, not intention. Recommendation: Hire or retain an event planner – this frees
you and your staff up for what you all do best – take care of voters, donors, the media and campaign business. Then, ask the event planner to
create a time table for the events – indicting who does what, and when, in
order that it all comes together on campaign event day.
2.
Theme. This is a central element to the event. Weddings usually have themes – from “back to
nature” to “traditional church” – and this defines everything from the location
and date/time to the nature of the invitations and the flavor of the edible
decorations. So create a theme that
focuses on the event – and focus the event in ways that will bring in
your goal, be they donors, volunteers, the party faithful or potential voters. Sometimes traditional is best,
but sometimes thinking out of the box works.
Traditional means having a voter-education component (“this is
who I am and why you should vote for me”) or announcing a new position
on an issue of breaking-news importance. Media
events designed to generate press also are traditional, but unless
you're already a Governor or Senator who's running for re-election,
getting the press out to a "press event" can be tough (meaning
"impossible").
Those traditional programs
often work – but sometimes, it helps to go beyond traditional, to think out of
the box, to make this more than an Amway-like sales pitch.
For example:
Super Bowl Sunday could
be a horrible setting for an event – but you could make a Super Bowl Sunday
event the hit of the season … IF you want to attract women voters who would otherwise be stuck at
home, bored beyond tears as they serve up hot wings and cold beers to their
significant other and his buddies as they make fools of themselves in some kind
of weird annual male bonding ritual.
Women
can be a powerful force in your volunteer team, but they have other
priorities. Staging a “Gal’s Night Out” kind
of events - for voter calling or envelope stuffing or training them to
be effective advocates - can really be effective, especially when your
event includes the free delivery
of (hopefully-donated) pizza and wings, sent home to the husbands of any
woman who actually show up,
making it “ok” for them to be away from home at supper time. That may seem a bit pricey, but it could
provide a huge pay-off in new volunteers and get-out-the-vote efforts. They’ll even come home to a happy and
well-fed family.
Think out of the
box. If it's not a couples event, come up with a theme that works for
the guests’ spouses and families, as well as the guests – and one that also
works for building new volunteers, donors or voters.
3.
Date and Time. You
need a date that doesn’t conflict with
local civic or charitable events, or Wednesday night church services or
other scheduled conflicting events. You need a time that
won’t require you to close your campaign office for too very long (you
will have to shut
down if stage this event in your own office, or manage the event with
your campaign staff. But to have it somewhere else means
your guests won’t see what a great place you have (assuming you have a
great-looking campaign headquarters, and that's a bit of a stretch) –
and that’s not a good
thing. You also want a date and time
that will allow your target audience to turn out in force. Tie
your schedule to something that works for you, or find a way to make it
work. Most events should not be held
during office hours (except for noon-time lunch-hour brown-bag rallies) – unless you can come up with a workable exception that
makes sense.
4.
Location or Venue. The ideal location in most cases is your campaign
office, because it allows you to show off your office (and because you've already paid for it). But
there could be a case made for having it
off-site - especially if the space is donated. Cash bars help cover
costs and make people happy (and can "pay for" the room) - but be
careful if you're in the Bible Belt (that's where I learned politics,
and I learned that everybody drank, but nobody admitted it, or would do
it in public).
Also, The location should be tied to
the theme of the event.
5.
Master of Ceremonies. You don’t need a
priest, preacher or rabbi to “officiate” the way you do at a wedding, but it
often makes good sense to have a third party as your MC – this allows you to
more effectively circulate with your guests and not have the pressure of being
“on” every instant. The MC can
do
double-duty if he or she also represents in some way the theme. The key
here is that the candidate is the only one who can close a deal (I
don't mean this in a negative way) - the candidate should talk to
donors, representatives of voter blocks, etc. - s/he is the only one who
can make the assurance that yes, I'll vote for (or against) that
legislation, which is what most voter-block group leaders and potential
donors want to hear. You're not for sale - but if your position and
theirs coincides, they want to know this so they can support you.
Having an MC can be
especially important if your event involves you making a presentation to your
guests (and you'll certainly want to give an informal and rah-rah version of your stump speech). The MC can hold their attention
until you’re ready, then introduce you.
Whomever you choose, you
want someone who creates confidence, and who is glib on his or her feet. Even better if he or she adds a little local
celebrity buzz to the event. Do not
underestimate the importance and impact of local “celebrity,” and make use of
it in attracting the guests you want – the ones who will become donors, volunteers or voters.
6.
