Annual and Major Events

Planning

• 1. Define conference theme, objectives, and success criteria
• 2. Establish organising committee and assign roles
• 3. Develop comprehensive budget with contingency
• 4. Research and shortlist venues (issue formal RFP)
• 5. Identify and approach keynote speakers 12+ months out
• 6. Conduct risk assessment and build mitigation plan

Promotion

• 1. Design multi-channel marketing campaign
• 2. Build sponsorship prospectus and begin outreach
• 3. Launch registration with tiered pricing and early bird
• 4. Create event website and social media assets
• 5. Coordinate exhibitor bookings
• 6. Implement email sequences with milestone reminders

On the Day

• 1. Run minute-by-minute schedule from run-of-show
• 2. Coordinate AV, staging, signage, and technical rehearsals
• 3. Manage catering for all sessions and social events
• 4. Brief and deploy staff, volunteers, and security
• 5. Operate registration desk with QR check-in
• 6. Execute real-time problem solving protocol

After the Event

• 1. Conduct full ROI analysis (revenue vs expenditure)
• 2. Distribute attendee and speaker feedback surveys
• 3. Complete financial reconciliation with all vendors
• 4. Compile event report with attendance data and metrics
• 5. Facilitate organising committee debrief
• 6. Develop recommendations for next year

Templates

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