Event Planning Template for Product Promotion Conference

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