Aligning Stakeholder Needs to Achieve Success: American Journalism Project Spring Convening 2023
About the Client:
The American Journalism Project makes grants to nonprofit news organizations, partners with communities to launch new organizations, and coaches leaders as they grow and sustain their newsrooms.
About the Project:
Beth Lawrence Meetings & Events worked with the Client for (8) months on this project, and provided destination & site selection, event project management, logistics support, stakeholder experience management and day-of event management services to the American Journalism Project and its multi-day convening in Cleveland, Ohio.
Primary:
Destination & Site Selection, Event Project Management, Event Logistics, Vendor Management, Stakeholder Experience, Day-of Event Management
Processes:
Beth, as the primary contact for this event, initially met with the American Journalism Project planning team to recap the 2022 event, including post-event surveys, anecdotal feedback and internal team feedback. Using that data, we narrowed down the destination option to 6 selections before determining that Cleveland would provide the optimal experience for our attendees.
Next, Beth developed the Event RFP and worked with Destination Cleveland, HelmsBriscoe and other partners to collect bids from hotels and venues for the event. When an event involves multiple stakeholders, it is imperative to consider all perspectives and experiences in determining the venue. It was decided that the Westin Cleveland would be the perfect space.
The event itself contained several programmatic elements, including an offsite welcome reception, dinner and program; a half day of programming for grantees and philanthropists; (3) community experience tours; a dinner co-hosted by a committee of local grant recipients philanthropists and community leaders and a half-day workshop and celebration for grant recipients.
Beth conducted a site visit to Cleveland and, from there, served as primary event logistics contact with the Westin Cleveland, ensuring that AJP’s event goals were realized. In partnership with the Convention and Visitors Bureau and local partners, Beth worked to evaluate local restaurants, hospitality partners and experiential venues for the offsite dinners and community tours. Once selected, Beth served as primary contact for all external vendors, including audio/visual, catering, transportation, tour operators, photographer and bakeries. Finally, Beth worked to secure transportation and arrangements for the Dinner’s VIP speaker.
Pre-event, Beth worked with client to secure swag items, arrange printed materials, and set up staff headshots and a staff opening lunch for the event. Beth served in a day-of event management capacity for the duration of the event, ensuring that the American Journalism Project and their partners and grantees were thrilled with the experience and that the event and experiential elements came to life as envisioned.
Currently, we are in the post-event reporting phase of the project and the feedback has been overwhelmingly positive, with attendees excited for next year already.
Results:
Gathered over 130 people in Cleveland, Ohio, for a 3-Day convening where the American Journalism Project Community could celebrate wins, facilitate peer learning, and have opportunities to connect and grow their newsrooms.
Planned and executed plated dinner and program for over 240 guests, including local partners of the American Journalism Project and their grant recipients.
Carefully showcased Cleveland, Ohio and its residents, and celebrated an impactful year for local journalism in the city.
Provided thoughtful, human-centered community experience opportunity for the attendees