Evaluation results

Overall the event was a success with similar results to previous years being achieved. A few differences were detected. From the preliminary budget and administrative figures available at the moment it is clear that:

• There were less trucks in the parade this year than last - 2006 – 205 trucks, 2007 – 182 trucks.
• The total amount raised from the event is roughly $5000 less than last year.
• There were more display sites bought for the event.
• There was also more money raised from the auction and the raffle.

These results are really pleasing and demonstrate that the Road Transport Awareness Day 2007 was of a similar standard to last year that achieved record results.

From the evaluation survey I conducted on the day, it was found that:

• The majority of attendees have previously come to RTADs, heard about the event from family and friends or from work.
• The majority of people thought the entertainment, food and drinks and truck display were excellent; and the information and overall atmosphere were above average.
• Some areas that require more attention in the planning of next years event are the toilets and signage.
• The majority of people surveyed will be returning for next years event - this indicates the RTAD 2007 was a real success.

There were other comments made in the surveys that indicate areas of success and areas for improvement of the RTAD. These are all valuable for the improvement of the event for future years.

This is the final posting for my event placement. I think it was an enriching experience and I was happy to be involved with the organisation of the day.

Thanks to the RTAD committee, Westpac Rescue Helicopter Service and specifically -

Tony and Anne McGrath, Lynne Jack and Janine Chandler.

Cheerio!

Road Transport Awareness Day 2007

Some photos I took on Sunday from the crane ride -

(Janine Chandler [my supervisor] and me)

(the leading truck that I travelled in)

The Event

Although it was overcast and raining on Sunday morning - it turned out really sunny and I ended up getting sunburnt!
The Road Transport Awareness Day 2007 was a real success. I had a great time - the day went so quickly!
I was in the first truck of the parade of about 200 hundred trucks, which was really cool. There were so many people lining the Pacific Hwy and the streets of Newcastle as the parade trailed through on Sunday morning - which was really good to see.
There was a 60 metre crane that was taking people up in a man cage for $10 - this turned out to be really popular and was operating all day.
There was a real family-feel about the event with lots of children being entertained by jumping castles and rides.
The auction was really successful, the entertainment went smoothly and lots of money was raised for Westpac Rescue Helicopter Service.

I'll update soon with some further information gained from the event evaluation process.

Radio interview

This morning I was on 2HD (for a very short time) being interviewed by Mike Rabbitt about the Road Transport Awareness Day. I was nervous - but it all went well. This happened because Mike Rabbitt, as the promotions manager for NBN and as the sports speaker for 2HD on Saturday mornings, works for two media partners of the event. I'm really happy I had this opportunity - and hopefully somebody relevent heard it.

As I'm writing this blog there is some very scary sounding thunder and raining going on outside. I hope it clears up for the event tomorrow!

Week 14

Monday saw the final committee meeting take place before the 14th Annual Road Transport Awareness Day!

All of the final organisations were checked and the first three places in the truck parade were auctioned off.

Looking forward to the day! Media awareness so far seems to be fairly good - the event is getting tv, radio and print coverage on a local and national basis.

Wish us luck!!

Week 13

There was another meeting this evening. All the details are still being worked out for the event.

The committee thought my suggestion of an evaluation survey for the event was a good idea. I have finished a draft of an evaluation and will print off a few copies for the day to hand out.

Today we finally got the sponsors list off to the Herald for the printing of an ad for the day.

A risk management list has been made up for all of the committee to check that all efforts are made to reduce risk at the event.

I'll post another blog after the next meeting next Monday.
x

Week 12:

I went to another committee meeting on Monday – everything is coming together. Some issues were discussed like insurance, risk management and logistics.

This week I have spoken to the editor of Big Rigs magazine/paper. Apparently it is a widely read paper by people in the road transport industry. He said he should be able to get a news piece in about the day in the November 2nd issue. I would have preferred to have some information in this Friday’s issue – but I did not find any contact information until Sunday the 14th October and thus it too late to get anything in so close to publication.

