Re: promoting what?

[Erik Olson <erik@thekrib.com>]

On Thu, 19 Apr 2001, Roger S. Miller wrote:

> I replied directly to Erik when I got his first letter and volunteered
> to help with promotions.  I think that offer still stands.  After
> reading Charlene's letter and going back over the archive for recent
> correspondence I had to wonder just what it was I volunteered to
> promote.  A contest or a conference?

We need both.  As I mentioned in the previous messages, I think some of
the promotion, especially the gathering of donations, can be shared
resources.

> The contest needs rather little - some prizes and announcements in
> magazines or on websites.  The conference appears to involve way more -
> including cash in exchange for booths and advertising, printed copy and
> on-site vendor participation.

Actually, the prize-gathering effort last year for the contest was VERY
involved (if you read the last e-mail, you'll see the dozens of companies
that James contacted).   Each vendor had different requirements; some
could mail prizes directly to the winners, some only if they were in the
US, some mailed them to a central co-ordinator.

> So when we approach a vendor or a magazine, are we asking for a little
> space on a website to promote a picture contest or are we trying to sell
> booth space in Tennessee?  Are we offering goodwill and a mention in the
> prize list, or are we offering ad space in a glossy brochure?

This is a very good point, and one which I'm starting to mull over.  What
*I* would like to see is the booth space stuff kept totally separate from
the donations.  The donations, however, would be used as either prizes for
the contest, or door prizes/raffle items at the convention.  I would
expect to see acknowledgement for all the donations in both the convention
program AND on the website.

It's going to be a little tricky approaching the same vendor for two
different events, no matter how we go about it.  If they are approached
separately, then they react with "Hey, I just signed up for that AGA
thing" (which is what happened last year).  If they are approached
jointly, we have to make sure not to overwhelm.  Perhaps something like
this:

  "The AGA is sponsoring two major events this year.  The first is our
Aquascaping Contest.  As you can see by our website XXX, last year's
contest was a succesful event, bringing in participation from all over the
globe.  Businesses throughout the aquarium and aquatic plant industry
donated merchandise prizes, and are permanently recognized on the site.  
In addition to the respect of having one's aquarium judged by the likes of
Kaspar Horst (Dupla) and Claus Christensen (Tropica), the website is an
online idea factory from which other hobbyists can learn.  We are hoping
for an even larger turnout this year, as word has gotten out!

  "Our other major event will be our second Convention, being
held in Chattanooga, Tennessee the week of November 8-10.  The AGA's
convention is a unique event: the only convention in the US to focus
entirely on aquatic gardening in relationship to the aquarium hobby.
Speakers include XXX."

  "We are looking to you to help support our organization.  There are two
ways you can help.  First, a merchandise or gift certificate
donation can be used as an award for our contest or auction item in the
convention.  Acknowledgement will be both in the convention program and on
our contest website.  And second, you can purchase booth space at the
convention to promote your company ... XXX details of booth stuff..."


> There's a big contrast in the scale and needs of the two projects. I'm
> concerned that the contest is just going to be used as a promotional
> gimmick for the conference, and maybe as a way for the conference to get
> more volunteer help.

Having been involved in both events last year, neither was particularly
easy, both were undermanned, and there was redundancy in efforts to
promote the two. The contest is not a gimmick for the conference.  The
contest is happening because we want it to.

A few people are on this list because they wanted to help out with the
contest (you, Ken, David Y, and Dave V), while the majority are here in
response to a general call for help by Karen Randall.  Though I think it's
a good idea to be sharing the planning in this common forum, if you are at
all unhappy about doing any of the shared work (and this goes for anyone
on the list), we will make sure you get one of the non-"shared" tasks.

  - Erik

-- 
Erik Olson
erik at thekrib dot com

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