26 June 2019
Best Case Press Relations - How to Plan a Successful Media Event and Create Buzz : MOB HOTEL
In May 2019, the MOB HOTEL launched its Summer Garden Parties, barbecue events in partnership with OFYR, an expert in luxury braziers. In order to get people talking about these Summer Garden Parties and to fill up its gardens all summer long, the hotel put us on a press relations mission.. The result: all the most pertinent media outlets and influencers were able to enjoy and highlight the Summer Garden Parties to their audiences, and four days a week, the MOB’s gardens get a full house. Here’s how we did it.
With the Summer Garden Parties, the hotel wanted to throw a little life into the summer’s hot evenings and attract a new Parisian audience for a social, almost family moment. To that end, the MOB has offered an unprecedented experience in the capital: giant participative barbecues, the idea being that the hotel handles the basics (grilled ingredients, skewers, organic vegetables) while the guests handle the grilling part on the braziers made available at the center of the hotel’s sublime gardens in Saint-Ouen. Located right outside Paris, the MOB HOTEL is indeed lucky enough to have a large and sumptuous garden as well as sun-drenched rooftops. For the experience to be the best it could be, the hotel decided to rethink its outside space for the summer: ping-pong tables, sculptural braziers, pétanque areas, parasols and deckchairs have taken their place at the heart of the gardens for the enjoyment of the guests.
If this ambitious project has enough mileage to win over legions of Parisians looking for nice places to spend their evenings during the summer season, it also had to come with a successful communications strategy. And this came along at just the right time, since with the return of summer weather, every media outlet was looking for the best open-air spots to recommend to their audience. So how do you make yourself known to journalists? Who to contact? How do you stand out from all the other ephemeral spots that pop up every summer?
We answered all these questions for the MOB HOTEL by proceeding in two steps: organizing a media event, the deploying a well-oiled PR strategy. We look back in more details on the PR strategy we put in place for the Summer Garden Parties to be mentioned in all the pertinent media outlets, and to turn this event into a must of Parisians’ summer.
1) In May: Organizing a Media Event for the Start of the Summer Garden Parties
The MOB HOTEL has been open for two years now. The richness of its cultural, festive, sports, and even food offering is an occasion for regular communications all year long, as opposed to occasional (we work with the hotel on a daily basis). It enjoys a solid reputation, and has succeeded in becoming one of the places where to eat, go out, spend an afternoon, spend a night… But the development of its gardens into huge barbecue nights is a novelty! And novelty necessarily means having to communicate about it.
No place, even those with a strong reputation, can do without working the media angle for this type of launch. In order to have a full house the day of and have the success that these summer nights deserve, the MOB Hotel had to work ahead of time and define its strategy. We helped them figure out which strategy would work the best.
Organizing a media night seemed vital: press events are a way to launch a big PR campaign, to make a place known to the most pertinent media outlets, and to get a consequential media impact in a short amount of time. But this type of event demands a rigorous organization. Several important steps shouldn’t be neglected if one wants to ensure the success of a launch party.
Defining the outlines of the event
Before even contemplating contacting media professionals, it is paramount to understand the identity of the event you’re organizing. This reflection phase is particularly important since it will set the tone for the whole endeavor, which will for example impact which people get invited and what sort of message is addressed to them in order to highlight the event’s most pertinent features.
In the case of the MOB HOTEL, the most important informations regarding the event were the following:
- An event designed for Parisians who want to enjoy the sun as if they were on vacation: barbecues, deckchairs, pétanques, parasols… are all available
- A popular and participative event in line with the hotel’s values (which defines itself as a third-space of living as opposed to a transit place for vacationers)
- A new experience in Paris: the guests handle their own cooking on the barbecues
- A green event: the vegetable baskets and iced teas are organic, the beers are artisanal…
These features characterizing the event allow people to understand what makes it unique, and to bring out the right arguments to highlight when contacting guests.
2. Elaborating a pertinent list of guests
Who to invite to the event? The question shouldn’t be taken lightly. No need to try to fill out the place to the brim: the importance of the event is in the media repercussions it’s able to produce. It’s thus important to send invitations to the right media professionals, those who will be able to speak highly of it to their audience!
Nevertheless, careful not to create relatively homogeneous lists. All events do not call for the same list of guests. As in any traditional PR strategy, a fine dining event won’t have the same guests as the launch of a new street-food spot.
