CREATING AN EVENT PLAN

Event Activities and Purpose of Event

Training Certifications Top government executives meet

and greetAlcohol served

2K Walk Golfing event with sponsors

Spouses and children

Key Components

Event Preparation

Event Promotion

On-site Event Management

Post-Event Review

Event Preparation◦ writing an event plan

◦ documenting budgets

◦ timelines

◦ researching suppliers like

caterers or staff members

This Photo by Unknown Author is licensed under CC BY

Planning Breakdown

Market Research

Written Plan Finalize Budget

Venue SelectionVendor Selection

Secure Sponsorship

Event Promotion

ALL OF THE ASPECTS THAT HELP TO SELL THE EVENT

RAISE AWARENESS INCREASE THE NUMBER OF ATTENDEES

Promotion Breakdown

Email PRSocial Media

PartnershipsWord of Mouth

Advertising SEO Discounts Blog Direct mail

On-site Event Management

MAKING SURE THE BIG DAY (OR DAYS) GOES WITHOUT A HITCH

EVERYONE IS WHERE THEY NEED TO BE

PUTTING OUT ANY ONSITE FIRES!

Management Breakdown

Smooth entry management

1

Deliver the planned experience

2

Capture and share highlights

3

Experience your own event

4

Note what works and what doesn’t

5

Post-Event Review

Organizing debriefs

Data collection and analysis

Reviewing these against the original event aims and figures

Post-Event Breakdown

Event breakdown

Reconcile budgets

Thank you to everyone involved

Share highlights & media

Survey

Analytics

THINGS TO CONSIDER

SWOT◦Strengths/weaknesses

◦Internal

◦Can be controlled

◦Opportunities/Threats

◦External

◦They control you and your

company

6Ps

P1

P2

P3P4

P5

P6

6Ps

Purpose People Product

Place Price Process

PURPOSE

Why are you have the event?

PEOPLEWho are the targeted people?

PRODUCT

What are you going to do?

PLACEWhere and when?

PRICE

How much is it going to cost?

PROCESS

How are you going to get it done?

Formal Event Plan

Consists of …

1. Goal – result of having achieved objectives

2. Objectives – specific and measurable

3. Strategies – how you plan to achieve the objectives

4. Tactics – action plans (little details)

5. Budget – should include income and expenses

6. Timetable – how long will the process take

7. Evaluation – how did you do

Scenario

◦Event: Planning an event for emergency medical responders

◦Location: Las Vegas

◦Dates: October 24 - 27

The Activity

◦Decide what type of event would succeed?

◦What kind would fail?

◦Create an event plan for the scenario

❖Start with a SWOT

❖Consider the 6Ps

Target Markets

◦www.esri.com/data.tapestry/zip-

lookup

◦Identifies 5 different target markets

based on zip code