The Chairman of the committee, Tony McGrath, has been having interviews/discussions on 2HD (a Newcastle radio station) on Sunday evenings about the day and about the trucking industry. This has been a great opportunity for exposure of the day. These interviews will continue on Sundays until the day itself. I may be able to get on one of these discussions in 2 weeks time.

Meetings are now held weekly until the event.

I offered to create some sort of an evaluation survey to be conducted on the day. The committee secretary agreed this would be a good idea and I’ll bring this to the next meeting for the committee to have a look at. This evaluation process will be beneficial to the group for organising next year’s event and also for my case study.

The organising committee has also just recently become an incorporated group, officially “Hunter Region Road Transport Awareness Group Incorporated”. The group is progressing in organisation and getting better and better each year.

The television commercial will begin next Tuesday 23rd October – this will really help in promoting the day to the general public.

My next tasks are to create an evaluation survey, organise an interview with Mike Rabbitt on 2HD, follow up event listings on online sources (council/event websites), and send to Purser Communication a media reminder about the event.

I’ll update next week….

Heather

Website up and running!!

The Road Transport Awareness Day website is up and running, visit www.transportawarenessday.org.au

Do it!!!!!

Holiday Week 2

Today I've had to find out and email the major sponsors and event details to our contact at The Herald for inclusion in an ad and in a feature article.

Still have to source the sponsor contact details.

Until next week....

Holiday Week 1

Today I've been busy creating a contacts list for regional community newspapers in the Hunter/Port Stephens area. I then proceeded to contact each paper and speak to the editor about sending them some images and an editorial about the event. This went pretty well and I'll be sending them the emails tomorrow when I can access the photos from the Westpac base.

I also sent off a media statement (that I wrote) to the PR company Purser Communication for them to send to their relevent contacts.

It's been a good productive day..

Heather.

Week 11

Tonight was a committee meeting. There was a large turn out and lots of issues were discussed.

I was told by a truck driver/member that 'Big Rigs' is a good free magazine to contact with editorial. I will follow up on this.

Mark Harrison has also notified 'Truck and Trailer' a magazine with a 'whats on' section in the back. He is confident that we will receive coverage from them.

Other than that everyone is organising areas very well. I still have to get some tasks done. I'll update with any work as I do it.

Heather...

Week 9 - #2

Friday at Westpac I created an editorial piece about the Road Transport Awareness Day. I then created a list of industry magazines to send the editorial and media release out to (we decided it was too early for newspapers). This took so long!

Now my supervisor has gone jetsetting for 3 weeks and has left me with a list of tasks to complete whilst she's away. Hopefully I can do all this and more before she gets back.

I'll update you with any progress in this event organising experience...

Week 9 - #2

Today the Chairman of the RTA Group, the media committee member and myself met with both the Herald and NBN to discuss media partnerships for the event. These two media bodies have connections with Westpac Rescue Helicopter and have a strong relationship with the RTA Group as media partners.

The Herald meeting was conducted with the marketing and promotions co-ordinator and manager. It was decided that the same logo from previous years would be used with changes to the details (sponsors, dates etc). The editorial piece that the Herald do for the RTA Group was also discussed – word length, content etc. The editorial will be put together by someone in the industry and the committee. In return the Herald is a logo right sponsor with their logo appearing on other advertising and signage (on trucks and elsewhere).

The meeting at NBN was with Mike Rabbitt, the promotions manager. Again the same partnership agreements from previous years were kept, with minor changes. It was also discussed that Mike Rabbitt does a session on 2HD radio station on Saturday mornings 6am – 10am. The RTA Group have a media partnership with 2HD too and it was suggested that Mike Rabbitt interview me on the Saturday prior to the event to promote the day. I will be on radio!

The morning finished with a meeting with two committee members (Mark Harrigan and Harro) about website designs and features. A design was chosen and hopefully the site will be operating soon.

Heather.

Week 9

Friday last week was a fairly productive day at the office. I posted the Road Transport Awareness Day on the following websites for inclusion in their online calendar:
o KOFM
o Prime TV
o NBN
o Southern Cross Broadcasting (TEN) – have included a transcript to be read on TV.
o Newcastle Council
o Port Stephens Council

I also emailed the following bodies media releases asking for inclusion on their online calendars:
o Cessnock council
o Muswellbrook council
o Dungog council
o Maitland council
I have also emailed Purser Communication with details to be uploaded onto the website when it is eventually activated.

