How to execute planning and executing of corporate event

1. Corporate Conference for
Financial Services
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2. • Website Management
• Designing, Promotion & Optimization
• Social Networking
• Promotion through Facebook, Twitter, LinkedIn& YouTube
• Landing Pages
• WhatsApp, Instagram, Google+,
• SMS Campaign
• Mass-Mailing & Live Streaming.
• Designing, Branding & Printing Services
• Announcement Brochure,
• Event theam
• Registration form or Software,
• Attendees list, Event Flow,
• Stationary & Feedback forms,
• Delegate Badges with lanyards,
• Laptop with WIFI
Pre Event
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3. Promote the event through 3600 Approach
Website
Social
Media
Content
Advertising
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4. • Registration Buzz
• Direct Invitation
• Phone Call
• Email Invite
• Social Media (Facebook &Instagram etc )
• Build Twitter list of Speaker & Attendees
• Host a pre event Twitter chat
• Decide & promote #hashtags beforehand
• Promote speaker profiles with Twitter handles included
• Allow attendees to ask questions to speakers via Twitter
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5. Vendors
• Fabrication –J.R Creation
• Printing –Visual display
• A/V-Lok Jatt production
• Souvenir –Zed Impact
Sponsorships - Integrated Payment Gateway
• Paytm
• PayU money
• Phone Pay etc
• Flipkart
• Amazon
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6. • Event Objective – Conference for Corporate Financial Services - Promoting client's Products -
and Services
• Pax- 500
• Venue – Darbar Hall The Taj place New Delhi with ample parking space
• Exhibition & Breakout area – Darbar hall and half part of Shah jehan hall
• Seating style – Mix Circular & classroom style
• Stage setup – LED /Projector
• Date/Time – 24th July21/9:00am to 5:00pm
• Budget –INR 2155296+18% GST
• Entry- Invitation/Ticket/Pass
• Event Checklist
• Weather forecast
Event Summary
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7. Operational and Logistics Planning
Crucial part of event that handled by Event operations manager
• Sound understanding of all functional area of the event
• Align the teams as per requirement of project like –
o Vendor coordination
o Printing
o Giveaways
o Console Managing
o Registration
o Simultaneous Coordination with banquet Manager and client
o Social Media Management
o Preparing Post event report and Final billing
• Prepare of entrant cost sheet
• Develop creative ideas and sharing with Design Team
• Ask for the competitive quotations from vendors
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8. Mementos
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9. Badges & Lanyard
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10. Press Kit & Invitation card
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11. Ushers & Emcee
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12. Layout and Picture of Darbar Hall –The Taj Palace
Darbar Hall | Area: 12768 sq. Ft
Dimension: 112 m. x 114 m.
Height: 14 m.
Guest Entry Point: 2
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13. Layout and Picture of Shah- Jehan hall for buffet –The Taj Palace
Shah Jehan hall
Dimension: 111 m. x 72 m.
Area: 7992 sq. ft |
Height: 14 m. Guest Entry
Point: 2
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14. At Event
• A team of social media managers present at the venue
• Continuous update on twitter screen
• Location sharing on Facebook
• Allow virtual attendance through live Twitter and Facebook and sharing live Presentation
• Real Time image sharing
• Dry run of all equipment like sound, mike, Presentation(Ratio 16:9), Videos standing slide Ambience
temperature & Light backup etc
• Menu to be ready as per allotted time (if there is not being any changed by client side)
• Coordination with the back up teams.
• To be ready for last minutes client’s requirement
• Checking Internet bandwidth
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15. Registration Setup
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16. Photo booth setup
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17. Direction signages
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18. Fun zone
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19. Octonorm stall for Fintech Companies at Pre Function area
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20. Pre function area Buffet Zone
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21. Standees & Backdrop
Event Branding
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22. Seating Style - Mix of Circular and Classroom Style
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23. Stage Setup options in Darbar Hall –The Taj Palace Hotel
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24. Option 2
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25. Option 3
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26. Option 4
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27. Post Conference Summary Follow Up
Pay bills
• Pay honorarium, travel vouchers, hotel bills, and collect the addition bills, required during the event etc.
• To compile a presentation and all bills for getting the final payment to client
An executive summary - The event overview
• Include facts -such as timeline, budget, venue details, event dates/times, vendors, and key staff
• Event and advertising objective have been achieved or not
• Social media engagement. Looking at growth during the event campaign and engagement at the event
• Media – To summaries event media coverage. Highlight positive outcomes
• Website (include key analytics)
Sponsorship activities and outcomes. Areas to cover include:
• Overview of sponsors and final leads
• Include a summary of sponsorship revenue
.
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28. Post Event Evaluation Activity
• Sending note of thanks for participants through mail , Hard copy
• To Share presentation of Speaker on demand, add details of a point of contact any query
• Based on their interests, other events are pitched to them
• To Compile data of questionnaire .
• Attendees’ feedback is collected & analysed
• Sales team to be following up the leads
• Require the vendor feedback in terms of operational and production
• Event staff feedback and their performance
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