The below outlines a typical event planning process, all you need to do is pick and choose which services you would like assistance with:
Step 1 - Event Briefing
To get the ball rolling we require as many details as possible on the objectives of your event, the agenda and the estimated budget.
Step 2 – Draft Budget & Venue Options
Draft budgets provided. General estimates of key budget line items proposed. Three+ venues costed based on availability
Step 3 - Site Inspection of Preferred Venue/s
Site Inspection agenda. Site Inspection conducted. Post site inspection report & recommendations
Step 4 - Venue Selected & Budget Refined (based on below options where applicable)
Prepare and manage payment schedule (ongoing)
Accommodation; Manage room blocks & attrition. Negotiate room rates & terms and conditions. Room drops (delegate gifts). Room upgrades. Rooming list & billing management.
Audio Visual & Production; AV requirements. Entertainment, guest speakers & talent management. Lighting. Photography & Video. Set design. Signage. Speaker rehearsals. Team building & activity days. VIP schedules.
Delegate Communication Strategy; Media & PR management. Save The Dates / Invitations (EDM (Electronic Direct Mail)) / Online or Manual Registration. Social media strategy e.g. Twitter & Facebook. Marcomms (Marketing Communication Teasers).
Exhibition; Exhibitor liaison. Floorplan allocation. IT requirements. Sponsorship sales kits. Stand design.
Graphic Design & Theming; Centrepieces & decorations. Event collateral (e.g. name tags & agendas). Event logos. Menus. PowerPoint templates. Signage.
Logistics; Airport Meet & Greet. Flights. Special requirements e.g. dietary / physical / extensions. Transfers (Coach & Limos). Travel insurance.
Registration Management; Delegate payment process e.g. credit card, cash, cheque, direct debit. Delegate Registration Kits - name tags / pocket guides , welcome letters, "ABC guides", merchandise. Onsite event registration & hospitality/information desk. Setup event website & online registration page (Or manual process). Visa letters.
Venue; Catering. Onsite agenda & room allocations. Partner program. Venue contract negotiation.
Step 5 "It's Show Time"
Adelaide Onsite will provide flawless execution and oversight to ensure your event runs like clockwork. All clients and suppliers will receive a comprehensive "Event Brief" and run-sheet to ensure your event will run without a hitch. We are the first onsite and the last to leave. No one has higher expectations than we do!
Step 6 - Produce Post-event Thank You and Evaluation EDM
This is often electronic with a teaser prize offered to encourage feedback from all attendees
Step 7 - Final Budget
Finalise all supplier payments. Reconcile final budget. Return surplus to client / hold in trust for next event
Step 8 - Post Event Debrief
Once the final budget has been reconciled, we like to conduct a post-event debrief to discuss feedback and make note of how to improve on your future events.