This Thursday I have a meeting with Janine and Tony (the Chairman of the committee) with both the Herald and a radio station.

I will next post after the meeting.

Week 8

On Monday there was an RTA committee meeting. There will be a website for the event that should be up and running in a couple of weeks – www.transportawarenessday.org.au. Having a website, I think, is only appropriate for an event this large – there should be a source that year round acts as a marketing tool, it will only increase awareness of the day and ease communication. This will be a great tool for promoting the day and communicating with any industry participants prior to the day. Having the site up and running will act as a reference point for any information or plans for committee members to refer to as well – it gives the committee and the promotional day a concrete place (so to speak) where their identity will constantly exist. Major sponsors have been guaranteed a logo and link on the website as well – this means that the website can act as another attraction to potential sponsors.

There is the possibility of entering an editorial into the ‘Owner Driver Magazine’ as well – which is a task that has been left to Janine and myself.

I really like attending the meetings – they are a wealth of information (and all the members have been lovely).

Week 7

My placement has been approved! I've been in to Westpac to work with Janine Chandler once so far. I created a media plan based on previous plans for other events that Janine has co-ordinated. I wrote a media statement and a community service announcement. My next task is to research some industry bodies online that I can send media statements or event announcements to. I've started to make a list of potential websites that will display announcements but I have yet to send off emails.

On Monday I've got the monthly meeting with the Road Transport Awareness Group at Hexham. So hopefully I'll have some more information and direction after the meeting.

Heather

Week 4 - # 3

My meeting with Janine on Friday was great. We went through the Agreement form and I'll beable to post it and hand it in this week hopefully. I think I start this Friday and will be continually going in on Fridays or as needed.

My event placement will differ from my 80 hour placement because it will have more of a media focus, whereas my 80 hour placement focuses more on sponsorships and the creation of handouts and flyers. My event placement with the Australian Transport Awareness Group will incorporate creating a media plan, liasing with Purser Communications, writing media releases, organising community announcements with media bodies and sourcing any other online opportunities for advertising prior to the day. On the day there will obviously be plenty of setting up and helping out to do.

Hopefully my agreement forms will be approved by John - that will be a weight off my shoulders....

Week 4 - # 2

Hey –

My meeting with Tony the chairman and Janine the Westpac representative this morning went really well. I got a bit of a brief about the Road Transport Awareness Day – found out about the events that happen on the day. It usually begins at the Sandgate Markets and a parade of trucks takes place from there through to the foreshore park. There is an auction of trucking associated goods, a truck judging contest, raffles, live music and a BBQ. It sounds like a really good day. Janine said that she would be my supervisor – because she is in charge of most of the promotional work for the day. She works in conjunction with Purser Communication (Meg) to promote the event. She indicated that I could be involved with media releases, the making up of the program flyers for the day and other things.

I have a meeting with Janine some time this week – she said she would contact me about it – so she could show me around the Westpac premises and we could discuss the tasks that I could do and look at the agreement form.

I will update this after my meeting with Janine….

Heather.

Week 4

Hi!

Well yesterday (Monday) I met with James Mackay (the Events Co-ordinator) from Newcastle Council (he sends his regards John). James did not believe that his schedule of events would provide anything really beneficial for me – because in the timeframe of this semester he only has small events that are already being planned and would not provide much activity or learning for me.

James tried to think of some other possible events that would be suitable and asked Drew Ferguson-Tait, the Council’s Events Liason Officer, who manages the licensing of all major events that involve the Council. Drew suggested I go to a meeting at 6pm last night at the Hexham Bowling Club that he was attending – it was a general meeting of the Roads and Transport Awareness Group.

The RTA group organise the Roads and Transport Awareness Day which aims to raise awareness of the transportation industry. The RTA Day is primarily a private-sector motivated event, however the money raised on the day is donated to Westpac Rescue Helicopter Service and all of the organizers are volunteers and all of the materials and services are sponsored or donated.

