TYPES OF EVENTS
Corporate Meetings
Conventions
Incentive Events
Tradeshows/Expositions
Concerts
Fundraising events
Government/Political Events
Social Events
PREPLANNING
Gain an understanding of what you are getting into.
• Understand your client• Brand• Corporate Culture• Major Players
• Understand the potential attendees• Demographic• Psychographic• Major players
• Understand the specific purpose of the event
Ask lots of questions- RESEARCH!
PLANNING
After you know what you’re getting into, get into it.
• Select a location- where will your event be held?
• Create a budget- how will you spend your money?
• Set up and take registration.• Select event content- who will
speak/perform/etc.?• Market your event to the target audience.• Select food and beverage.• Design the experience.• Details, details, details.
No detail is too small… continue asking lots of
questions.
EXECUTION
Put your plans into action.• Ensure the planning you have done continues
to run smoothly.• Work with all vendors, speakers and location
contact onsite.• Monitor for safety and ensure all rules and
regulations are followed. • Manage onsite staff.• Create an outstanding experience for
attendees.• Troubleshoot and problem solve- occurs more
frequently than you might think.
Expect the best, prepare for the worst.
FOLLOW UPAssess the result.
End where you started- RESEARCH!
• Assess the objectives- were the objectives set for the event met?
• Assess the feelings of the client- often tied to the assessment of objectives.
• Assess the feelings of the attendees- • Would they come to your event again if it was
held?• Would they recommend it to a friend?
• What areas could be improved to provide a better experience?
• Assess your planning experience- what would you do differently for this or a similar event to improve it?
ANTICIPATION
• We want something to look forward to
• How do you invite?:• Advertising• Direct mail• Social media• Other communication and
marketing outreach efforts
ATMOSPHERE
• Physical environment- site selection• Decorations and props• Seating style• Soundscaping• Waste control
APPETITE
• F&B• Type of food service• Food and beverage selection• Serve with style
• Your food selections must match the overall event culture
ACTIVITY
• There must be something to do!• “The task for the professional event
coordinator is to incorporate and choreograph the appropriate activities so they increase the value of the event experience.” –Julia Rutherford Silvers
• Collectable experiences- something to make it worth their time and money
• Participatory versus spectator• Diversion and recreation
AMENITIES
• Beside their memories, what will your guests walk away with to help them remember their experience?
ASK
• Research- done prior to and following event
• How will you research? Surveys? Phone calls? Focus groups?
ACTIVITY PROMPT:
• What: Georgetown College introduces a new Major program [you select the program]
• When: announced May 2015
• You Should:• Define who will be invited.• Define where the event will take place.• Define each of the seven event elements
we discussed.
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