GSI US M4 Planning/Logistics Overview by The Coaching Institute

THE THINKING BEHIND PLANNING AN EVENT The planning and behind the scenes of an event is very logistical, there is no doubt about it. However, the strategy behind creating an amazing event is to make it as NON-LOGISTICAL AS POSSIBLE. What do I mean by that? Yes, booking an event room, ordering stock or attendee communication can be thought about as logistical and taken with a tick box approach. But if the thinking is just that… ticking boxes, you will not create an amazing experience or run what we deem a successful event. All logistical tasks must be thought through the filter of ‘how does this contribute to an amazing experience before, during and after the event’ and then be bundled into categories that take care of a specific attendee experience. Here is an example: Outcome: Find & book an appropriate training room  Criteria of booking  Holds 100 attendees  Availability  Price  Book - DONE VS  Criteria of booking  Hotel location and convenience  Overall appeal of hotel  Hotel values system  Reception & staff service  Accessibility of training room  Signage to training rooms  Feel and warmth of training rooms  Entry & exit flow of room  Lighting  Acoustics  Audio Visual capabilities  Noisiness of entry & exit of room  Adequate spacing for equipment & seating  Catering services  Bathroom location  Availability  Price  Book – Attendee Experience Take Care of Here is an example of a briefing that holds the categories of experience that must be taken care of.

EXAMPLE COVER OF A BRIEFING FOLDER

INSERT LOGO HERE INSERT LOGO HERE

NAME OF EVENT TRAINER:

1. RESULT 2. AGENDA 3. ATTENDEES 4. CREW 5. OFFER 6. HANDOUTS 7. LAUNCH 8. STICK

CITY: …………….. 9. SOCIAL

DATE: …. TO …..

10. CHECKLISTS

PRICE: $........ TICKET

1. RESULTS RESULT

ACTUAL

BENCHMARK

# BOOKED

# ATTEND

# BUY

30%

% CONVERSION

$ TOTAL SALES

What are the results you are striving for from your event?

What is your benchmark for:

    

Booked attendees Attendees who show up Purchases Conversion Total sales

What are the actually numbers of:

   

Booked attendees Attendees who show up Purchases Conversion  Total sales

Was your event a success? Did it cover the costs of the event? Did you make a profit? Is it sustainable? If yes… How do you take it to another level? If not… Where are the gaps? Was it your stick rate of attendees who booked and actually showed up? Was it who you were being on stage? Lack of practice? If you can’t measure results how will you know?

2. AGENDA DAY

DAY 1

DAY 2

DAY 3

PITCH

---

Session 1 Time:

Session 2 Time:

Session 3 Time:

Session 4 Time:

 SEE CONTENT STRUCTURE TEMPLATE  SEE CONTENT DESIGN EXERCISE HANDOUT  INSERT YOUR AGENDA OR SCHEDULED RUNNING SHEET…

3. ATTENDEES #

First Name

Last Name

Notes

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20

INSERT ATTENDEES LIST:    

Who is coming to your event? Are they clients? Are they prospects? VIPS? What do you know about them? Did they attend every day of your event?

4. CREW CREW CONFIRMED #

First Name

Last Name

Have they crewed before?

Notes

1 2 3 4 5 6 7

 SEE CREW REQUIRMENTS HANDOUT    

What could you put together to really set your crew up for success? Are there any crew ops manuals to help them with their thinking? Could an ops manual help them understand their role in the event is so important? Is your crew a winning team that is going to help you create an amazing experience?

5. OFFER INSERT OFFER HERE      

What is within each offer? What are the key benefits of each offer? What are the differences between offers? What is the price point of each offer? What are the bonuses if any, for each offer? If your crew was to read your offer would they understand it and be able to help attendees in the back of the room?

 SEE PITCH DESIGN TEMPLATE & EXERCISE

6. HANDOUTS DAY

DAY 1

DAY 2

DAY 3

PITCH

---

Name of Handout

Session 1 Time:

Session 2 Time:

Session 3 Time:

Name of Handout

Session 4 Time:

7. LAUNCH #

DAY

FROM

SUBJECT

OPEN RATE %

ï&#x192;¼ SEE EMAIL SEQUENCE TEMPLATE & EXERCISE

8. STICK #

DAY

FROM

SUBJECT

OPEN RATE %

ï&#x192;¼ SEE EMAIL SEQUENCE TEMPLATE & EXERCISE

9. SOCIAL LAUNCH POSTS #

DAY

2 MONTHS

1 MONTH

3 WEEKS

2 WEEKS

1 WEEK

3 DAY

2 DAY

1 DAY

TODAY

GROUP

POST

LIVE POSTS #

DAY

OPENING

DAY 1 CONTENT POST

GROUP

POST

DAY 1 3 HIGHLIGHT

DAY 2 4 CONTENT POST

DAY 2 5 TESTIMONIAL DAY 3 6 HIGHLIGHT DAY 4 7 CONTENT POST DAY 4 8

HIGHLIGHT OR TESTIMONIAL POST DAY 5

9 HIGHLIGHT

GROUP PHOTO

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Edition 1 | Version 1 | August 2017 Published by Global Success Institute

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