As a SF catering company, we have seen numerous groundbreaking ceremonies. These events can showcase a business or organization, helping bring attention to a new location while building momentum for an upcoming product or service. They are, in countless ways, a useful marketing tool as well as an important function for building organizational morale.
But if nobody is paying attention, groundbreaking ceremonies can fall flat. You not only need the general community to be aware of your groundbreaking ceremony, you need the media to pay attention as well.
Fortunately, there are simple ways that you can increase awareness and gain more attention for your groundbreaking event, and it all starts with proper planning and coordination weeks and even months before the big day!
Tips from an SF Catering Company: How to Get More Attention for a Groundbreaking Ceremony
When planning your groundbreaking ceremony, you should think of the entire process in three stages: before, during, and after the event…
Set a Date Strategically
You can’t plan your groundbreaking ceremony for just any day; it needs to be planned strategically. Plan the event for a weekday, but avoid Mondays, as they are often busy and difficult for people to get away. A midweek day (Tuesday, Wednesday, or Thursday) is likely your best option, but make sure the event does not overlap with any global, national, or regional holidays.
Book a Well-Known Emcee
Someone needs to host the event, guiding the process from one speaker to another. While an organizational leader is the obvious choice, if you want to generate buzz for the event it’s best to secure a local dignitary or celebrity to act as the emcee. The mayor, a representative from the chamber of commerce, or a local broadcaster can bring more attention to your ceremony.
Create a Well-Written Press Release
A press release can be the first step to generating buzz for your groundbreaking ceremony. A good press release is short, clear, and to the point, so avoid long-winded paragraphs about your company history or organizational leaders and stick to the groundbreaking. Have the best writer on your team craft the press release, edit it thoroughly, and send it to all the major news outlets in your area.
Give at Least Three Weeks Notice for the Event
The local community, as well as members of the media, won’t show up on short notice. They need plenty of time on their schedule; if the invites come on short notice, people simply won’t attend. Send invitations at least three weeks in advance, and then send reminders about a week before the groundbreaking ceremony.
Hire a Photographer
The media members will bring their own cameras, but if you want the most flattering visuals for your event, you should hire a private photographer. This not only ensures you have adequate photos, it also ensures you have complete access to the images. These photos can be used internally, and you can also send select images to media members and local organizations, such as the chamber of commerce and regional newspapers.
Ensure that Access to the Ceremony is Easy
If people are going to attend your event, they need easy access to the location. It should not be a struggle to find it or reach the ceremony, so have plenty of guest parking, and, if your budget allows, provide shuttle services to increase attendance.
Greet Media Members and Guest by Name Whenever Possible
People should leave your ceremony with a warm, positive feeling. One of the best ways to achieve this is also one of the most simple: greet people by name whenever possible. If, for example, Bruce Reporterman from Channel 6 News attends, greet him with a friendly “hi Bruce, thanks for coming!” This is an easy step that can increase your chances of positive coverage.
Keep the Program Short, Simple, and Succinct
Only the necessary people should speak, and only the important messages should be given. Key people, such as the CEO, project developer, or owner, should speak about the project being launched, and everyone should avoid rambling into long-winded discussions about the company or non-direct topics. People’s attention will fade, so keep it short, succinct, and to the point.
Have a Media Sign-In Sheet
Following up with the attending media is crucial. To increase attention, create a media sign-in sheet and have attendees leave their name, news outlet, e-mail, and phone number. This will allow you to follow through with post-event communication, including sending the followup press release, which we will discuss next.
Write Another Press Release
After the event, send a press release describing the resounding success of your event. Like the first, keep it short and to the point, but also include at least one quote from a company or organizational leader about the ceremony.
Review what happened during the ceremony, re-emphasize the purpose of the groundbreaking, edit thoroughly, then send the press release to all media members who attended.
Post a Page on Your Site About the Event
Finally, you should post something on the organization’s website about the big day. This is a great place to post all those pictures that were taken by your photographer, and you should also create links to any news articles that discussed the event. This is your chance to celebrate the ceremony and once again emphasize the importance of the day. Remember, attention for your ceremony doesn’t just happen the day of the event, and, with proper execution, you can keep the conversation going for weeks or even months after the groundbreaking.
Need to hire a top-quality SF catering company for your groundbreaking ceremony? Contact Left Coast Catering today and discover how we can enhance your big day with elegant, interesting, and delicious foods!