Guest lists and
invitations. These perhaps should be two distinct
categories, so let’s start with Guest Lists.
a. Guest List: Your invitation list
should include:
i. Known supporters or donors
ii. Friends of known supporters or donors (ask your supporters to nominate potential guests)
iii. Prospective donors or voting block supporters
iv. Civic, Religious and Community
leaders (especially those who might some day become supporters)
b. Invitations and Promotions:
Your
“invitations” should include mailed and emailed invitations that would be
professionally designed and written, then mailed or emailed (or both). This
is important, and a professional should
be called in. Also consider phone banks, to both offer invitations and
to serve as reminders - you won't be top-of-mind for the people you
want, so a reminder helps.
However,
the idea of “invitations” should also include other approaches; here again,
professionals (PR, Social Networking, Advertising, etc.) should be involved as
well.
But
be careful here. Back in '78, a Texas senator, Lloyd Benston, was
thinking about running for President, and was in South Carolina to talk
to some local leaders. However, the event was publicized in the paper,
so I went. There were about 15 "suits" in the room - political
professionals - then there was me. Ol' Lloyd spent all his time talking
to the voter (me), which was smart, but the meeting was a bust - all
because it was publicized in the wrong way. So, be careful.
Here's how to promote the event (though I'll address this in much more detail in a future blog post).
i. Press releases posted
via wire services (BusinessWire, etc.) announcing the event and giving a
call-in or social network contact account link by which people can RSVP (and give
you their contact information)
ii. Social networking
“invitations” posted on Facebook, Twitter, Linkedin, etc., and supported by
blogs, photo spreads and other “content” that will make the right people interested in
attending
iii. Advertising in local
political and civic media, both online and print/broadcast
iv. Posters at strategic
allies – anywhere you can find supporting organizations that will let you post because they share a common target
demographic audience
7.
Caterers
and Decorations. This
means event
decorations, such as bunting and American flags, blow-up photos of the
candidate, etc – there may be catered food (or not) – but whatever you
do, you will want to decorate the location – and
offering snacks and beverages is almost always an excellent idea. If
alcohol is involved (always a risk, and a reward if you're careful),
open bar makes sense unless you've got a financial donor. Rely on your professional event planner here
– she’ll have established business arrangements that should (if you picked the
right event planner) get you premium services and discounts.
However, do check to
make sure that the events planner isn’t getting kickbacks from vendors – that
kind of business arrangement does not generate superior quality (vendors
providing kick-backs have to either cut corners or lose money), and it sure doesn’t
get you the best prices, since if at all possible, the kick-back will be passed
on to the event planner's client – you.
8.
Entertainment. In
many events, you – the candidate – you are the “entertainment,” making a
presentation about who you are, why you want to be elected and what
you'll do when you're in office. But
think beyond the box. A soft/light jazz
combo could add class to the event. The MC might be a budding stand-up comedian who
will lighten the event, but no offensive jokes - make sure of that. On-the-spot
entertainment,
such as character-sketch portrait artists and even palm readers, can be
used effectively - but only in the right event. You can be serious or light, but you want the
entire event to be memorable, and great food, great drinks and great
entertainment can add to any event. But never forget - the bottom line - YOU are the event.
9 Campaign
Hand-Outs. These
remind your
guests that this is ultimately about electing the right candidate - you.
It might include samples of
custom/branded products - T-shirts, ball-caps, or even buttons and
bumper stickers (though I'm not sure of their current value, except on
eBay) - and it might also include a
“gift bag” with free-service coupons and samples from supportive
businesses. Make them campaign-connected, or make them memorable
Pre-Event
Run-Throughs. This is where most
events run by candidates and their teams fall flat.
Practice. No wedding goes forward
without a rehearsal, and a rehearsal dinner. That’s part of what makes them special,
and part of why amateurs (grooms) so seldom mess up on the big day. They
rehearsed. Then, and only then, they
partied.
Make your event
special. Do a run-through the
day
before, or a few hours before - whatever you can make work. It should
be a “dress rehearsal” of the entire event. Make sure everyone on your
staff, and every hired gun, is ready. Then, if you do it the night
before, reward them by having an event
“rehearsal dinner,” at a nice place, and pick up the tab. That will put everyone in a confident and
positive mind-set when they’re ready to move forward.
Bottom line: A
wedding is the beginning of the rest of their lives for the
participants. It’s
a big deal, and people who care do the planning, sub-divide the
responsibilities and make sure everything is done right. Your campaign
event could be the beginning of the rest of your life - if you don't
believe me, ask Howard Dean about Iowa. Make it work for you, and you
won't regret it.