Identify, contact and confirm speakers or entertainers
8
Create and launch the event registration page
9
Design and send out the event invitations
10
Promote the event through various channels
11
Create engaging content for the event
12
Test and rehearse the event on the chosen platform
13
Approval: Test and Rehearse
14
Make necessary technical preparations
15
Brief the event team, speakers and entertainers
16
Manage the registration process
17
Conduct the event
18
Engage with audience during the event
19
Gather post-event feedback
20
Review and analyze the event performance
21
Approval: Event Performance Analysis
Define the purpose and scope of the event
Clearly define the purpose and scope of the event. What is the goal of the event? How will it contribute to the overall process? What are the desired results? Consider potential challenges and their remedies, as well as the resources or tools required to achieve the desired outcome.
Establish the budget
Set a budget for the event. How much money is allocated for the event? How will it be distributed? What are the financial constraints? Consider different expense categories and prioritize spending.
Identify and secure the event platform
Research and select a suitable event platform. What are the options? What are the pros and cons of each? How will the platform meet the needs of the event? Consider factors like user-friendliness, security, and cost.
1
Zoom
2
Microsoft Teams
3
Google Meet
4
Webex
5
Hopin
Choose a suitable date and time for the event
Select a date and time that works well for the event. When will it take place? Consider factors like availability of speakers, target audience availability, and time zone differences.
Design the event program structure
Develop a structured program for the event. How will the event flow? What are the key components? Consider the order of activities and the duration of each.
1
Opening remarks
2
Keynote speech
3
Panel discussion
4
Breakout sessions
5
Closing ceremony
Approval: Event Program Structure
Will be submitted for approval:
Design the event program structure
Will be submitted
Identify, contact and confirm speakers or entertainers
Identify potential speakers or entertainers for the event. Who are the options? Reach out to them and confirm their availability. How will their participation contribute to the event?
1
Speaker 1
2
Speaker 2
3
Speaker 3
4
Entertainer 1
5
Entertainer 2
Create and launch the event registration page
Build a registration page for the event. What information is needed from attendees? How will they register? Launch the page to start accepting registrations.
Design and send out the event invitations
Design visually appealing event invitations. What should be included in the invitation? How will they be sent out? Consider different platforms or methods.
Promote the event through various channels
Develop a promotion plan for the event. Which channels will be used? How will the event be marketed? Consider social media, email marketing, and other advertising methods.
1
Social media
2
Email marketing
3
Print advertising
4
Online banners
5
Word of mouth
Create engaging content for the event
Produce engaging content for the event. What type of content is needed? How will it be created? Consider videos, presentations, and interactive elements.
Test and rehearse the event on the chosen platform
Test the event on the chosen platform. Is everything working properly? How will the event flow on the platform? Conduct rehearsals to ensure a seamless experience for attendees.
1
Audio quality
2
Video quality
3
Screen sharing
4
Chat functionality
5
Interactive features
Approval: Test and Rehearse
Will be submitted for approval:
Test and rehearse the event on the chosen platform
Will be submitted
Make necessary technical preparations
Prepare the technical aspects for the event. What equipment is needed? How will it be set up? Consider internet connection, audio and video equipment, and lighting.
1
High-speed internet
2
Microphone
3
Webcam
4
Lighting setup
5
Additional screens
Brief the event team, speakers and entertainers
Provide a thorough briefing to the event team, speakers, and entertainers. What information should be communicated? How will it be delivered? Ensure everyone is well-prepared for their roles.
Manage the registration process
Manage the event registration process. How will attendee information be collected and stored? Regularly update the registration status and communicate with attendees.
Conduct the event
Host and manage the event. What is the event agenda? How will different activities be coordinated? Ensure a smooth flow of the event and address any issues as they arise.
1
Opening ceremony
2
Panel discussion
3
Breakout sessions
4
Q&A session
5
Closing remarks
Engage with audience during the event
Engage with the audience during the event. How will you interact with attendees? Encourage participation and address any questions or concerns.
Gather post-event feedback
Collect feedback from attendees after the event. How did they find the event? What could be improved? Use the feedback to make future events even better.
1
1
2
2
3
3
4
4
5
5
Review and analyze the event performance
Evaluate the overall performance of the event. What were the successes? What were the areas for improvement? Use the analysis to inform future event planning.
