How to successfully plan a high-end summit event?

In recent years, salons, summits and other activities have become increasingly popular marketing activities for enterprises. So how to successfully plan an event with high quality, high attendance rate, and high attendance rate? Here are some experiences to share with you. If you think it is well written or helpful to you, please give it a like and encourage me. Okay, without further ado, let’s get down to the practical stuff. Before planning an event, consider three things. Determine the activity theme, determine the work items, and determine the activity staff. 1. Determine the theme of the activity. To determine the project theme, several questions need to be clarified. 1. Who initiated this event? BOSS? Marketing director? Product promotion department? 2. What is the purpose of the activity? Doing brand promotion? New product launch? Conference marketing? 3. What are the target groups? entrepreneur? Political celebrity? People in the literary and artistic circles? student? 4. What is the theme copy of the event? Once you know the purpose of this activity, it is not difficult to decide on the theme. As for how to come up with a high-end theme name, the next step is copywriting. What needs to be noted here is that if you want the event to be high-level, you must invite big names. Regardless of politics, business, culture or entertainment, big names bring their own traffic and influence, which naturally highlights the quality of the event. 2. Establish a project team. Things are done by people, and a project team must be established to determine who will do what. What specific tasks are assigned to each person in the project team, as well as the time points. So the question is, who needs to be involved in planning an event? 1. Generally speaking, there is a presidential sponsor first. Responsible for determining direction, arranging tasks, coordinating resources, process review, project follow-up, etc. with leaders, similar to the role of a project manager. 2. Secondly, copywriting planning is required. Responsible for the writing of all creative copywriting during the event, including various posters and slogans, promotional content, leadership speeches, host scripts, etc., as well as promotional copywriting in the early stages of the event and reporting copywriting after the event. 3. Furthermore, there must be a design. Responsible for the design of all promotional materials, including theme posters, guest posters, registration details pages, handbags, letters, work passes, arm patches, place cards, name tags, etc. 4. IT technology. If you want to make the event more advanced, you need to use the power of technology to make more interesting interactions or add color to the process. Then you need a technician to help you implement some interactive functions. 5. Material docking. An event requires a lot of materials, and it is best to have a dedicated person responsible for the production of materials. Including supplier selection, cost quotation, production follow-up, etc. The above is just the basic staff configuration, mainly responsible for early planning and execution. As for how many people are needed, it depends on the size of the activity and the project cycle. Some large-scale events with short cycles require at least 2-3 designers. However, a successful event, especially a large-scale event, cannot often be completed by a group alone. More often, it requires the cooperation of various departments or even the entire company. 3. Determine work tasks. Simply put, what does it take to plan an event? This is divided into three stages: the early stage of the event, the day of the event, and the end of the event. The main matters in the early stage of the event are: 1. In addition to the previously determined theme, do you need to determine the time of this event? What is the scale of the event? How many seats do I need to reserve for the venue? Where is the appropriate address arrangement? 2. Process design. How many links are there? Who hosts? Who opens the show? How many guest speakers will there be? What to talk about? How long will you talk? 3. What guests are needed? Are the guests local or out of town? If there are out-of-town guests, do we still need to arrange reception? Is the guest a public figure who needs to be alert to the media? 4. What materials need to be prepared? Do you need video production (if you want to make the event look high-end, it is recommended to put some videos or small special effects)? What to use as souvenirs? What specifications? What's the budget? 5. Event promotion matters? On which platforms will event news be promoted? How to register? How to attend the conference after registering? Is it free? 6. Media cooperation. Do media reporters need to be interviewed at the event? Media reception work. 7. Will there be a guest dinner after the event? Pick-up and drop-off matters for guests or visitors. 8. Supplier docking, equipment leasing, media, publicity, and photography. 9. Project team personnel arrangement, project review, and progress follow-up. What needs to be noted here is that the main vision set by the designer for the specifications and tone of the event is very important. All materials follow the main vision, which will directly affect the style and grade of the entire event. What needs to be done on the day of the event: 1. Arrive all materials at the site and build, place and install them on site. Pay attention to the guest table cards, name tags, etc. being placed in place.

2. On-site rehearsal: After testing the process, picture or video playback, PPT and audio, lighting and other equipment, the host and guests are in place. 3. On-site sign-in, registration, photography, reception, admission guidance, and souvenir distribution. Pay attention to directing important guests to their seats and not sitting in the wrong position. 4. Receive on-site media and reserve time and location for interviews before and after. 5. On-site control during the event, master the speaking time of the guests, and try not to have too many timeouts. 6. Pick up and drop off guests. 7. Dinner arrangements. Things to do after the event: 1. Project review. Review the process of the project, encourage what was done well, reflect on what was not considered well, improve in the future, and reward and punish personnel. 2. Later publicity and media releases. What has been done, how it has been done, and what results have been achieved must be widely publicized. 4. Things to note. The success of an event is largely reflected in the details. Here are some issues that need to be paid attention to during event planning and execution, hoping to help everyone make the event better. 1. The theme copy must be determined as early as possible. Once finalized, it cannot be changed. Many subsequent things will be carried out based on this theme. Once the theme changes, many subsequent things will have a chain reaction and change accordingly, which is time-consuming and labor-intensive. 2. Don’t design too many processes, and don’t take too long in each link, especially guest speeches, which should not exceed 15 minutes at most. If it is too long, no one will want to listen, which will affect the retention rate. Also, the order in which the guests appear is very important. Who speaks first and who speaks last will directly affect the attendance rate. 3. Guests must arrive in advance and have several more as alternatives to avoid temporary conflicts among some guests. If some guests have speeches, try to rehearse in advance, check the manuscript, and set the time. 4. In the Internet era, traffic is king. No matter what the purpose of the activity is, group building is a necessary action. With connections to people and unlimited access to resources, your busy schedule is not in vain. Therefore, you must remember to print the QR code in advance so that you can scan the code on site to join the group. 5. Pay attention to the weather forecast in advance and prepare plan B for rainy days. 6. Go to the venue in advance to view the scenery and plan the guide route. If some places are large or in places like universities, there may be several directions leading to the venue, so pay attention to the guide signs. 7. Be sure to prepare a few people who can drive to assist in picking up and dropping off guests. 8. Ensure on-site security to prevent people with ulterior motives from causing trouble on site. At the same time, we should improve media relations and strive for more positive reports. 9. The staff has had a hard day. No matter how busy you are, don’t forget to arrange three meals a day for the staff. 10. Clean up the venue after the event and leave a good impression on the venue provider. Finally, I would like to add some useful information to you. In order to make organizing events more convenient, I would like to share with you some very useful suppliers and tools. 1. Cloud photography (Vphotos). Vphotos will send photographers to the scene, and the photos of the event will be sent online in real time. You can see the photos of the event in real time through the WeChat link. 2. Activity steward. They can be contracted for all material production, venue construction, background boards, equipment supply, hosts, etc., which means that except for planning, other things can be left to them. Of course, they are expensive, so don’t go to them if you have a limited budget. 3. In addition to WeChat Moments, events can also be posted to event row and interactive bar platforms. 4. Multiple meetings, event registration system, scan the QR code to register, simple, convenient and fast. There is a fee, the price is not high, the annual fee is a few hundred yuan. 5. Shengshi Tiancheng. It is a video company that can produce corporate videos, TVC commercials, etc., not to mention special effects or short videos, the quality is very high. Okay, thank you to my friends who read this article carefully and carefully. If you have learned something, please like, collect, and forward it. If you have any questions, you can also leave me a message.