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Event organising basics

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					Organising Events
    Communication Training for
   CENTRAL EUROPE Programme
     15-16 June 2010, Gdansk
Event strategy-three
pillars
Who do we    What do we   What’s the most
 want to      want to      effective way to
  invite      achieve     communicate our
                              message?



 Audience     Objective     Type of event




Venue, content, speakers, timing, branding
What kind of event?
•   Project partner   •   Conferences
    meetings          •   Panel discussions
•   Briefings         •   Study visits
•   Seminars          •   Field trips
•   Workshops
    Plan in advance
•   Get in your diary early
•   Use intelligent timing
Budget

         How much to spend?
    Messages
•   Theme
•   Audiences
•   Objectives
•   What to achieve?
Programme
•   Establish programme for event
•   To get buy-in, good to create an
    “Advisory Board” if it is a large
    event such as a project kick-off
    or mid-term event
Workshop I
•    Plan your project event. Identify the
     following:
1.   What are your event objectives?
2.   Which audiences do you want to attend
     your event? What do they care about?
3.   What kind of event will you organise?
     •   eg. seminar, workshop, conference, etc.
    Speakers
•   Politicians, MEPs, Commission, regional politicians,
    who else?
    •   Invitations
    •   Protocols
    •   Promote
    •   Peripheral activities
    •   Follow-up
Speakers
    Delegates
•   Save the date


                             E-mail
                    Invite   Call
                             Post


•   Follow-up
•   Putting together lists
    Content
•   Brief speakers of expectations
•   PowerPoint template
•   Set realistic deadlines (enough in advance)
Event promotion
•   Create awareness
•   Exploit all opportunities
•   Before, during and after
Event promotion

 Networking         Posters

         Mailings
                     Websites
 Web-links
                    Inserts
         Emails
Conference material
Conference material

                 Printed       Electronic
   Maps        speeches or    rather than
              presentations     printed




  Brochures   Bags/folders     Branding
Display stands
Photography
Photography
Photography
Photography
Workshop II
•   Who would you invite to speak
    at your event?
•   How would you promote your
    event to your stakeholders?
•   What kind of conference material
    will you need?
Logistics


Name badges        Delegate list             Programme             Handouts




       Copies of PPTs               Photos                Flash drive




                        Facility map / where to find things
Staffing
  Moderator                 Technology person




              Registration staff
Staffing
         VIPs                Usher/hostess




   Someone to show people how to find
     other off-site activities, e.g. bus
During the conference
 Microphones       Translation       Speakers




Breaks/coffee/                     Venue problems
    cocktails




 Photography                         Delegates

                 Troubleshooting
Event technicalities
•   Use a checklist
•   Give everyone a role
•   Appoint overall manager
    After the conference
•   Follow-up
•   Report
•   Invite to next event
Case study
             High Speed Train
             (HST) Mid-Term
             Event
Case study
Case study
Case study
Case study
Press
  •   Press rooms           •   Set up timetable
  •   Press kits            •   Find out themes in
  •   One on ones               advance
  •   Introduce to people   •   Mini-seminar
                                (briefing)
  •   What are they
      interested in?        •   Individual contact
                                points
    Follow-up
•   Send results / press packs to relevant journalists
GRDP – Greening Regional
Development Programmes
          •   Final conference in
              Budapest
          •   Video of Commissioner
              Danuta Hübner praised
              GRDP’s activities
GRDP
•   Used Open Days to
    launch Greening Project
    handbook
•   Organised a side event
    to target regions and
    EU officials

				
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