360 Event Factory | 360DigitalHeroes
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EVENT FACTORY

Introduction

DEAR EVENT MANAGER,

"Organizing an event is not difficult but many companies fail to identify the critical factors"

This document was created to:

- Reduce your risks

- Save time & money

- Guarantee a great experience which people will enjoy and remember

 

 

The 360Crossmedia team 

 

Top 3 Risks

Not enough guests​registered

Not enough guests present

Not enough guests happy

 

Tools

All events are managed with 3 tools, to be set up from the 1st day and to be filled in progressively

Inventory

  • To be reused from event to event 

Task List Pre-event & Task List Event

  • Task list pre-event: Who does what and when

  • Task list event: Who does what at what time

Registration List/Mailing List

  • Indicate who said no as you go along

 

Concept

Basics

  • Atypical or renowned place

    • A good date

    • Good timing 

Advanced

  • Top quality decoration and service

  • An extraordinary catering service

  • Great entertainment and a great reward

Next level: FIND A STRONG IDEA 

  • A strong idea allows the event to be easily identified and this motivates guests to take the time to come.

      (Examples: Les vendanges, Lexus HIO, Conference SGGCrossroads) ​

 

Guests

Create the list from the beginning

  • Adding names after sending the invitations generates huge waste of time

Target properly depending on the topic

Make sure to invite enough people

  • Certain events need to invite 500 people in order to get 100 people signed up and 70 people present

 

Save the date/Invitation

Communication Grid

Here are the communication channels we propose.

They will be chosen freely by the teams. Once put in place, it will allow to quickly and precisely publish a newly prepared content.

Organization of Events Channels

Here are the event channels that we propose.

They will be chosen freely by the teams. Once put in place, it will allow to quickly and precisely publish a newly prepared content.

Planning Production

Planning Timetable

240 days

6 weeks before the event

At the beginning of the year (or at the latest 8 weeks before the event)

180 days

120 days

90 days

10 days

The day before

D-DAY

At least 4 weeks before

3 weeks before the event

7-10 days before

For more detailed information, feel free to check here.

 
 

Planning Production List

Here are the event channels that we propose. They will be chosen freely by the teams. Once out in place, it will allow to quickly and precisely publish a newly prepared content.

Retro Planning

Option: Save the date / campaign monitor / 5-6 weeks before the event

Detailed invitation / Campaign monitor / Minimum 4 weeks before

Re-launch / Mail merge / 3 weeks before

Last call / Mail merge / only a few places left / 7-10 days before

The day before / Mail merge / reminder (appointment tomorrow) / day before

 
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