Planning a business/corporate event? From Wrap-parties to business openings follow these weekly steps to plan and promote your special event.
16 Weeks Before Event
- Who is going to be the Event Planner? Appoint someone or do-it-yourself.
- Set the date, time, and venue of the event
- Establish a budget and identify any potential partners or sponsors of the event
15 Weeks Before Event
- Prepare an invitation list. Customers, prospects, other businesses in community. Consider people from local colleges and universities, local media, city/town economic development, vendors/suppliers.
- Make a proforma budget and detail the promotional efforts. Develop plan for your website, email campaign, and social media marketing.
12 Weeks Before Event
- Contact any partners/sponsors of event. Determine who will do what and their commitment to the event. Follow-up with emails or phone re-iterating the details of the event and what each players role will be.
- If needed, contact caterer and decide on food and beverage to be served at the event.
8 Weeks Before Event
- Start promoting the event. Place listings in local media. Prepare ads for social media and broadcast TV and radio. Request a free ad as community service.
- Create invitation. Use Canva.com to design your own invitation and put on RVSP that is due, at least, one week in advance of the event. Follow-up with calls to non-responders that you want at the event.
- If required, this is the time to order event display and handout materials.
6 Weeks Before Event
- Add the event to your website
- Plan any A/V equipment needs. Mics, podium, projectors, etc. that may be required
- Contact any outside presenters, entertainment providers, etc.
5 Weeks Before Event
- If required, have selected door prizes or other ‘goodies’ and ‘swag’ bags items ordered.
- Email invitations to website subscribers.
- Have partners/sponsors promote event to their customers and prospects
3 Weeks Before Event
- Send out news releases to local media and all interested parities. Start social media and email campaign
- Distribute event information to blog subscribers
2 Weeks Before Event
- Contact media to generate biz about event
- Post flyers and publicize event in community
- Send out emails to mailing list
1 Week Before Event
- Send out ‘last call’ emails to mail list and all blog subscribers
- Contact caterer if having food/drink and provide number of attendees anticipated
- Visit the venue and speak with representative about layout of room/space. Check on electrical outlets, lighting, coat checks, restrooms, etc.
- Meet with A/V person to go over sound and video. Ensure there will be coverage for the duration of the event.
- Assign a greeter for the event, if required
- Prepare name tags and, if required, named place-settings for all guests
- Ensure supplies are ready. Brochures, business cards, door prizes, etc.
Day of Event
- Arrive at least one hour before event is to start. Walk-thru venue and note any issues and resolve.
- Position greeter to welcome guests as they arrive
- Provide name tags/badges as guests enter and encourage net-working
After The Event
- Contact each guest and thank them for attending
- Send out media releases and post to blog regarding highlights and outcome of event
- In thank you email, ask non-members to subscribe to your membership service. Talk about your service.
Event planning can be fun or it can be very stressful. Planning ahead and having a schedule and budget makes the entire process glitch-free and marketing successful.