10.3. Understanding the Audience
Before creating any promotional material, it’s important to think about who the audience is. Who is this event for? Is it just for coworkers? Is it open to clients, partners, or the general public? Knowing who the audience is will affect how you write and how you share the information.
For example
- If the event is a staff appreciation lunch, an internal email with a friendly tone may be best. You could consider posting a couple of printed flyers around the office if the lunch date is more than a week away and you need folks to RSVP.
RSVP is an abbreviation for ‘répondez s’il vous plaît’. The English translation is “please respond”, meaning you wish for the folks who were invited to let you know if they intend to attend or not. This is usually reserved for more formal events or events when food is being served, so an accurate head count (attendance estimate) is needed.
- If it’s a large conference open to the public, a formal website and social media posts may be needed. You may also need to do a mail campaign or purchase advertising space in print and digital media.
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If the audience is younger – you might consider using language that they are using, while older folks may appreciate a more formal tone.
Knowing your audience helps you choose the right tools and the right words.
As the Office Administrator, you will not likely be responsible for creating any of these campaigns, but you will likely be tasked with keeping track of any contracts or ensuring that payments get made if needed.
