Event planning template - IEEE
[Event planning template]
| |
|Event concept and committee formation |
|Name of event | |
|Date of event | |
|Time of event | |
|Location of event | |
|Event coordinator/contact person | |
|Target audience – who | |
|Which group(s) is the event targeted attendee? | |
|What does the audience need/want to know? | |
|What will hold their interest? | |
|Message – what | |
|What do you want to say to the target audience? | |
|What do you want them to know/do? | |
|Objectives – why | |
|Be clear about what you hope to achieve with this event – | |
|actionable & measurable | |
|Description of event – what | |
|Risk assessment – what | |
|Identify possible risks and develop strategies to minimise risks | |
|Evaluation criteria established | |
|What were our aims/objectives? | |
|Did we achieve what we set out to do? | |
|Did it come in on budget? | |
|What were the intended/unintended outcomes? | |
|How do we measure effectiveness? | |
|What tools do we use to measure our success? | |
|Checklist | |
|ο Who will be involved in organizing the event | |
|ο Date/s of event determined | |
|ο Location/venue for event booked | |
|ο Target audience determined | |
|ο Message determined | |
|ο Objectives set | |
|ο Risk assessment completed | |
|ο Evaluation criteria established | |
|Early event planning [12 – 6 months prior] |Person responsible |Action |Date to be |
| | | |completed |
|Develop proposed program | | | |
|ο Topics | | | |
|ο Format | | | |
|ο Potential leaders / speakersο | | | |
|Budget | | | |
|ο Funding sources identified | | | |
|ο Sponsorship | | | |
|ο Estimate registration level | | | |
|ο IEEE/Non-IEEE Break-even point established | | | |
|ο Establish registration fees – IEEE/Non-IEEE | | | |
|ο Create budget projections | | | |
|MCE Conference Business Operations can provide guidance, information, services | | | |
|and support for these steps | | | |
|Overall event approvals – | | | |
|IEEE Unit approval | | | |
|ο Sponsors | | | |
|ο Budget | | | |
|ο Patrons/Exhibitors | | | |
|IEEE review / approval | | | |
|ο Contracts | | | |
|ο Budget | | | |
|Venue Selection | | | |
|ο Create event specification and facility needs | | | |
|ο Venue identification / negotiation | | | |
|ο Contract development / review / approval | | | |
|ο IEEE review and approvals | | | |
|MCE Event Management Services can provide guidance, services and support for | | | |
|these steps | | | |
|Registration Management | | | |
|ο Determine tool or method | | | |
|ο Payment acceptance | | | |
|MCE Event Management Services can provide guidance, services and support for | | | |
|these steps | | | |
|Exhibitor and Patron Plans | | | |
|ο Define goals | | | |
|ο Develop benefit packages and price | | | |
|ο Target list | | | |
|ο Marketing program | | | |
|ο Space and equipment needs specified with venue | | | |
|MCE Event Management Services can provide guidance, services and support for | | | |
|these steps | | | |
|Program Planning [9 months – 2 months prior] | | | |
|Speakers | | | |
|ο Identify several speaker candidates | | | |
|ο Invitations | | | |
|ο Confirm dates | | | |
|Program/running sheet/speeches | | | |
|ο Program finalised | | | |
|ο Running sheet written | | | |
|ο Program/running sheet sent to speakers | | | |
|ο Speakers fully briefed | | | |
|ο Opening, Closing and Housekeeping comments prepared | | | |
|ο Let caterers know program - when to serve drinks/food | | | |
|Marketing program [9 months – 1 month] | | | |
|Advertising/Promotion | | | |
|ο Website developed | | | |
|ο eMarketing, Flyer, Social Media plans developed | | | |
|ο Media release –Contact the Office of Communications | | | |
|MCE Event Management Services can provide guidance, services and support for | | | |
|these steps | | | |
|Targeted attendee list | | | |
