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Event Planing - Coggle Diagram
Event Planing
Create Contigency Plans
Invest in a hybrid event platform that can allow you to switch from in-person to virtual or hybrid mode in case of (travel restrictions, lockdowns, or health concerns).
Negotiate for flexible booking and ticketing with your venue, suppliers, and attendees, so that you can reschedule, cancel, or refund without incurring too much loss1.
Backup events with on-demand staffing that can fill in the gaps if some of your staff members are unavailable or sick1.
Have a backup for speakers such as pre-recorded sessions, alternative speakers, or interactive activities that can replace the original agenda if the speakers are late, absent, or have technical issues12.
Backup event spaces in case of weather changes such as indoor venues, tents, heaters, or fans that can protect your attendees from rain, snow, heat, or cold12.
Plan for emergency security issues such as fire, theft, violence, or terrorism by having a risk assessment, an evacuation plan, a first aid kit, and a security team12.
Set aside an emergency fund that can cover any unexpected costs or damages that may arise during the event12.
Plan for tech fails such as power outage, internet disruption, or equipment malfunction by having backup generators, routers, devices, cables, batteries, and technical support12.
Create a Folow-up Strategy
Maintain Strenghthen and Relationship with attendee, leads, sponsor after event.
Colect Feedback
Generate Refferal
Increase Loyalty
Drive Sales
How To
Develop an Ateendee Folow-up System
Three Tires = (Ateendees, No-Show, & Non- Respondes To Invite).
Assign different messages and actions for each tier based on their level of interest and engagement2.
contanct The Leads On Proven Channels
Such email, Phone, Social media
Use personalized and relevant messages that address their pain points, needs, or goals.
Send Thankyou Letter Wit thin 24h after event
Express your gratitude, share key takeaways, provide additional resources, and invite them to take the next step, such as booking a demo, downloading a report, or joining a community.
Encourage an ongoing conversation with your attendees by asking for their feedback, reviews, or testimonials
Use surveys, polls, or forms to collect their opinions and suggestions
Respond to their comments and questions promptly and professionally
Incorporate video and photos into your follow-up strategy to showcase the highlights and success of the event.
Share them on your website, social media, or email newsletters. Tag or mention your attendees, speakers, or sponsors to increase engagement and reach2
Determine Event Activities
Like F & B Service
Silent Auction
Product Presentation
Formal Dance
Company Raffle
Create Event Time line = Outline the major milestones and deliverables of your event project, such as securing a venue, launching a website, sending invitations, etc. Set realistic and flexible deadlines for each milestone and deliverable. Monitor your progress against your timeline and update it as necessary
Order Deadlines
RSVP Timeline
Invitation Distribution
Event Setup Schedule
Increase Event Appeal's
Adding a Keynote Speaker
You need to :
showcase how your event can make a positive impact on someone’s life or a cause that matters to your audience.
Scheduling Celebrity Appearance
Research the needs and interests of your target market and find a cause that resonates with them
Including a Philantropic Aspect
Partner with a reputable and relevant nonprofit organization.
Find a nonprofit that works on the cause you have chosen and has a track record of success and transparency.
Collaborate with them on planning, promoting, and executing your event.
Leverage their network, expertise, and credibility to increase your event’s appeal and impact.
Incorporate fundraising activities into your event.
Design your event to generate donations, awareness, or engagement for the cause you are supporting LIKE ( fundraising activities are auctions, raffles, pledges, challenges, games, etc)
Make sure the activities are fun, interactive, and rewarding for your attendees.
Offering Perks & Incentives
VIP Lounge
In Event Speaking Oportunity
This is a chance for attendees to showcase their expertise, share their insights, or promote their brand to the audience.
This can increase their visibility, credibility, and influence, as well as generate leads and connections2.
A Personalize Free Gift (Suprise Gift)
Relate Event Theme
Ateendee's Preference
Sponsor Product
Review Current PR Goal (evaluate how well your event aligns with your PR strategies and objectives)
Review your current PR goals.
Examine your company’s current PR strategies and determine what the topic, theme, message, and target audience are for the event.
This can help ensure that the event is relevant, consistent, and impactful for your PR purposes
List The Basic Detail Of Your Event
Provide journalists and other stakeholders with all the essential information upfront, such as the date, time, location, agenda, speakers, sponsors, and registration link.
This can help generate interest and registrations for your event.
Measure the effectiveness of your PR campaign
Use key metrics such as impressions, views, reach, engagement, sentiment, conversions, referrals, and ROI to assess how well your PR campaign has achieved its goals.
Compare the results with your benchmarks and expectations
Identify the strengths and weaknesses of your PR campaign and make adjustments accordingly use analytic
Collect Data from Valrious source like Surveys, pools, social media, analytic, ect
Use Insight to Improve Your Future event
Monitor The Event Planing Process
Determine Client Event Goal Objective
(Increasing Awareness, Generating Leads, Buildiing Relationship)
Set (SMART)
Specific
Measurable
Achievable
Relevant
Time Bound
Assemble Your Team
Identify the roles and responsibilities of each team member, such as event manager, marketing coordinator, logistics coordinator,
Assign tasks and deadlines to each team member and communicate them clearly
Use tools such as project management software, calendars, or spreadsheets to manage and monitor your team’s work
Establish an event budget
Estimate the costs of each aspect of your event, such as venue, catering, entertainment, marketing, ect.
Compare the estimated costs with your available funds and allocate them accordingly.
Track your actual expenses and income throughout the planning process and adjust your budget as needed
Advertise the Event
Campaign
Clarify your target audience and ideal social platform
Utilize visual content to captivate audience.
Craft an attention-grabbing event hashtag.
Harness the power of multiple social platforms.
Drive excitement with engaging contests.
Mobilize brand advocates to amplify your announcement.
Craft and share your narrative.
Broadcast exclusive behind-the-scenes looks.
You want to give your audience a sneak peek of what’s happening before, during, or after your event. This can help you create anticipation, curiosity, and excitement2
Measure and optimize your results.
Funnel
Mailed Printed Media
Social Media
Search Engine Marketing (SEM)
Targeted Email Marketing
Content Marketing
Comunicate Event Posibilities
Informing team members about their responsibilities for the event can help ensure that each aspect of the event is complete in time. This can also help you clarify team member expectations, which can prevent confusion and improve individual productivity.