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2023 Trigard Dealer Conference - October 22-24 - Coggle Diagram
2023 Trigard Dealer Conference - October 22-24
Event Branding
Research Images
Research Fonts
Guidelines Sheet
Present to Group
Agenda- Dealer Conference
Develop Agenda
setup planning meeting
List panelists and their areas of experience/topic focus
Save the Dates
Copy
Copy
Proof Copy
Add Copy to Postcard Task
Design Postcard - tag CT or message on Teams if necessary 🙂
Proof Postcard - tag McKenna
Approve Postcard
Adjust design from "convention" to "conference"
Print and Mail Postcard - have them mailed June 22
Notify Affected Teams - postcard will be mailed June 22
PRIORITY 👉 Design Email
PRIORITY 👉 Design Email
Copy for Email (use info from postcard)
Proof Email
Schedule Email to send on June 30
PRIORITY 👉 Design Social Media Post - Jill proof
PRIORITY 👉 Design Social Media Post - Jill proof
Proof Social Media Post
Approve Social Media Post
Post to Socials
Postcard Invite - don't task out 🚫
Copy
Design
Proof
Approve
Print
Address - Request labels from BV
Mail
Email blast - Registration Open and RSVP needed for Colts game
design - see subtask description
proof
send
Email blast - Order pick ups
copy
PRIORITY 👉 design (Trigard version)
PRIORITY 👉 design (Eagle version)
proof
send
Postcard - Registration Open and RSVP needed for Colts game
copy
design
Post Card Edits
proof
order
Add IUPUI
Change Hotel registration deadline to Sept. 29
Add quotes throughout for consistency
please change to: Add: Deadline to register for Colts game and/or conference: October 6, 2023
Is there an extra space between "call" and "us"?
Add "d" to "Indianapolis"
change to "conference"
closed-toe :-)
prep mailing list
Event photo op backdrop
design
proof
order
PRIORITY 👉 reminder text to dealers - see description for copy
see if you texts can be scheduled to be sent during conference
Email Blast 1 - Registration Open - don't task out 🚫
Design
Proof
Revisions
Approve
Schedule
Email Blast 2 - Registration Open & Event Details - don't task out 🚫
Design
Proof
Revisions
Schedule for 8/17
Email Blast 3 - Sign Up Reminder - don't task out 🚫
Copy
Design
Proof
Revisions
Schedule for ??
Email Blast 4 - Sign Up Reminder/Deadline Approaching/Colts RSVP Sept. 29 (📩 send twice - 9/26 & 9/28)
PRIORITY 👉 copy
PRIORITY 👉 design
PRIORITY 👉 proof
PRIORITY 👉 send 9/26 & 9/28
Send
Email Blast 5 - Registration Deadline & Colts RSVP Extended
design
proof
send
Email Blast 6 - We Can't Wait - don't task out 🚫
Copy
Design
Proof
Revisions
Schedule for 10/19
Email Blast 7 - Countdown is On
copy
design - see subtask description
proof
schedule to send Oct 16
Email Blast 8 - We're Here
copy
design
proof
send
Email Blast 9 - Thanks for Joining Us! (Recap)
copy
design
proof
schedule to send Oct 30
Social Post 1 - Registration Open and RSVP needed for Colts game
design (Jill proof) - see subtask description
proof
post to socials
schedule to post to LinkedIn Aug 21
Social Post 2 - Sign Up today - don't task out 🚫
Design
Proof
Approve
Social Post 3 - Sign Up Reminder/Deadline Approaching/Colt RSVP Sept. 29
PRIORITY 👉 design (Jill proof) - see subtask description
proof
schedule to post to FB/IG __
schedule to post to LinkedIn __
Social Post 4 - Last Call for Hotel (Cutoff: Oct. 1 - deadline to RSVP Sept. 29) - combined with post #3 - don't task 🚫
design (Jill proof) - see subtask description
proof
schedule to post to FB/IG __
schedule to post to LinkedIn __
Social Post 5 - Countdown is On
design (Jill proof) - see subtask description
proof
schedule to post to FB/IG __
schedule to post to LinkedIn __
Social Post 6 - Live from Indy!
