This phase is all about building excitement and gathering crucial information to ensure a smooth event.
Social Media & Video: Create a compelling "Save the Date" video to share on social media platforms.
Email Blast: Send out a targeted email blast to your audience, linking to the video and an RSVP page.
In-house Promotion: Use your in-house TV loop to display the video, reaching employees and on-site visitors.
RSVPs: Implement a system to collect RSVPs to get an approximate number of attendees. This is vital for all other logistical decisions.
Radio Spots: Book radio spots to run for the full duration of the event, creating a buzz and attracting local listeners.
These guidelines will help you manage the event from start to finish, ensuring a positive experience for all attendees.
Logistics:
Date, Time & Duration: Select a suitable date and time, and determine the overall duration of the event.
Venue & Layout: Choose an appropriate venue and create a floor plan that includes designated areas.
Seating: Set up a specific seating area for people who want to relax and eat.
Security: Provide detailed instructions to security for proper parking and crowd management.
Weather: Have a backup plan for weather emergencies.
Food and Beverage:
Menu: Publish menu options to attendees before the event date.
Catering: Cater for a slightly smaller number of people than your RSVP count but order more food to ensure there is plenty to go around.
Servers: Hire more servers to ensure fast and efficient service.
Ambiance and Engagement:
Decorations: Use a larger quantity of decorations to enhance the event's atmosphere.
Entertainment: Book a band and DJ for the full duration of the event.
Prizes: Offer more prizes to increase attendee engagement.
MC: Ensure the MC is easily identifiable with clear markings (e.g., a special lanyard or jacket).
Media: Arrange for videos and photos to be taken of customers and the event itself.
Registration: Decide if a registration table is necessary for check-in and greeting guests.
The work continues after the event ends to maintain momentum and build goodwill.
Social Media:
Thank You Post: Create a thank you/appreciation post on all social media channels.
Highlight Reel: Make a separate video or post titled "Things you may have missed" with event highlights.
Email: Send a "thank you" email to all attendees.
Internal Review: Schedule an event debrief with your team to discuss what worked well and what could be improved for next time.