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How to organize massive EwA Events [AIESEC Training]

The document provides tips for organizing a massive and successful event. It recommends discussing the event idea with the entire leadership committee to get support and ensure everyone has a role. Detailed planning is essential, including choosing a date and venue, setting goals for applicant numbers, and developing an engaging agenda and speaker lineup. The event must be promoted extensively both online and offline. All tasks need to be assigned, tracked, and documented in a shared file to keep the team organized from planning through execution.

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Event
Why
Why
Why
Why
How to organize
a massive & successful
event!

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How to organize massive EwA Events [AIESEC Training]

  • 2. Why
  • 3. Why
  • 4. Why
  • 5. Why
  • 6. How to organize a massive & successful event!
  • 8. With everything going on, you and your EB Team won’t have time for more! Also, that way you won’t have the safety of another chance!
  • 10. Discuss ideas with your EB Team and ask for their support and feedback. If you decide to go for it, do it right!
  • 12. If everyone can have a role, give them a role. Make this a project of the whole LC, not just COMM. This way everyone will find time to support you! e.g. The office will close on that day and the whole LC will be in the event!
  • 14. If you can’t find a reason to do the event (i.e. to support the performance of ELD programs), you don’t have to do it! You will give 110% to this only if you think it’s absolutely necessary! e.g. Global Citizen Promotion for Summer Peak
  • 16. It has to be something your community needs. It also has to do with something related to AIESEC and our programs. Find what makes your event unique and why someone should devote his time to come! Always remembers to give value related to the needs of your target audience!
  • 18. Something “catchy” that can stand out on its own. It also has to represent the essence of your event. e.g. Open Mind: Think different. Live different.
  • 20. Think about all the factors. Day? Month? Hours? Stay away from holidays. Prefer dates closer to the beginning of each semester. Consider collision with other events. Choose a place close to the university and easily accessible. Why not in the university?
  • 22. How many people do we want to apply for the ELD program? How many attendees do we need in order to achieve it? How many attendance applications? What are my conversion rates?
  • 24. Make the sessions interesting. Everything should be connected to the theme. Include presentations for the ELD program. Engage returnees, alumni & professors as speakers. Find a chair that can communicate the essence of the event and connect the dots.
  • 26. Build the pillars for the promotion. When is the starting line? When is the deadline? What/who will run for online promotion? What/who will run for offline promotion? Plan the basic actions, define overall responsible.
  • 28. Make sure you book the venue. Without this step DO NOT begin the promotion! Book the venue for more hours, to have time to prepare the spaces and clean afterwards. Make arrangements for technical support.
  • 30. The event should be able to stand on its own. Think of the colors that represent it and create the logo and the visual guidelines you will use for promotion. Take into account that “events” is a very competitive business!
  • 33. Start contacting your speakers of choice. Show them that you have it all figured out! Demand quick answers. If rejected move quickly to another person! Start guiding them through the objectives of their sessions!
  • 35. Responsible VPs, TLs, Coordinators all in one meeting! This results to everyone being on the same page and the processes become a lot faster! Also: Ownership, Responsibility, Engagement
  • 37. The conference team must believe the goals are possible! Ask everyone’s opinion and ask for their personal promise! They have to feel accountable for the goal. If needed change it to a goal the team thinks they can achieve!
  • 39. Assign responsibilities for online & offline promo, contact management, speakers, venue preparation, returnees, equipment, media partnerships, Global Village, and whatever else is needed! Break them down as much as possible so that everyone know the simple tasks they have to do!
  • 41. Put everything in one place, where everyone can see what they have to do, when is the deadline and what is the progress of the event. This should also include the draft version of the agenda & the speakers. The overall responsible will use it to track everything and assign new tasks in the next conference team meeting.
  • 42. Promo Contact SpeakersCreate FB event Posts, Announcements, Newsletters, Webmails, Run Campaigns Classrooms, Booths, etc. Announce speakers Track Applications Adjust Strategy + Intensity
  • 43. Promo Contact SpeakersCreate FB event Posts, Announcements, Newsletters, Webmails, Run Campaigns Classrooms, Booths, etc. Announce speakers Track Applications Adjust Strategy + Intensity Create application form Create contact mails Contact the applicants Keep the applicants engaged Constant Tracking + Labeling
  • 44. Promo Contact SpeakersCreate FB event Posts, Announcements, Newsletters, Webmails, Run Campaigns Classrooms, Booths, etc. Announce speakers Track Applications Adjust Strategy + Intensity Create application form Create contact mails Contact the applicants Keep the applicants engaged Constant Tracking + Labeling Contact Speakers, Returnees, Alumni, invite professors, guests, GV! Quick arrangements Work with the speakers on the content Have the PPTs 1 day before Dry runs!
  • 45. Promo Contact SpeakersCreate FB event Posts, Announcements, Newsletters, Webmails, Run Campaigns Classrooms, Booths, etc. Announce speakers Track Applications Adjust Strategy + Intensity Create application form Create contact mails Contact the applicants Keep the applicants engaged Constant Tracking + Labeling Contact Speakers, Returnees, Alumni, invite professors, guests, GV! Quick arrangements Work with the speakers on the content Have the PPTs 1 day before Dry runs!
  • 46. Promo Contact SpeakersCreate FB event Posts, Announcements, Newsletters, Webmails, Run Campaigns Classrooms, Booths, etc. Announce speakers Track Applications Adjust Strategy + Intensity Create application form Create contact mails Contact the applicants Keep the applicants engaged Constant Tracking + Labeling Contact Speakers, Returnees, Alumni, invite professors, guests, GV! Quick arrangements Work with the speakers on the content Have the PPTs 1 day before Dry runs!
  • 49. Connect the dots Control the time Control the mood
  • 52. Any
  • 53. Who am I I’m a Marketing junkie. Α constant generator of concepts & ideas. A Leadership enthusiast. A seeker of creativity. A FastCompany addict. A Powerpoint architect. A tech-freak. You know where to find me! Chief Marketing Officer @AIESECinATHENS Creative Marketing Manager @AIESECinGREECE Student @Athens University of Economics & Business Sotiris Baratsas sotirisbaratsas Sotiris Baratsas Slideshare.net/sotbar7