design (Jill proof) - see subtask description
proof
schedule to post to FB/IG __
schedule to post to LinkedIn __
Social Post 7 - Thanks for Joining Us! (Video Recap)
design (Jill proof) - see subtask description
proof
schedule to post to FB/IG __
schedule to post to LinkedIn __
Recap Blog
Notify AWEBCO of add'l Blog
Email McKenna - Show Feedback
Submit Blog to Crystal
Review Dealer Conference Recap Blog
Submit Blog to AWEBCO
Confirm Blog Posted
Propose 2023 Date
Send Internal Notification of Dates & Events in Indy
Check Hotels in Indy for blocks
Book hotel & meeting space
add hotel rooms if needed
FU Colts game
Create Eventbrite Page - see subtask description
Eventbrite header graphic
Proof Site
Proof Site
Notify Team for Test & Ask to Register
PRIORITY 👉 update Colts game time
Add Sponsor Logos to Eventbrite
create image with logos that can be inserted into Eventbrite page - tag McK when complete
Research Indy Events
book employee hotel
Pre-brief
Debrief
Turn in Receipts, Mileage
Weekly Registration Update
Weekly Registration Update
Weekly Registration Update
Weekly Registration Update
Submit Final Receipts- Meeting Space, Catering, Etc.
Bus logistics
Swag bags - see subtask description
schedule swag bag assembly
Uber credits
Tshirts- Die Hard Trigard'
research shirt types (if needed)
design
proof
order
sort by sizes
referee shirts for emcees
check with Madison for shirt size (others for backup?) 🤔
order
order football flags and whistles
Packing Sheets (labels for boxes, etc.) - see main task description
registration table (8.5x11) - 6 qty.
meeting tables (8.5x11) - 6 qty.
hotel front desk (8.5x11) - 6 qty.
Trigard booth/table with products (8.5x11) - 6 qty.
buses (8.5x11) - 1 qty.
tshirts- organized by sizes - 6 qty.
homecoming - 2 qty.
Tuesday lunch area - 4 qty.
Tuesday vendor area- 4 qty.
Tuesday att lot- 4 qty.
colts game? - 1 qty.
misc supplies - 1 qty.
meeting room - 4 qty.
photobooth - 2 qty.
dinner - 1 qty.
PRINT ALL
order team logo wear
Contact Colts for Tickets
employee Colts invite
send email
send reminder email (schedule for sept 11)
tally final ticket #
update ticket count to Colts
colts food & bev cards
confirm ticket count
transfer colts tickets to attendees
Lyft cards
design - see subtask description
proof
print and cut in-house
Sign Contract & CC Auth Forms
Slideshow
confirm content for slideshow
request headshots and bios from presenters
design
proof
Send for Approval- Conference Speakers
Finalize & Export Upon Speaker Approvals
Event Photos 📸
determine desired shots (with team?)
Upload Event Photos
book catering- Mon
book catering- Tues
book tent - Tues
employee communication for tours
employee communication (schedule to resend)
book beverages & break 1 through hotel
Book Tech Package
book vendor tables
Amazon supply order
Giveaways
confirm any needed giveaways (maybe at a Tu/Thu meeting?)
order mints
order Trigard Branded Pens - see subtask description - don't task out 🚫
Trigard Branded stress footballs
order Trigard Branded Notebooks - see subtask for description - don't task out 🚫
Trigard Branded white paper bags (for swag)
order snacks & Wet Ones
Conference t-shirts - see subtask description - don't task out 🚫
Pack
schedule team packing date (Oct. 13)
prep/group things to be packed
packing sheets (link in subtask)
Collect Print Assets
see subtasks and confirm items and quantities
agenda - 150 qty.
Trigard vault price catalogs - 50 qty.
