The employees present, the list of customers you wish to invite… This Checklist can be independent and be done in Excel or Google Sheets. Or be one of the deliverables of the “project document” which makes it possible to list all the key information. Centralize the minutes of the meetings… What I recommend is. A project document in Word, reserved for internal use. Which contains all the information on the project, with enrichment over time. This “project” document will then serve as a model for the other events (you will be able to see the different elements of a project folder at the end of this chapter).
An Excel file, with a canada email database of the steps with a retro-planning (in order to visually identify where we are). A participant’s booklet and, if necessary, an Exhibitor’s booklet, which are documents intended for wider distribution, bring together the essential information for participating in the event. In this first phase of your checklist, also remember to define precisely who you want to attract, why you are doing this event, why people should go and the offers you want to push. From there, the other decisions will be made more easily: the size of the event (stand, location, participants, etc.),
The Content of the Event, Budgets
The location, etc For example, if you want to do a morning on a given theme, and you have in your files 10 customers and 20 prospects on this theme, do not plan to gather more than 10 people… If, on the contrary, you have a file of 5,000 people, including 200 customers, plus an advertising budget to expand your audience, in this case you can hope to have 100 people present. To anticipate the number of participants in an event you are organizing, you must take into account various factors
The time before the event . It is necessary to send at least 1 month before the invitation, in order to be sure that the agendas of your customers and prospects are free. If you don’t have the exact content yet, send a “Save the date” already to notify guests with the event title and date. The content of the event. You need a subject that makes you want to come, that will bring value. The revival and the pressure on the registered. This means a telephone contact to validate the registration (ex: thank you for your invitation…).
Reminders Week Before Reminder of the Speakers & Logistics
the day before or the same day by SMS…) and teasers (ex: mini videos of the speakers, visuals of the places…). The “no show” rate (Absenteeism rate), which varies according to the type of customer, the region, etc. Taking a structured approach will also allow you to stay focused on the goals to be achieved (and not completed to be completed). In this way, you minimize the risks of leaving the planned framework or going on the wrong track. 2°) The exhibitor’s and participant’s booklets, the event Bibles for your partners How to organize a fair or an event?
When you organize a large event a Tour de France, an event with several partners, etc. And you involve sponsors, partners, etc. You must quickly send them technical information (eg: space, places, etc.). logistics (e.g. set-up date, end date, etc. On the event. You will include all of this information in the Exhibitor’s Booklet. Which will allow you to limit exchanges of emails, calls, last minute surprises. But also to contractualize what you offer and what you do not offer in your service. Make a detailed list, especially the logistics: the type of stands available (from a simple table with a tablecloth to a real stand)
