Customer Summit 2023

Date / time:	06/26-28 - 9:00 a.m. - 4 p.m.
Organizer:	Marketing
Person responsible:	M. Williams

Venue:	Hotel EventInn
Venue contact:	Joe Pavlovic
Status:	open

Initial planning phase

Task	Owner	Deadline	Started	Finished	Notes
Set goals, collect ideas	Marketing team	01/30		x	documentation
Approve budget	Management	02/15		x	approved with restrictions
Assemble guest lists	Marketing lead	mm/dd	x		guest list
Assemble speakers list	Marketing assistant	mm/dd	x		list of speakers (temporary)
Book venue	Marketing assistant	mm/dd			EventInn (like last year)
Select menu	Marketing assistant	mm/dd			vegan options required
Contract suppliers	Marketing assistant	mm/dd

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

Task	Owner	Deadline	Started	Finished	Notes
Set up registration	Marketing assistant	05/01
Design and distribution of invitations	Marketing assistant	05/01
Communicate arrival and accommodation	Marketing assistant	05/01			Bookings with event number are possible starting 04/15
Create materials (print / online)	Print designer	05/30			BrightPrint (brochures, agendas, postcards)
Prepare social media campaign	Social media team	05/30
Briefing speakers	Marketing assistant	06/08			Initial contacts via phone to speakers are important from here on!
Finalize program	Marketing lead	06/08			Internal/external procedures have to be finalized by this date
Support participants	Marketing assistant	from 06/01			Follow-up e-mail to participants; contact potential participants again

Notes

Provide some details if necessary.

During the event

Task	Owner	Deadline	Started	Finished	Notes
Coordinate catering, equipment, etc.	Marketing assistant	06/25			Coordinate catering with hotel. They have catering partners available for all events.
Manage set up	Event support	06/25			New equipment for booth will be deliverd by end of May.
Setup registration desk	Event support, IT support	06/25
Share wifi and password	IT support	06/26-28			IT has to provide 1 support staff at the event location during the entire event.
Support participants	Eventsupport	06/26-28			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

Task	Owner	Deadline	Started	Finished	Notes
Clean up site	Event support, IT support	06/28			Everything must be removed from the hotel on the last day. There is no storage room.
Wrap up venue tasks	Marketing assistant	07/05			Confirm wrap up with contact from hotel.
Follow up with participants	Marketing assistant	07/05			Send out the standard survey.
Distribute event records (videos, presentations, scripts)	Marketing assistant	07/15			Post materials on company website in the event section.
Post-mortem analysis	Marketing lead, Management	07/15			Participant feedback, financial analysis, lessons learned, outlook

Notes

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