General Communication
Discuss About The Dictionary Media And Communication Studies.
Communication is the key to success, as this helps in clear flow of information among the individuals within the business organization. While organizing an event, communication determines the success of the event planning, as this maintains a transparency among the individuals those are involved in organizing the event. It is important for the event planners to set clear objectives of communications, as this saves time by mitigating repetitive actions and confusions (Coombs, 2014). Thus, having an effective and strong internal communication plan is essential for organizing an event successfully.
This report highlights the strategy that has been followed while organizing Sydney Royal Easter Show in Sydney, Australia. Effective internal communication is an integral part while organizing the event. The report also considers the internal communication plan that was followed while organizing Sydney Royal Easter Show that documents the existing outlines and practices along with some suggestion for the future.
The objectives of the internal communication plan for organizing Sydney Royal Easter Show highlighted:
- Ensuring the success of the event
- To ensure that the event is organized in accordance with the government compliance
- To gather sponsorship for the event
- To promote the event successfully
The target audience for the internal communication are the primary, secondary, influencers, and stakeholders.
Communication is generally a written process that includes communicating through email (Della Lucia, 2013). It is essential for Sydney Royal Easter Show to ensure that the documents are covered through plans and policies. In addition to, the committee of Sydney Royal Easter Show holds a solicitor holds the Contracts and Contract Register.
The written communication used by the committee of Sydney Royal Easter Show has to be of topmost standard that needs to be achieved. As a result, it needs to be ensured that the documentation is typed in plain English (Steelman & McCaffrey, 2013). In addition to, the written communication needs to be devoid of discriminatory or offensive. The font and style of writing the internal communication plan needs to be Verdana font and the font size should be 10 point.
The officer in-charge or the person directing the event needs to act as an active coordinator for all the correspondences (Austin & Pinkleton, 2015). This will help in ensuring effective communication while organizing the Sydney Royal Easter Show.
All the official letters of the event needs to be answered to a particular email id so that the organizers are able to keep a track of the work. In addition to, when the members of the committee marks the emails a copy needs to be forwarded to the convenor of the appropriate sub-committee or the group working on it promptly and without any delay. Also, the copies of the incoming and outgoing emails needs to be recorded and also forwarded to the office staff for record management. Lastly, it is essential for the director of the event to approve all the outgoing correspondences. The committee of the Sydney Royal Easter Show need to conduct meetings at regular interval in order to ensure that the work is in track and is conducted according to the set plan (Phi, Dredge & Whitford, 2014).
Standard Communication
In order to cascade the information regarding Sydney Royal Easter Show, it is essential to include the media. This is because it is possible to reach out to the target audiences only through media. In addition to, the use of media will give required success and exposure to the event. The use of media includes event planning and logistics, background materials, invitations, preparation of media releases and photography (Jensen, 2013). The interviews and comments in terms of the Sydney Royal Easter Show will be conducted by a single media spokesperson that will be appointed. The other members of the committee, volunteers and staffs needs to be engaged for refraining from making any comments or carrying out any interviews with the media. According to the rules set for the Sydney Royal Easter Show, the members of the committee needs to refrain them from talking directly to the media. For instance, if the media comes to speak to the members of the committee organizing Sydney Royal Easter Show, they should not make any direct statements and issues that is related to the event directly or indirectly (Whiting & Williams, 2013).
The core responsibilities of the media is to schedule the event along with completing the logistics and summary of the event and press releases and media notifications. It is also important for the media to look for positive opportunities in order to promote services, events and programs. In order to do so, media need to follow the strategies by the marketing sub-committee of the Sydney Royal Easter Show. The marketing sub-committee will work in correspondence with the external service providers and coordinate with a wide range of activities in order to promote the significant activities of the event (Berger, 2015).
One of the important functions of the media is to communicate with the stakeholders associated with the event. It order to do so, the committee will select a date appropriately and the media will contact with the required communication officer in order to ask for potential dates. In order to make sure that the timing is appropriate, the media needs to communicate with the required event area (Watson & Hill, 2015).
In order to ensure effective event delivery communication, it is essential to have a clear venue based communications. According to this protocol, it is essential to establish a two-way communication. The Sydney Royal Easter Show aim towards streaming and ensuring a clear flow of information on the site of the event in order to ensure the success of the event. In addition to, it is essential to manage the needs of the wide range of stakeholders. Thus, manging the communications effectively on behalf of the competitors that are participating is essential (Moorhead et al., 2013). This helps in ensuring that unauthorized people do not manipulate with the safety and the quality of the event. The media selected by Sydney Royal Easter Show is Explosive Media Pty Ltd thereby, securing and providing all two-way radios. The venue will have mobile phone network but it is be used minimally. It has been suggested that the mobile phone network will have low dependence on mobile phones for delivery communications at the event. This is because it is expected that the mobile phone network in the area can survive the usage that is required for effective communication.
