EVNT_1010_Lesson_5_presentation_audio

Lesson 5: Scheduling & Marketing : 

Lesson 5: Scheduling & Marketing EVNT 1010 Salt Lake Community College

Overview : 

Overview Creating Goals and Objectives Selecting an event or meeting site Setting an event-meeting planning timeline Setting an event-meeting schedule Marketing Basic components of a marketing plan Advertisements

Creating Event Goals & Objectives : 

Creating Event Goals & Objectives Creation Client Stakeholders Event/Meeting Planner Goals Are over-reaching results or achievements that the event or meeting would like to accomplish. SMART method Specific, Measurable, Attainable, Realistic, Timely Example: The holiday party will allow employees to meet and mingle with employees from various divisions to support idea and information sharing during pre-dinner and dinner service time. Objectives Objectives are essentially how you are going to reach the goals. “Doing” or action part of planning Begin objectives with verbs Example: Arrange employee seating by seating only one employee per division at each table

Site Selection : 

Site Selection Basic criteria to consider when selecting a site Type of space Availability Cost Size Capacity Space layout Contractual Obligations (using specific vendors, cleaning, insurance, etc) Location Access (roads, doors, stairs, etc) Transportation and Parking Accessibility – Disability friendliness Impact of weather and back-ups for issues On-site services (catering, chairs, tables, valet, EMS, etc) Close to site services Marketing Advantages Exclusivity Attendee perception Appearance Experience Staff Legal Implications Amenities

Site Selection : 

Site Selection Basic types of sites Hotels Ballrooms Meeting rooms Hotel rooms Break-out rooms Verandas Courtyards Halls Event Halls Clubs and Organizations Community Centers Expo and Convention Centers Stadiums and Areas Theaters, Auditoriums, and Amphitheaters Parks, Gardens, Historical sites Rental spaces Homes Universities Businesses Malls Movie theaters Private Homes

Planning Timelines : 

Planning Timelines Basic components Planning Start Event or meeting date Evaluation date (after event or meeting) Milestones Tasks Sign-offs Meetings Vendor scheduling (contracts, payments, delivery of goods/services, meetings, and walk-throughs) Communications

Planning Timelines : 

Planning Timelines Things to consider when developing a timeline Who is using the timeline? Who is maintaining the timeline? How and when can and will the timeline be adjusted? Are some “due dates” negotiable, which are not? Who is responsible for completing tasks, attending meetings, etc? How will you record data regarding progress? How will you communicate progress and stalls? Have you built in downtime and emergency time? How does timing effect your budget? Are tasks and milestones arranged so that “dependant” events are completed prior to being required by the down-line activity that depends on it? Do you have a built in checks and balance system?

Schedules : 

Schedules Event – Meeting Outline Creates Activities and sections of time Clarifies needs Allows event to be broken up into pieces that can be planned individually This becomes the foundation for your schedule and your overall planning activities

Schedules : 

Schedules Content The information and experience you are delivering Can be: Educational Social Information sharing or exchange Entertainment Always align the content to the goals and objectives of the meeting or event! If the content doesn’t line up with a goal or objective decide if it is necessary or not before confirming it as part of the program.

Event/Meeting Schedules : 

Event/Meeting Schedules Build in downtime! Mistakes/Mishaps Emergencies Organization People do not always do what you want them to when and how you want Schedule breaks for attendees Inform speakers, conductors, and others scheduled to perform duties at the meeting/event of schedules and timelines – make sure they know if they are allowed to come up short or go over the time and by how much time Write out every activity – set up, walk through, clean up, etc Balance time between various types of activities

Event/Meeting Schedules : 

Event/Meeting Schedules Schedules or agendas include: Time Location Duration People involved Dress code if applicable Name of event Short description of event **Pertinent details Planner’s schedule includes contacts for the activity Attendee’s schedule might include things like when and where to check in or what to bring

Considerations Web Events and Meetings : 

Considerations Web Events and Meetings Online meetings and events Streaming live Asynchronous (recorded, log in when it is convenient) Can include Video Audio Chat Document sharing Multiple presenters Archiving Components Internet connection Phone or VOIP (Voice over IP) with Microphone Webcam Computer Speakers or headphones Popular Software Solutions Adobe Connect Microsoft Live Meeting Wimba GoToMeeting Fuze Meeting Dimdim WebEx NEFSIS Megameeting GoToWebinar iVisit

Marketing : 

Marketing Basic components of a marketing plan The 4 Ps Product What are you offering? Usually an experience or opportunity. Price Consider target market and budgets Costs of similar events Affordability Exclusivity Number of attendees needed at each price point to break even Discounts (group, memberships, etc) Place Does not refer to the event location Refers to who you invite – how exclusive or inclusive your event/meting is Promotion Budget Strategy (push, pull, or other) Advertising Promotions Public relations Sales and sales force

Marketing : 

Marketing Promotions Begin by collecting the following information Define your goals and objectives Define your budget Who should attend Benefits of attendance Times, dates, locations, and event/meeting outline (basic)

Marketing : 

Marketing Communications Advertisements (flyers, cards, invitations, brochures, etc) Email Mailing list (Membership lists, local residents, voters, etc) Media Networking Partnerships Press release Radio Internet Word of mouth Grass roots

Marketing : 

Marketing Internet Email lists Websites Banners Pop ups Links Software to generate invitations and save the dates Registration and promotional websites Provides 24/7, 365 access to your event The internet is “always” working for you Use software like “Google Analytics” to track activity on your site

Marketing : 

Marketing Advertisements Publications Journals Trade publications National Regional Local Newsletters Other print or online sources Do the research FIRST to identify your audience and how best to reach them THEN advertise the way that at least appears to work best for your target audience.

Media : 

Media Television Radio Newspapers Online media (newspapers) Publications Work the public relations angle – the more interesting or exciting you make the announcement the more likely it is to get “free press”

Timing : 

Timing Watch out for conflicts Holidays Other events Peak travel seasons Busy industry times (like you wouldn’t hold a meeting for department stores during fashion week or a dental expo during the American Dental Convention) Make announcements as early as makes sense Years Months Days