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Advertising/PR   URGENT - Need Help Fast!  
 
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Funky Cafe Needs To Advertise Function Capacity
Posted By: dani.obrien* on 10/13/2006 3:52 PM (CST) 250 Points
i have just taken on the task of being the event coordinator for a funky café in boston. The café has a large alternative and underground scene. They want to start pushing the fact that they can do large parties in a private upstairs dining area, but have limited funds market it. I have come up with a brochure with pricing and menu for larger functions but i could use some advice on what else might be a good idea, and who are the best people to send this information too. I was thinking i would send a lot of info out to non-profits. basically any advice would be welcome
thanks

Posted by: ahunt Accepted Answer
10/13/2006 3:58 PM (CST)
Dani- Consider reaching out to church singles groups ( I realize this depends on how alternative and underground the cafe's scene is) and young professional groups. Since Boston's a large university town, how about reaching out to campus organizations too?
 
Posted by: HDuong Accepted Answer
10/13/2006 4:00 PM (CST)
Include what the private area is capable of facilitating, (ex.Internet access, Projector, stage, etc)

I'd imagine aside from Non-Profits, Schools, Business Related Groups could also take advantage of such a space. Contact your local Chamber of Commerce to see what people think.
 
Posted by: mocando Accepted Answer
10/13/2006 4:01 PM (CST)
There are many great things that you can do for little or no money. One way to really make a lot of noise in the underground scene is to have an art show. Offer the space to a group of artists and have them supply the catering and drinks. You donate the space. Do you have an art walk in Boston? If the show works, make it a regular thing. The café could sell coffee and whatever else they offer.

Other things would be to visit the café and ask the patrons where they work and what they do and who a contact person is at their jobs. Once you get their info, make calls and send your brochures.

Just a few… good luck.
 
Posted by: cread Accepted Answer
10/13/2006 4:09 PM (CST)
Collect cards for a free dinner for two will give you a list of companies where your patrons are from and a mailing list of companies in the area to contact with at least one fan of your operation.

Good luck

Charles
 
Posted by: ErinLyons* Accepted Answer
10/13/2006 4:59 PM (CST)
If you haven't already, definitely take every opportunity you can to advertise inside the café. You can post flyers in the appropriate places and even have employees casually mention this new offering to customers. Utilize your employees and your customers as much as possible to get the message out.
To reach prospects outside of the café, you can send brochures/flyers to the 50 or 100 closest companies in the area. You can find out what companies are nearest to the café through mapquest.
When considering who to send flyers to, think of types of companies that often host events. The business card bowl that Charles suggested is a great way to get leads. Check out the local magazines that list events calendars and see who hosts events regularly. Call them and let them know that the café is available for their event.
Also, remember that Christmas is right around the corner. Companies will be looking for a place to have their Christmas parties soon.
Good luck.
 
Posted by: peanutpeanut Accepted Answer
10/13/2006 6:27 PM (CST)
put together a list of corporations, institutions, organizations within the four mile radius of the restaurant. then approach them with a well thought out brochure that describes what the cafe is capable of delivering, food, the price and i would go heavy on the funky atmosphere. remember a lot of these groups have their functions in the usual boring locations such as traditional restaurants. so thhink in terms of the sizzle. what can you provide that takes it away from the usual boring restaurant location.
 
Posted by: rimagico Accepted Answer
10/13/2006 8:40 PM (CST)
Many Not-For-Profits, Foundations, etc, have fund raising events. They typically solicit local businesses to donate prizes for the event, or items for 'silent auctions' which often take place at these events.
With that in mind, you should donate a couple of gift certificates to these type of fund raising events. Your gift certificate prize will be displayed with your brochure. Therefore everyone attending the event will become aware of your Café & its large party capabilities. Fund Raisers are typically attended by influential people, and decision makers, who often are involved in hosting their own large events.
 
