Event Planning Template for Product Promotion Conference

This event planning template is for a product promotion conference for Bags R Us in Adelaide. The target audience is potential customers of the company's products. The objective is to increase customer awareness about new bags and prices and to increase sales through reduced prices and mass selling. The template includes a budget, checklist, catering, advertising, security, and more.

EVENT PLANNING TEMPLATE
Name of event – what Product promotion conference for the bags R us
in Adelaide
Date of event August, 10th 2019
Time of event 9:00 am to 4:00 pm
Location of event Company premises in Adelaide
Event coordinator/contact person Mrs Catherine MacDonald
Target audience – who
Who is this promotion targeted at?
What does the audience need to know?
What will hold their interest?
The promotion targets potential customers of
company products.
Audience need to know new products, prices,
reduced prices for products-bags and the
personalization plan
New prizes, subsidised costs would hold their
interests
Message – what
What do you want to say to the target audience?
What do you want them to know/do?
Customers need to know that the company has
produced personalized bags at cheap prices and
delivery is doorstep
Objectives – why
Be clear about what you hope to achieve with this event.
To increase customer awareness about new
products and cheap prices
To increase sales through reduced prices and
mass selling
To advertise new products to customers
Description of event – what This is a one day event that is meant to increase
customer awareness about new bags and prices.
It is meant to have the company showcase the
different bag products
Risk assessment – what
Identify possible risks and develop strategies to minimise
risks.
Weather changes –use of enclosed area such as
company hall
Health problems –having emergency personnel
in place
Lack of food, water, accommodation-timely
arrangement
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?
Objectives involved increasing awareness of
company products-bags
Objectives were achieved
Everything went as per the budget
We expected many customers but they never
turned up as expected
Effectiveness is measured through time and cost
deliverables
Tools used include cost and time management
software
Checklist
 Who will be involved in the event
 Date/s of event determined
Chief guest- Ms. Susie Burton, Key customers
and Suppliers
Yes-10th /08/2019

 Location/venue for event booked
 Target audience determined
 Message determined
 Objectives set
 Risk assessment completed
 Evaluation criteria established
Yes- booking done
Loyal customers identified and invited
Yes
Yes
Yes
Yes

Early event planning template
Early event planning
Person
responsible Action
Date to be
completed
Budget
 Source identified
 Sponsorship
 Break even point established
 Have you accounted for the GST?
Accounts
manager
Identify
sources of
money and
remind
sponsors to
provide the
money
28/2/2019
Invitations
 Mailing list generated/updated
 Invitation composed
 Invitation checked
 Printer
 Calligrapher
 RSVPs (responsible person briefed)
 Invitation list compiled
 Names on list and titles/addresses checked for accuracy
 Special guests/speakers alerted to make time in diaries
 Invitations sent
Event
coordinator
Ensure that
invitations are
done to the
various
stakeholders
and confirm
their
attendance
5/3/2019
Catering
 Cost per head or upfront
 Upmarket or casual
 Beverages – orange juice, mineral water, tea and coffee
(instant or percolated)
 Food – fruit platters, bagels, danish, bagettes, sandwiches,
biscuits and cakes
 Hot or cold
 Self service or waiting staff
 Internal or external catering
 Power required
 Equipment required
 Tables, tablecloths, cups and saucers
 Plates, napkins, knives and forks (disposable/non-disposable)
 Can the theme of the event be followed through in catering?
 Special dietary requirements of guests
 Menu
Catering
department
and chef
Ensure that
enough
supplies are
obtained from
suppliers and
invoices given
to accounts
manager
30/7/209

Early event planning
Person
responsible Action
Date to be
completed
Advertising
 Press, radio TV
 Media release
Relations
department
manager
Communicate
with
advertising
media about
the event and
pay for airtime
4/4/2019
Signage
 Organise plaque if necessary
 Check plaque wording
 Other signage produced
CEO make approval
of the
necessary
signage
5/5/2019
Program/running sheet/speeches
 Program finalised
 Running sheet written
 Program/running sheet sent to speakers
 Speakers fully briefed
 Speeches written
 Let caterers know program - when to serve drinks/food
Public
relations
manger
Make the
necessary
communication
with invited
guests and
prepare them
in time
8/6/2019
Value added for guests
 Copy of publication, CD-ROM
 Gifts
 Programs
 Catalogues
 Special offers/discounts
 Competitions
 Prizes
Public
relations
department
manager
Prepare the
various items
and make
them ready for
their execution
23/7/1019
Security
 Security alerted
 Occupational health, welfare and safety concerns addressed
 Provision of first aid
Security
manager
Prepare to
mount enough
security
personnel
during event
12/7/2019
Audio/visual requirements
 PA system
 CD or tape player
 Lapel or handheld microphone
 Lighting
 Extra electrical requirements
 Lectern
Public address
systems (PAS)
technicians
Make
arrangements
on the site of
event by
mounting the
necessary PAS
8/8/2019
Staffing
 Extra required
 Staff to meet and greet guests
Public
relations
department
Inform the
staff needed to
welcome the
guests and
ensure they
are prepared
16/6/2019
Ambience
 Floral arrangements, pedestal – can the theme of the event
be followed in flowers?
Event
coordinator Ensure that the
site is pimped
9.8/2019

 Background music with flowers,
and music well
prepared

Early event planning
Person
responsible Action
Date to be
completed
Guest comfort
 Wheelchair access
 Toilet facilities
Public
relations
department
manager
Ensure clean
public areas
such as toilets
and other
areas of
access
18/7/ 2019
Hospitality
 Welcome signage at entrance
 Ushers briefed
 Cloak room
 Red carpet
Hospitality
department
manager
Avail the
necessary
items for
hospitality at
the site
28/7/2019
Housekeeping
 Cleaning before and after
 On standby during the event
Public
relations
department
Staff to ensure
that all areas
are clean and
pimpled
8/8/2019
On the day
 Time for set up by whom
 Time for dismantle by whom
 Dais, stage
 Tables, chairs layout
 Chair covers
 Floor plan
 VIP seating
 Book courier/transport
 Name tags
 Clear location directions
 Registration desk
Event
coordinator
Ensure the
site is well
prepared with
necessary
items availed
and arranged
well
8/8/2019
After the event
 Person responsible
 Debrief
 Comments on all aspects (negative and positive)
 Guest feedback
 Guidelines for improvement next time
 Evaluation against criteria
 Celebration
 Thankyou’s
Public
relations
department
Give an
overall
assessment of
the event
9/8/2019