|ο Past attendee/ prospect list generated/updated | | | |
|ο Invitation composed | | | |
|ο Invitation checked | | | |
|ο Invitations sent | | | |
|MCE Event Management Services can provide guidance, services and support for | | | |
|these steps | | | |
|Signage/Printed Materials | | | |
|ο Organize as necessary | | | |
|ο Verify brand consistency and compliance | | | |
|Value added for guests | | | |
|ο Copy of publication, CD-ROM | | | |
|ο Gifts | | | |
|ο Programs | | | |
|ο Catalogues | | | |
|ο Special offers/discounts | | | |
|ο Competitions | | | |
|ο Prizes | | | |
|Event management [6 months – 1 month prior] |Person responsible |Action |Date to be completed |
|Space planning | | | |
|ο Registration needs | | | |
|ο Program needs | | | |
|ο Furniture/other needs | | | |
|Food and beverage (F&B) | | | |
|ο Determine F&B needs | | | |
|ο Service style | | | |
|ο Menu choices | | | |
|ο Special dietary requirements of guests | | | |
|MCE Event Management Services can provide guidance, services and support for | | | |
|these steps | | | |
|Audio/visual requirements | | | |
|ο PA system | | | |
|ο video | | | |
|ο Lapel or handheld microphone | | | |
|ο Lighting | | | |
|ο Extra electrical requirements | | | |
|ο Lectern | | | |
|Security | | | |
|ο Event Disaster Plan created | | | |
|ο Security alerted | | | |
|ο Occupational health, welfare and safety concerns addressed | | | |
|ο Provision of first aid | | | |
|Speakers | | | |
|ο Re-confirm dates | | | |
|ο Confirm travel needs and dates | | | |
|ο Audio-visual needs/preferences | | | |
|ο Brief / Rehearsals | | | |
|ο Bio/Introductory remarks | | | |
|Onsite management [6 months – 1 month prior] |Person responsible |Action |Date to be completed |
|Registration Management | | | |
|ο Onsite plan/staffing | | | |
|ο Badges/lanyards | | | |
|MCE Event Management Services can provide guidance, services and support for | | | |
|these steps | | | |
|Staffing | | | |
|ο Extra required | | | |
|ο Volunteers to meet and greet guests | | | |
|ο Volunteer training materials and plans | | | |
|Ambience | | | |
|ο Intro presentation, static slides, housekeeping slides | | | |
|ο Background music | | | |
|Program/running sheet/speeches | | | |
|ο Program finalised | | | |
|ο Running sheet written | | | |
|ο Program/running sheet sent to speakers | | | |
|ο Speakers fully briefed | | | |
|ο Opening, Closing and Housekeeping comments prepared | | | |
|ο Let caterers know program - when to serve drinks/food | | | |
|Guest comfort | | | |
|ο Wheelchair access | | | |
|ο Toilet facilities | | | |
|Hospitality | | | |
|ο Welcome signage at entrance | | | |
|ο Ushers briefed | | | |
|ο Cloak room | | | |
|ο Red carpet | | | |
|Housekeeping | | | |
|ο Cleaning before and after | | | |
|ο On standby during the event | | | |
| | | | |
|Day of event planning |Person responsible |Action |Date to be completed |
|On the day | | | |
|ο Time for set up by whom | | | |
|ο Time for dismantle by whom | | | |
|ο Dais, stage | | | |
|ο Tables, chairs layout | | | |
|ο Chair covers | | | |
|ο Floor plan | | | |
|ο VIP seating | | | |
|ο Book courier/transport | | | |
|ο Name tags | | | |
|ο Clear location directions | | | |
|ο Registration desk | | | |
|ο Speaker Gifts | | | |
|ο Exhibitor and Patron management | | | |
|Post event planning [ 1-7 days after event] |Person responsible |Action |Date to be completed |
|After the event | | | |
|ο Debrief | | | |
|ο Comments on all aspects (negative and positive) | | | |
|ο Guest / Speaker / Volunteer feedback | | | |
|ο Guidelines for improvement next time | | | |
|ο Evaluation against criteria | | | |
|ο Celebration | | | |
|ο Gratuities | | | |
|ο Thank You’s – Exhibitors/Patrons, Volunteers, speakers and committee | | | |
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