Eagle vault price catalogs- 10 qty.
Dealer Toolkit- 10 qty.
HOF catalog- 10 qty.
total cemetery solutions- 10 qty.
the bridge applique- 100 qty.
vault ref guide- 25 qty.
cremation ref guide- 25 qty.
millenium stuffer- 25 qty.
Trigard supply rack cards- 25 qty.
rack card holder
lit holder
TU flyer
copy
design - tag McK to proof
proof
print in-house
Order Name Badge Supplies
add name of software company that was used last year to description. :-)
upload final attendee list
Print Registration List
Prep Registration List as t-shirt print list and print
buy drinks, table covers, ice, football? for Tues
Signage
buses here sign
homecoming road signs - Kimball St. and photo props
directional signs
welcome sign - lobby
welcome sign - meeting room entrance
sponsor signs - outside & inside meeting room
itinerary sign - inside meeting room
photo op sign - photo booth
order signs
Order Eagle Flash Sale Yard Sign
Programs/Agenda
Design - McK & CT proof
Proof
Proof
Order
Trigard Supply Coupon- no 2023 - don't task out 🚫
Design
Proof
Print
Email blast - Agenda & Additional Event Info (Registered Attendee List)
Design
Proof
Send
Create Attendee List
Email blast - Dinner RSVP Request (Registered Attendee List) - don't use combined with another email
add restaurant details to description
PRIORITY 👉update form
copy
design
proof
send
Book Dealer Dinner Reservations for 75
Confirm Guest Count & Contract- Dinner (Hard Deadline)
Confirm Catering Guest Count (Hard Deadline)
Solidify Guest Count for Dinner Reservations on 10/23
Book dinner for team- 10/22
Confirm BEO
Email Sponsor Final Details
Email Staff Attendees Final Details
Email blast - survey
Email Copy
Survey Copy
Create Survey Link
Design email
Proof survey & email
Schedule to send Nov 8
Video - Highlight Reel 📽️
contact Ross D./Austin B., Jim D., Jeff M., Colton B., Account Reps
let Ross D., Austin B., Jim D., Jeff M., Greyson P. know of dates and times
Ross & Austin Buckley video: "State of the Union"
Jim Darby video - see description
Jeff video: sales/company details
Greyson: production details
shots of trucks leaving dock
shots of AT&T building
shots/video of Big Betty machine (can be previous pics/video)
pics of new booth at NFDA - see subtask description
pics showing The Bridge signage at NFDMA - see subtask description
pics of Account Reps - can be candid shots
create highlight reel video - WFH if needed 😊
present to marketing team (Teams message or during a meeting)
NCBVA Presentation
Dealer Trophies ( "Trigard All-star Awards")
see if there are cornhole sets we can borrow
mic/speaker system
Vendor/Sponsor Forms
copy
review tiers
Re-design Form- Proof 1
Review Proof 1
Send final to Jeff, Blake & vendors (Trigard Memorials for sponsor?)
register sponsors
send sponsor forms to contacts
Submit Sponsor for Payment - CFS (MVP)
Submit Sponsor for Payment - HD Williams (Rookie)
Submit Sponsor for Payment - Mixer Systems (MVP)
Submit Sponsor for Payment - Holland Supply (Rookie)
Submit Sponsor for Payment - Frigid Fluid (MVP)
attach form and logo (if needed)
Social Post / Sponsor Shoutout - CFS (MVP) - Jill proof
Social Post / Sponsor Shoutout - Frigid Fluid (MVP) - Jill proof
attach logo if needed
Social Post / Sponsor Shoutout - HD Williams (Rookie) - Jill proof
Social Post / Sponsor Shoutout - Mixer Systems (MVP) - Jill proof
Social Post / Sponsor Shoutout - Holland Supply (Rookie) - Jill proof
Sponsor Communication - Setup times, Table Explanation
Sponsor Communication - Agenda, Speaking Opportunity, Rules, Table Offering, Registration