Identify and secure event speakers or entertainment
12
Arrange for event supplies and equipment
13
Coordinate event registration processes
14
Prepare event program
15
Approval: Event Program
16
Recruit and train event volunteers
17
Execute event marketing and promotions
18
Monitor event registration and ticket sales
19
Conduct final venue walkthrough
20
Coordinate event set up and tear down
21
Evaluate event success and produce after-event report
Identify the event objective
What is the purpose of this event? Describe the desired outcome and the impact it will have on the organization. How will achieving this objective contribute to the overall mission? Are there any specific goals or targets to be achieved?
Form event planning committee
Who will be responsible for planning and coordinating this event? Form a committee of dedicated individuals who will take charge of different aspects. Describe the role and responsibilities of the committee members. What expertise or skills are required for each role? How will the committee work together?
Establish event budget
Determining the budget for the event is crucial. Consider all expenses and revenue sources. How will the event be funded? Identify potential costs such as venue fees, marketing expenses, speaker fees, equipment rentals, etc. Will there be any sponsorship opportunities?
Identify potential event dates
When should the event take place? Consider factors such as availability of key participants, target audience availability, and any seasonal or industry trends. Are there any specific dates or timeframes to avoid? Are there any public holidays or significant events that could affect attendance?
1
1. Public holidays
2
2. Industry conferences
3
3. Company events
Find and book event venue
Choosing the right venue is crucial for the success of the event. What type of venue is required? Research potential venues and consider factors such as capacity, location, amenities, and cost. Visit the shortlisted venues and evaluate their suitability. Once finalized, secure the booking and obtain all necessary documentation.
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1. Downtown
2
2. Suburbs
3
3. Beachfront
4
4. Mountains
5
5. Countryside
Approval: Event Date and Venue
Will be submitted for approval:
Identify potential event dates
Will be submitted
Find and book event venue
Will be submitted
Develop event marketing plan
How will the event be promoted? Outline the marketing strategies, channels, and tactics that will be used to attract attendees. Describe the target audience and how to reach them effectively. Consider both online and offline marketing activities.
1
1. Social media
2
2. Email marketing
3
3. Print advertisements
4
4. Influencer partnerships
5
5. Public relations
Identify and approach potential sponsors
Sponsorship can provide valuable financial support and increase the event's reach. Identify potential sponsors who align with the event's mission and target audience. Describe the sponsorship packages and benefits that will be offered. Prepare a compelling proposal to approach potential sponsors.
Establish event schedule
Create a detailed schedule for the event. Outline the timeline, including specific activities, sessions, breaks, and any other important elements. Consider the duration of each session, networking opportunities, and potential time conflicts. Ensure a balance between educational content and engaging experiences.
Approval: Event Schedule
Will be submitted for approval:
Establish event budget
Will be submitted
Develop event marketing plan
Will be submitted
Identify and secure event speakers or entertainment
Who will deliver the keynote speeches or provide entertainment at the event? Research and approach potential speakers or performers who can add value and engage the audience. Describe the criteria for selecting speakers and their requirements. Secure their participation and outline the agreed-upon terms and conditions.
Arrange for event supplies and equipment
What supplies and equipment are required for the event? Create a comprehensive list, including items such as audiovisual equipment, signage, badges, registration materials, decorations, etc. Source the necessary supplies and ensure they are delivered and set up on time.
1
1. Audiovisual equipment
2
2. Signage
3
3. Badges
4
4. Registration materials
5
5. Decorations
Coordinate event registration processes
How will attendees register for the event? Establish a user-friendly registration process that captures all necessary information. Decide on the registration platform or system to be used. Make sure the process complies with any legal or regulatory requirements and consider any special requirements, such as early bird discounts or group registrations.
1
1. Eventbrite
2
2. Cvent
3
3. Google Forms
4
4. Salesforce
5
5. Custom-built
Prepare event program
Organize the event program to ensure a seamless flow of activities. Outline the sessions, speakers, breaks, and any additional elements. Specify the duration of each session and any requirements for presenters. Consider the audience's preferences and provide variety and balance in the program.
1
1. Keynote speeches
2
2. Panel discussions
3
3. Workshops
4
4. Networking activities
5
5. Entertainment
Approval: Event Program
Will be submitted for approval:
Identify and secure event speakers or entertainment
Will be submitted
Arrange for event supplies and equipment
Will be submitted
Coordinate event registration processes
Will be submitted
Prepare event program
Will be submitted
Recruit and train event volunteers
Volunteers play a crucial role in the success of the event. Recruit dedicated individuals who are willing to contribute their time and skills. Describe the roles and responsibilities of volunteers. Provide training and orientation to ensure they are well-prepared for their tasks.
Execute event marketing and promotions
Implement the marketing strategies and tactics outlined in the event marketing plan. Activate the chosen marketing channels, create content, and distribute promotional materials. Monitor the effectiveness of the marketing efforts and make adjustments as needed to maximize reach and engagement.
Monitor event registration and ticket sales
Regularly track the number of registrations and ticket sales to gauge the event's popularity and evaluate the effectiveness of the marketing efforts. Use the chosen registration platform or system to generate reports and gather valuable data. Analyze the data to identify trends and make informed decisions.
Conduct final venue walkthrough
Visit the event venue one final time to ensure everything is set up according to the plan. Check the layout, seating arrangements, audiovisual setup, and other logistical aspects. Identify any potential issues or last-minute adjustments that need to be addressed.
Coordinate event set up and tear down
Plan and oversee the set up and tear down of the event. Ensure all necessary supplies and equipment are delivered on time. Assign responsibilities to the event committee and volunteers for different tasks. Coordinate the logistics to ensure a smooth and efficient process.
Evaluate event success and produce after-event report
Assess the success of the event based on predefined objectives and metrics. Analyze attendee feedback, post-event surveys, and other relevant data sources. Identify strengths and areas for improvement. Prepare a comprehensive after-event report highlighting key findings and recommendations for future events.
