Introduction

Introduction phase 5 - Launch Phase

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This is a brief introduction to Phase 5 of the Event Launch Guidelines – Launch Phase. These guidelines will take approximately 5 weeks to cover. Here are some of the topics that will be covered.

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Step by Step campaign

This will be a step by step guide for your final launch. We will share ways in which you can seed launch small events or create pre-launch hype. We will also prepare a day by day launch plan for you to follow and prepare for.

Final Countdown

Here we’ll discuss how to finalize all last-minute details and confirmations. You can hold training sessions, rehearsals and final walk-throughs to ensure everyone is prepared and ready to go. You can make follow-up calls to make sure things are under control and on-time. We will also recommend ways of managing contingencies and emergencies by keeping resources on-hand.

Event Day

Finally, we will guide you through all of the different things to look into on the final day of the event to make sure everything is in place. This will involve reconfirmations, rehearsals and going over the final details with the vendors and staff.

We will begin these Event Launch Guidelines from coming Monday onwards. We are excited about being able to share this information with you and would love for you to take part in discussions and share your experiences with us as well throughout this journey.

Introduction Phase 4 - Final Launch Preparation

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This is a brief introduction to Phase 4 of the Event Launch Guidelines – The Event Launch & Preparation. These guidelines will take approximately 4 to 5 weeks to cover. Here are some of the topics that will be covered.

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Human Resource Management

This includes assigning work to managers, helpers, volunteers and online task management tools. The work can be anything from poster locations, letter requirements for soliciting donors and corporations, listing sponsors, announcements, promotions, menus, permits, merchandise or awards to be ordered, welcome packs (contents), vendor lists, confirmations, equipment deliveries, rentals, etc.

We will discuss how you can manage your due dates, schedules, alerts and deadlines using your online task management tool.

Planning Event Launch

This will include various aspects of launch planning from branding to establishing overall strategy framework for before, during and after launch. You will also learn how to build VIP customer lists, identify market objections and prepare mental triggers.

Compiling email lists of leads

We’ll talk about how to build lists and create buzz to warm your list for the event. You can also leverage your existing lists or reach out to more leads via use of online tools. We will also discuss how to engage invitee’s into ongoing social networking style conversations throughout the launch phase, how by asking customers to complete surveys you are inviting them to buy into the experience you are creating. We will go into detail on how to engage the use of these social media to attract more and more people into your conversations with existing customers. We will convince you that social media is the only way to build strong relationships with your leads lists and how to convert this list into a great customer community.

Lastly, we will explore ways of finding and attracting resellers and JV partners for promoting your event.

Introduction phase 3 - Event Promotion

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This is a brief introduction to Phase 3 of the Event Launch Guidelines – Event Promotion. These guidelines will take approximately 8 weeks to cover . Here are some of the topics that will be covered.

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Locking down your social media and marketing strategy

In these posts we will talk about ways of marketing your event by establishing a web presence, creating blogs, article marketing, launching content sharing sites, scheduling podcast interviews and calendar listings. We will also discuss how to develop your video marketing, social media and mobile computing strategies and making your PR schedules.

Building your event Web presence and Social networking platform

This will include detailed posts on how to use different internet marketing tools. We will also show you how to publish your events listed promoter and event pages, load your auto-responder email series to build hype, design e-invitations and automatic ticketing, load merchandising, transportation schedules etc. The idea is to build hype within the targeted audience and at the same time monetize on your pre-launch event pages. We will also demonstrate how you can use EventsListed as your social networking platform.

Driving traffic

We understand that just making event pages are not enough unless they are marketed well. All of this helps in building excitement and hype around the event and results in an increase in sales, branding and reputation. Because of this reason, we have also added a section to discuss ways in which you can attract your targeted customers to your site.

These tactics include JV partners, PPC advertising, Social networking, Ubersyndication, Videos, Image, Video & Photo marketing, Social bookmarking strategies & article marketing in content Sharing sites.

Introduction to Phase 2 - Event Baseline Preparations

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This is a brief introduction to Phase 2 of the Event Launch Guidelines – Baseline Preparations. These guidelines will take approximately 4.5 weeks to cover. Here are some of the topics that will be covered.

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Feedback:

After learning how to list the event’s selling propositions and ticket prices, we will show steps on how to establish and conduct a survey of a sample of your targeted audience and resellers. These surveys will help you gauge the interests of the markets so that you can adjust your plans accordingly.

Raising Capital:

We’ll learn how to calculate required working capital by using different variables. Based on the raised capital we will show you how to build incentives and payment structures for appointing a chairperson and event manager (if required).

Since this part has legal implications, we will also discuss how to prepare proposals with agreement terms, market research, marketing plans and financial forecasts. Based on this, you will then be able to approach your potential investors.

Confirmation:

This is more about tying up your baseline plans together to make sure everything is set for the next stage. These will include confirming funding, tickets, invitations, posters, date, venue, permits, licenses, entertainment, catering, trust accounts, photographers, Audio/Video people, backup plans, guest lists, etc.

With all of this achieved, you will be able to treat yourself with something nice before moving on the next phase of planning your event.

Introduction Phase 1 - Event Feasability Analysis Stage

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This is a brief introduction to Phase 1 of the Event Launch Guidelines – Feasibility Analysis Stage. These guidelines will take approximately 8 weeks to cover. Here are some of the topics that will be covered.

Event Conceptualization

These posts will guide you through the initial set of problems business owners and planners typically face when they are conceptualizing events. From deciding your event’s purpose and selecting the market, all the way to short-listing dates and building themes. We will also walk you through different ways of conceptualizing your launch strategy and forming action-items and tactics based on that.

Additionally, we will also talk about important considerations like establishing a legal structure early on in the planning stages of the event.

Researching viability of Event

We will also have posts on how to do preliminary research to ensure the viability of the entire event project. This research will include calculating costs of potential venues, management, entertainment and advertising.

We will first guide you on how to list your market segments and find out about other competitive events targeting the same demographics and region – this will place us in a better position while planning the promotion and launch strategies in the later stages. We will also talk about how to plan sponsorship and reseller packages.

We will also share different online strategies and social media tools such as;
- Wikis for joint collaboration

- Linkedin for finding relevant business contacts

- Establishing keywords to get to the market

- Establishing PPC ads

- Setting news feeds for alerts of anything that can affect the event

Event Costing

Costing is one of the most important elements of planning an event and should never be overlooked. We will discuss how to calculate different expenses such as management fees, R&D, Catering, Lights, Entertainment, Decorations, Printing, Advertising and other major items. We will also create budgets for website development and social networking. We will also show how to create your initial draft budget which will include all major expenses and any items that require underwriting.

Having these costs prepared makes it easier to allocate quotas for free tickets and promotional items – you will also learn how to establish the costs of the tickets based on your break-even costs and required margins.

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