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 representatives of the marketing management at the next staff meeting.