Finally, it’s important to ask yourself which type of media people to invite. Journalists aren’t the only professionals who can raise the profile of an establishment. Influencers can also strongly increase the visibility of the places they talk about, often on social media (stories or posts). Their audiences are often quite engaged, and their power of recommendation has proven quite potent.
For the Summer Garden Parties, we drew up a list of pertinent journalists and influencers working in the realms of lifestyle or food. This allowed us to have a few key people come to the event, such as BFMtv, Paulette, Démotivateur, Sortiraparis, Stylist, GQ as well as influencers like @lescogneurs, @sabrinaperquis, @parisabor, @unmalgacheaparis or @gaelleemma.
Writing an invitation that stands out
Once the list is done, the time is for the creation of the message, or messages, to be sent to journalists and influencers. These take the shape of an email whose content and subject will be worked and reworked.
Personalized emails for each guest
At Malou, we give a particular importance to personalizing every invitation. First because we know the message and tone used can’t be the same for everyone: journalists often require a more formal tone, while it’s possible to approach influencers, who are closer to their audience, in a more natural fashion. But we also know that the people we invite are incredibly in demand. They receive dozens (or hundreds) of suggestions and recommendations of all kinds every day. In order to get their attention, it’s important to adapt the message to each of them, and to think about the right argument for the right person.
To that end, we developed a tracking tool at Malou which allows us to know which specific fields each journalist and influencer has worked on, what they’ve liked or haven’t liked during a tasting or an event… All the information is organized, stored, and updated so we have a good understanding of the profile and preferences of each individual we want to invite, and can then adapt to adopt the most pertinent angle of approach.
A journalist working on identifying the best terraces in Paris every summer will likely be persuaded if a terrace is highlighted in the message they receive. On the other hand, a journalist interested in street-food will be more inclined to come if the message coming in is emphasizing the barbecues and grilled meats at the event.
For the MOB HOTEL, we opted for a catchy email subject, highlighting the date of the event and its main features with a dynamic tone. We personalized every subject line: here, we knew that the journalist had already spoken about the hotel in his media outlet, and as a result highlighted the renewal aspect of the hotel. Finally, we included as attached documents the press release on the event as well as the invitation.
A well thought-out invitation attached
If the emails we send are always personalized, it seems to us important to send a generic invitation to all the people we contact. Why? Because it gives the event scope, and underlines the exceptional character of the night: the guest is privileged (the event isn’t open to the public), and the invitation is a way to make that fact clear.
The invitation has to use the same tone adopted by the establishment in its general communications, as well as its graphic identity. Here, we opted for a light but dynamic tone, and for a colorful and warm graphic design.
It also has to make the guests want to come out and spend the night with us. In order for them to anticipate the event, it’s important to include enticing pictures.
4. Contacting journalists at the right moment, then… contacting them again
Once these two messages (the PDF invitation and the email) are ready, journalists and influencers can be contacted. Beware the sending date! It’s important to send the first email all in good time. The ideal is to opt for a first send-out a little month before the event. Neither too soon (guests can then have a general idea of their schedule and anticipate their availability), nor too late (chances are they don’t have plans yet and can book the night).
But a one-time send won’t be enough. It’s paramount to contact the guest list several times if no answer has been given. One new email per week at first, then a D-7 / D-3 / D-1 / D-Day countdown till the event. The last few emails should also be sent to the guests who said they would come: it would be a shame if guests didn’t show up simply because they forgot… Sending these reminder emails is a way to optimize the number of people present the day of.
5. Rigorously updating the guest list
The guest list (guests and +1s) must be rigorously updated during the planning of the event. It’s a way to estimate the amount of food needed the day of, but also to anticipate the number of emails having to be re-sent. If the number of “yes” is important and the establishment isn’t in measure to welcome too many people, it won’t be as necessary to contact people again a few days before: too many people present could spoil the experience for the guests! On the other hand, if answers take a while to come in, it could be appropriate to increase the initial number of emails planned.
6. Organizing the day of
The day of, the organization work isn’t over! One of the most important things is to be able to converse with every guest: a launch party is also the occasion for restaurant owners to come into contact with the journalists and influencers they’ve identified as pertinent (and then invited!). To take the time to talk with each guest, explain the concept behind the restaurant, hotel or event is always appreciated by the guests. But engaging the conversation isn’t always easy. To that end, it’s important once again to know the work of everyone, know which media they work for, what subject they most like writing about… Once again, our tracking tool allows us to know all these points precisely.
