| 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[edit | edit source]
| 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[edit | edit source]
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[edit | edit source]
| 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[edit | edit source]
Provide some details if necessary.
During the event[edit | edit source]
| 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[edit | edit source]
The parking situation at the hotel is limited during the event period. The participants need additional support this year.
After the event[edit | edit source]
| 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[edit | edit source]
The results of the final analysis are presented by the marketing management at the following staff meeting.
Discussions