Correspondence
The event delivery also needs to have clear operational documents. This includes operational structure, contact list, evet schedule with a responsible person, key dates, function, ceremony and special event. In addition to the present documents, the future documents include the map for the site with easy reference grid and the operational fact or data sheet (Treem & Leonardi, 2013). Before the Sydney Royal Easter Show, it is essential to have clear and affective communication before the event. This will help in promoting and ensuring consistency in terms of the key messages of the event. The message Sydney Royal Easter Show wants to send to the stakeholders that are associated are important. Thus, communication needs to be done at a regular basis. The regular communication needs to include arrangement of the transport system, road closures and special event clearways. In addition to, the regular communication also needs to include the parking facilities and arrangements, special arrangements in terms of the disabled people, the starting and finishing time of the event and the required person that needs to be communicated for further information in terms of the event (Scott, 2015).
In order to make the Sydney Royal Easter Show successful, different types of specific communications observation needs to be made that needs further development. It needs to be incorporated in the communication plan comprehensively for the Event Delivery Plan successfully. The success is largely dependent on factors such as selecting the dedicated person as the spokesperson and nominating the individual (Lundgren & McMakin, 2013). Selecting a single person as the spokesperson is advisable. However, special cases may include media or promotional, competition and crisis or emergency management. In addition to, developing relevant policy is essential that should include referring to all the public comments and the comments made by the nominated spokesperson. Speaking of the other committee members with the media is strictly prohibited unless the particular person has agreed it. Another policy includes that the messages needs to be approved by the nominated individuals. However, it should be kept in mind that the policies needs to include the aforementioned points but should not be restricted to it.
The event operations also include the two-way radio protocol that is essential for determining the success of the Sydney Royal Easter Show. One of the most effective methods of ensuring effective communication for the event and teams within a venue at event time is by using two-way radios. However, it needs to be considered that not everyone in the venue will have access to radio. The use of radio highlights the medium of controlling the volume of the traffic on a radio system. This includes different methods such as talking within the groups and between the groups at the venue of the event. The main principle of two-wat radio protocol includes controlling the channel or switching the talk group, controlling the length of the calls, making sure that correct call signs are used that the venue of the event and also making sure that correct procedures and protocols and being followed while implementing the two-way radio protocol (Gutteling, 2015).
Media
The hosting and organizing of event deals with potential risks that needs to be mitigated in order ensure safety and security of the place. The process of risk communication is an interactive process that facilitates the exchange of opinions and information between and among the stakeholders in respect to the risks that has been identified, appropriateness of the responses in order to minimize the risk by undertaking required actions (Trevena et al., 2013). Sydney Royal Easter Show identifies the need of overall leadership and cooperation in order to apply the risk management plan. Considering the previous recommendations in terms of the risk management, the sub-committee will work in order to ensure that risk management is incorporated while organizing Sydney Royal Easter Show. The effectiveness of the risk management can be ensured by creating awareness and understanding across the organization about risk management (Harbach et al., 2014). Communication for the risk management strategy is important, as this helps in ensuring the safety and security of the place. Thus, communication in terms of the risk management needs to be developed by using appropriate technology and in a common language that is easy to understand for all the employees those are associated with organizing the event (Zikmund-Fisher, 2013).
Conclusion
Thus, in this report it can be concluded that communication is the key that determines the success of the events. The report highlights the internal communication plan of Sydney Royal Easter Show that is organized in Sydney, Australia. The report also highlights the general communications, the use of media, event delivery communications, event operations and proposed risk management communications. In order to host and organize the Sydney Royal Easter Show in Sydney, Australia successfully, it is important for the members of the committee to ensure effective communication. Effective communication between the members of the committee will help in ensuring clear flow of information thereby, saving time by mitigating the chances repetitive actions. In addition to, hosting the Sydney Royal Easter Show uses the media extensively for promoting the hosting of the event. The media looked for positive opportunities for promoting the Sydney Royal Easter Show all over Sydney, Australia. However, the use of media had some restrictions in terms of communications. Except the selected individual or the spokesperson, other members of the committee are restricted to talk to the media directly or indirectly. This step was imposed in order to restrict any false comments and opinions made by the members of the committee.
References
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