The meeting that I attended was for the RTA group committee that consists of various stakeholders in the transportation industry. It was interesting to see what happens in a meeting and what roles are adopted for a meeting. I met some really nice people: the Secretary/minute taker Anne, the Treasurer Lynne, Bob Owens- a previously employed council Events Liason Officer, Tony McGrath the Chairman and Janine Chandler, the Volunteer Co-ordinator for Westpac Rescue Helicopter Service. Janine is assigned the promotional tasks that the RTA Day requires.

I have organised to meet with Tony the Chairman and Janine from Westpac today at 12pm to discuss my placement and to see what tasks I could do and perhaps look at my agreement form.

If this is a definite placement (I hope so!) then I will have to call Peter Clough from Nelson Bay Town Management and tell him that I cannot assist with the Tastes of the Bay Food and Wine Festival. I do not want to do this…..I’ll just have to be as amicable as possible.

Another note – whilst at the Council with James – we were discussing the evaluation process of my placement and he called on Maretta Dillon the Community Assistance Program Co-ordinator. She has just recently attended a conference on evaluating programs. She offered for me to come along to a meeting with the two men who organise and run the Council funded program ‘WHY NOT’ that helps youth get training and employment, to see how an evaluation of a program can happen. She also offered to copy the information she received from the conference she attended – this will be great for my case study!!

I’m really thankful to James Mackay and Drew Ferguson-Tait for helping me find out about this placement – I should send them a ‘Thank you’ email….

Heather.

Week 3

So after speaking to the course co-ordinator it seems like it's a bit of a stretch to participate in the Food and Wine Festival because of the late date. After the event there needs to be an evaluation period (meeting), a final reflection blog posting and a case study of the experience needs to be posted online - and it may be just too long after the semester has finished to be acceptable. My course co-ordinator has said it will be ok if everything is done before the end of week 16 - so I'll have to be super organised - and the evaluation period willl have to happen quicksmart!

So I have tried to organise some better alternatives. This morning I have called four organisations. Three of which are unable to accomodate me. I spoke to James Mackay - the Newcastle Council events manager and have organised to meet with him next Monday afternoon (two days before my meeting with Nelson Bay Town Management). If it doesn't work out with the council - it will have to be the Food and Wine Festival - which I really want to do - it sounds fun! James from the Council is not sure if what he has coming up in his schedule will be that beneficial for me - he has several small events coming up in August/September.

This is stressful.

I'll post on Monday and let you know how it goes..

Week 2 - #2

Update:

Well I did a little web browsing this morning and remembered the 'Tastes of the Bay Food and Wine Festival' is happening on the 10th and 11th of November at Nelson Bay. So I called Nelson Bay Town Management and have organised an interview with the festival co-ordinator/town co-ordinator; however this meeting isn't happening until the 8th of August due to his busy schedule. I'm now counting on this plan to work becuase if it falls through I will only have half a week to secure another placement (course requirements!). The lady I spoke to said that they will probably be able to accomodate me - so fingers crossed.

I'm a bit nervous about the interview - I've never had one before! At least I've got a bit of time to prepare (go over my resume, read up on the event etc). I'm also going to organise a list of back-up possibilities for placements incase this doesn't work out.

Another point - I now think phone contact is better than email - it's quicker and more personal.

Until the 8th...

Heather

Week 2

Hi everyone,

Welcome! Well through this space I will document my experiences in applying for and contributing to the organisation of an event (yet to be determined) as a requirement for 'Applied PR' (a course which I am doing this semester at Newcastle University).

It is my task to assist an organisation of some sort in the preparation for and execution of an event from a PR perspective. So far, the emails I've sent out asking to assist different organisations have been unsuccessful (aka ignored). I have received a couple of replies from some community organisations which I now cannot assist because I've already secured another 80 hour placement in that same sector (course requirements!). So tomorrow I intend to call some places and we'll see where we go from there. I'm now looking to contact my local council and some PR firms. Fingers crossed the council will have something going....

Heather