It could also be astute to think about small gestures for the guests. For the Summer Garden Parties launch event, we opted for tote bags with the MOB HOTEL imagery in which we slipped copies of the press release.
7. Thanking the guests after the event
Once the event passed, it’s important to send thank-you emails to every person who came. Adding a photo taken during the event is also a gesture well-perceived by the guests, who will be touched their host will have taken the time.
These thanks are a way to maintain a relationship with these privileged contacts, but also to receive precious feedback from these professionals who are experts in their field.
2. Up Until July: Sustained Press Relations
If these events are important levers to obtain fast and numerous media repercussions in a short amount of time, it’s important to keep up the efforts in the long run! In order to maximise the chances to appear in the right media outlets, the press relations strategy has to be maintained for several weeks after.
1. Sending new emails to the journalists and influencers who didn’t come
Once the event passed, the first step is to contact every journalist who couldn’t come once again. There will likely be a number of them who will want to discover the spot in a most intimate atmosphere. We thus invited them to come to one of the MOB’s following Summer Garden Parties when they wanted, with the person of their choice.
2. Use the press release and contact new journalists or influencers
If a launch party demands a restricted number of invitations, the following weeks are a time to enlarge the number of contacts. This work is facilitated by the passed event: the journalists and influencers who came have already talked about it in the media, which will no doubt stir the curiosity of many!
At this step, the same requirements: each email must be personalized. If the event invitation is no longer of use, the event press release is indispensable and must be attached to all new emails. Written before the event, it is a gold mine for journalists: some of them can decide, once the media and influencer buzz has passed, to write a few line or even a full article about the place in question. The press release contains information vital to the writing of this content.
Once again, the document uses the hotel’s graphic identity, adopts a light and dynamic tone, and entices with beautiful photos.
3. New emails and new approaches
Finally, sending new emails is of the essence! We should note that it is important to take different approaches during these multiple emails. If a journalist doesn’t seem receptive to an email, why not change the subject line and think about a new opening line? This is a surefire way to increase your email opening rates and increase the positive responses from journalists.
The Results: Abundant and Varied Media Repercussions
The media impact didn’t take long. Extremely varied, these articles allowed the MOB HOTEL to have full houses every night of its Summer Garden Parties (from Thursday to Sunday evening). Videos, dedicated articles, featured in best-of lists (spots, terraces, Paris events…) in a variety of media outlets… The media was won over by the MOB’s offering—and so were the customers!
She writes about the Summer Garden Parties in her paper
Do it in Paris presents the MOB HOTEL evenings in its paper
The Parties in Madame Figaro
Paulette dedicates an article to the Summer Garden Parties
Gala says the MOB HOTEL is one of its favorite spots in its newspaper
Glamour organized a contest with its readers
GQ organizes a contest for its readers and presents the MOB HOTEL as one of the best terraces in Paris
GQ organized a contest for its readers. The prize: two tickets for the Summer Garden Party of the winner's choice. This contest was talked about on the media website and in its newsletter. Convinced by the MOB's offering, GQ also presented the terrace as one of the most enjoyable in Paris!
Le Bonbon presents the MOB HOTEL's rooftop as one not to be missed this summer
Paris Zig Zag presents the "MOB HOTEL's dream barbecues"
Vivre Paris organizes a contest for the "cool" parties at the MOB HOTEL
Vivre Paris wrote an article about the MOB HOTEL evenings and organized a contest with its audience. It also highlighted the contest on social media (Facebook, Twitter, Instagram).
Sortiraparis thrice convinced by the MOB HOTEL's Summer Garden Parties
The media wrote an article about the parties and organized a contest with its audience. It then featured it in several best-of lists.
Parisianavores ranks the MOB HOTEL as one of the "best places to chill" in Paris
Le Demotivateur Food and A Table present the Summer Garden Parties in video format
A Nous Paris presents the Summer Garden Parties among the best Parisian terraces
Very active influencers during the media event: over one million potential people reached
All the influencers invited talked about the event on their social media accounts and gathered a potential audience reached of over one million.
Conclusion: a potential audience of over 25m people and hundreds of thousands of euros saved for the MOB HOTEL
The results are incontrovertible for the hotel: its summer parties were a resounding success! The press event and the sustained press relations in the weeks following the launch allowed it to convince many key media outlets. It’s a potential audience of several million people who could’ve heard about the Summer Garden Parties. The media value of the press articles exceeds the hundred of thousands of euros. A warm, joyful, and profitable collaboration!