Posted by: kannanveeraiah Accepted Answer
10/14/2006 2:25 AM (CST)
Dear Dani OBrien,

Organize an event for the cafe itself. Invite those decision makers of the potential organisations, institutions, companies and other groups. Invitation should be for the person (personalized) and his spouse. Invitation should be persuasive and should mention "...kindly experience and evaluate us...". For the very visit at the event, their organisation should get registered with you for a special discounts on the standard menu.

Of course, the event would include the best dinner. Take care of every details of the event. The lavish hospitality and your event management capabilities should be experienced by the participants.

After seeing and experiencing, the decision makers would obviously make their choice on you.

Best Wishes,

kannan
 
Posted by: rpenovich Accepted Answer
10/14/2006 8:53 AM (CST)
One more suggestion for you (to add to all the good advice so far): reach out to event planners in your city. They plan the parties and fundraisers and are familiar with the different kinds of venue space available in the city.

You'll need to really differentiate yourself--what is uniquely special about the private space and what kind of events/parties you are a good choice for.

Planners usually think about size of space first--how many people can the space accommodate? They can get cavernous space in hotel ballrooms (150 people and up) for large fundraisers, smaller space at historic properties that have restrictions (75-100 people), even smaller space by renting out restaurant space or art galleries.

Is yours an intimate space? Is your catering really good or interesting? Is your price for rental competitive enough to attract some first time users? Is it a good-looking or interesting space architecturally? Or in a good location that people can get to easily?

Once you answer those questions--send the event planner an email with links to your website with photos of the space. Tailor your email to the kinds of events they plan--be specific--say for example--our upstairs private party space would be a great new venue for your Palettes to Palates event this year--would you like to come by to see the space and have an expresso on us?

Get them to do a site visit and you can sell them on the space in person.

Good luck!
 
Posted by: KathySmithFilms* Member Response
10/16/2006 6:08 AM (CST)
I threw a party for a restaurant to get known in Hollywood that was not yet a "hot spot" I put out flyers to Talent Agents and invited them to a "Return To Old Hollywood" theme party (no host bar). I brought in my own buffet and rented a couple of limos to pick up some of the A-List agents and invited a TV crew from a cable station for atmosphere and to film for PR. It was such a hit as the agents invited a lot of actors & writers & it made the news next day and some write ups. We had old movies like "Casablanca" playing--women wore seamed nylons with 40's suits & men wore suits. Needless to say, it put that restaurant on the map and I got lots of thank you cards. Have students from the Film School help throw a halloween party for starters.
Kathy
 
Posted by: Frank Hurtte Accepted Answer
10/16/2006 9:28 AM (CST)
Take advantage of the underground following and funk... Think about the options for advertising using myspace, craigslist, youtube and other web oriented methods....

Think about publicity stunts.. get people there..


Think guerilla.... I dare you.
 
Posted by: John Coonen Member Response
10/16/2006 1:39 PM (CST)
Excellent suggestions above.

Here's something to think about, to shoot while the ducks are flying:

There's a mid-term election coming up. Talk to local area politicians and offer the site up for a "victory party."

Get a local bigwig to come and have him/her send out an email to their list of supporters. EXCELLENT EXPOSURE for your facility that way, getting word-of-mouth out there with little expense. Don't worry about saying "we have meeting space" - that'll be self-evident.

Plus, make your money back that night!

Partner with a caterer if you don't have a liquor license or food offering. Make sure insurance is covered.
- Sell drinks - split the profits
- Take $1 for coat check
- Charge for optional valet parking
- Get a sponsor for the event

Hand out business-card sized promos along with your brochure to every guest (coat check is a good place for this). They'll toss your brochure unless they're interested; they'll keep the card--especially if it has a "free coffee" or buy-on-get-one-free on it to bring them back. PUT YOUR NAME AND PHOTO on the card so they have a person to coordinate future plans with.

Everyone wins.
 
Posted by: dani.obrien* Author Response
10/18/2006 7:02 AM (CST)
Thanks everyone,
all of these have been very helpful. thanks so much
 


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