| 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.
