Customer Summit 2023

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{|

|-

!Date / time:

|06/26-28 - 9:00 a.m. - 4 p.m.

|-

!Organizer:

|Marketing

|-

!Person responsible:

|M. Williams

|}

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{| 

|-

!Venue:

|Hotel EventInn

|-

!Venue contact:

|Joe Pavlovic

|-

!Status:

| class="select" |'''open'''

|}

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==Initial planning phase==

{| class="wikitable sortable" style="width:100%;"

! style="width:200px;" |Task

!Owner

! style="vertical-align:middle;text-align:center;" |Deadline

! style="vertical-align:middle;text-align:center;" |Started

! style="vertical-align:middle;text-align:center;" |Finished

!Notes

|-

| style="width:200px;" |Set goals, collect ideas

|Marketing team

| style="vertical-align:middle;text-align:center;" |01/30

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |x

|documentation

|-

| style="width:200px;" |Approve budget

|Management

| style="vertical-align:middle;text-align:center;" |02/15

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |x

|approved with restrictions

|-

| style="width:200px;" |Assemble guest lists

|Marketing lead

| style="vertical-align:middle;text-align:center;" |mm/dd

| style="vertical-align:middle;text-align:center;" |x

| style="vertical-align:middle;text-align:center;" |

|guest list

|-

|Assemble speakers list

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |mm/dd

| style="vertical-align:middle;text-align:center;" |x

| style="vertical-align:middle;text-align:center;" |

|list of speakers (temporary)

|-

| style="width:200px;" |Book venue

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |mm/dd

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|EventInn (like last year)

|-

| style="width:200px;" |Select menu

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |mm/dd

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|vegan options required

|-

| style="width:200px;" |Contract suppliers

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |mm/dd

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|

|}

​

===Notes===

Target new customers and encourage them to participate. Collaborat with project management during the entire preparation phase. They know our customers and can point to potential speakers.

​

==Before the event==

{| class="wikitable sortable" style="width:100%;"

! style="width:200px;" |Task

!Owner

! style="vertical-align:middle;text-align:center;" |Deadline

! style="vertical-align:middle;text-align:center;" |Started

! style="vertical-align:middle;text-align:center;" |Finished

!Notes

|-

|Set up registration

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |05/01

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|

|-

| style="width:200px;" |Design and distribution of invitations

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |05/01

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|

|-

|Communicate arrival and accommodation

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |05/01

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|Bookings with event number are possible starting 04/15

|-

| style="width:200px;" |Create materials (print / online)

|Print designer

| style="vertical-align:middle;text-align:center;" |05/30

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|BrightPrint (brochures, agendas, postcards)

|-

| style="width:200px;" |Prepare social media campaign

|Social media team

| style="vertical-align:middle;text-align:center;" |05/30

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|

|-

|Briefing speakers

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |06/08

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|Initial contacts via phone to speakers are important from here on!

|-

| style="width:200px;" |Finalize program

|Marketing lead

| style="vertical-align:middle;text-align:center;" |06/08

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|Internal/external procedures have to be finalized by this date

|-

| style="width:200px;" |Support participants

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |from 06/01

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|Follow-up e-mail to participants; contact potential participants again

|}

​

===Notes===

Provide some details if necessary.

​

==During the event==

{| class="wikitable sortable" style="width:100%;"

! style="width:200px;" |Task

!Owner

! style="vertical-align:middle;text-align:center;" |Deadline

! style="vertical-align:middle;text-align:center;" |Started

! style="vertical-align:middle;text-align:center;" |Finished

!Notes

|-

| style="width:200px;" |Coordinate catering, equipment, etc.

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |06/25

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|Coordinate catering with hotel. They have catering partners available for all events.

|-

| style="width:200px;" |Manage set up

|Event support

| style="vertical-align:middle;text-align:center;" |06/25

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|New equipment for booth will be deliverd by end of May.

|-

| style="width:200px;" |Setup registration desk

|Event support, IT support

| style="vertical-align:middle;text-align:center;" |06/25

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|

|-

| style="width:200px;" |Share wifi and password

|IT support

| style="vertical-align:middle;text-align:center;" |06/26-28

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|IT has to provide 1 support staff at the event location during the entire event.

|-

| style="width:200px;" |Support participants

|Eventsupport

| style="vertical-align:middle;text-align:center;" |06/26-28

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|Registration table has to be staffed during the entire event.

|}

​

===Notes===

The parking situation at the hotel is limited during the event period. The participants need additional support this year.

​

==After the event==

{| class="wikitable sortable" style="width:100%;"

! style="width:200px;" |Task

! style="vertical-align:middle;text-align:center;" |Owner

! style="vertical-align:middle;text-align:center;" |Deadline

! style="vertical-align:middle;text-align:center;" |Started

! style="vertical-align:middle;text-align:center;" |Finished

!Notes

|-

| style="width:200px;" |Clean up site

|Event support, IT support

| style="vertical-align:middle;text-align:center;" |06/28

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|Everything must be removed from the hotel on the last day. There is no storage room.

|-

| style="width:200px;" |Wrap up venue tasks

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |07/05

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|Confirm wrap up with contact from hotel.

|-

| style="width:200px;" |Follow up with participants

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |07/05

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|Send out the standard survey.

|-

|Distribute event records (videos, presentations, scripts)

|Marketing assistant

| style="vertical-align:middle;text-align:center;" |07/15

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|Post materials on company website in the event section.

|-

|Post-mortem analysis

|Marketing lead, Management

| style="vertical-align:middle;text-align:center;" |07/15

| style="vertical-align:middle;text-align:center;" |

| style="vertical-align:middle;text-align:center;" |

|Participant feedback, financial analysis, lessons learned, outlook

|}

​

===Notes===

The results of the final analysis are presented by representatives of the marketing management at the next staff meeting.

[[Category:Event]]

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