Corporate Event arrangement By: Mithun Banerejee Director/Founder Eclipse Technoconsulting Global (P) Ltd

Requirements

• Agenda• Program Manager• Marketing Executive• IT team for marketing tools and support• Trusted vendors for collaterals• Expert Speakers• Funds• Event Registration/ Desk Manpower• Arranging Sponsors

Rudyard Kipling's poem:I Keep Six Honest Serving Men "I keep six honest serving-men

(They taught me all I knew);Their names are

What and Why and When And How and Where and Who“

Decide upon What service is to be promoted analysing the need Why this particular service and When would be the right time to hit the market . To reach out to the target audience How should be known considering Where would you find them by adopting the right strategy and Who will be the right person or the influencer or the decision maker who can help you achieve your target.

Overview

Response Management

Arrangement of Event logistics

Onsite Event management

Integrated Approach

Response Management

Final Database to drive attendance

Send Emails

Follow up- Phone calls

RemindersFinal confirmation by phone

Final list of delegates

Response Management- Outreach

Event Microsite

Registration

Mail Campaigns

Multiplier Organisations (Chambers

and Associations

)

Online Marketing

Social Media

Event Logistics

• Venue• Food and Beverage Arrangement• Stage- Design, fabrication and set up• Brandingo Stage Backdropo Plasma displayso Bannerso Podiumo Registration Desk• Audio and Visual arrangements• Preparation of Delegate Kits and Badges

Sample Venue Setup

Onsite Management

• Registration desk management• Distribution of delegate kits & badges• Coordination with Hotel and Vendors• Event Photography• Interaction with delegates/ exchange business cards

Event Management is the process by which an event is

PlannedPrepared Produced

Process Followed: Plan• Research and analyze the need and scope of the service and business growth

opportunity in the region.• Independent: Organized by ETS wholly.• Joint: Organized by ETS jointly with any organization. • Type of event: Seminar, Conference and Delegate meet.• Decide which type of organizations are to be invited

Follow ups for confirmation:

Prepare

• Data from different sources for inviting participants:o External database- Directories, CD’soData of clients from SFDCoData of any event conducted in pastoData from ETS executives of existing or new clients, future prospectsoData provided by the organization conducting the event jointly• Sending e-invite: On final list of filtered data• In case of joint event invites can be sent by both ETS and the joint organization

on individually owned database.• Spreading Awareness:• Web presence• Information on social networking accounts of ETS (Facebook,Twitter)• Google add words• Brochures/Leaflets with the invite

Follow ups for confirmations:

• Tele-calling, event queries and receiving payments for paid event.• Meet target number of participants with confirmations. • Making final list of registrations and tentative participants and guests.• Get copy of speakers presentation

Produce

• Post Event Activity

• Send note of thanks for participation through mail, hard copies• Share presentations of speakers on demand, add details of a point of contact

for any query• Compile data of Questionnaires• Add the attendee list of the event on SFDC• Put them on circulation of E-mailers of the products of their interest• Sales team to follow up with leads

THANK YOU