Event Plan <> Overview
Several things to consider include venue, speakers to request, guests to invite, logistics, and food supply during the event.
We will also need to develop backup plans that are the best option if things go wrong.
Further, there is work to be done on gathering people and organizing available resources from merch, electronics, and food supply. Also, focus on distributing the planned work is necessary to carry out the plan, driven by objectives we set up (now) during the overall planning process.
We need to create a well-organized structure that shows the path to execute the tasks effectively to complete our event and objectives with SuperteamDAO.
We must start sorting out stuff one by one, delegating tasks to a competent team members to run the event effectively on time, and executing anything that day might throw at us.
First, we have to understand how this event will take place. Therefore, the plan should contain all the details of an event, such as the dates when it will start and end, budget, venue, logistics, etc.
I suggest we should create a checklist of everything to help us manage ops.
Budget
Estimating our event's expenses will have a significant factor in making decisions about the venue, marketing, and other resources.
Our event budget will detail our financial position before, during, and after planning the event.
As we start creating a budget plan, we must determine how we would define our event in financial well-being (putting high financial stakes is good only when we get H-ROI + upside, and vice versa) plus make it a valuable experience for participants.
To achieve this, we will need to list all the possible expenses and ROI we will probably do/get from this event. Like the business, we should always keep our cash inflow (Token flow) in mind.
Once we develop our budget plan, we must track and review it regularly to ensure we stay within the allocated budget.
Note: There will be changes in budget plans as we get sponsors, but better off to start the work on how much we have in treasury and how much funds we can expect from Grants Committee.
Venue
Before booking a venue, the primary point to consider when conducting an event is the date since it's unlikely to be reversed & check for the number of estimated attendees.
Next, picking the proper location ensures that the event will bear out to any specifications and that our guests will be satisfied with their experience.
Correspondingly, the right venue can make the planning process much more flawless, helping to give us all the extra demands to make a good impression.
With that, here are the specific types of venues that are ideal for any event:
- Parks and Fields - We can use the outdoors for different events. Moreover, there's a lot of space to host them.
- Conference Centers - Purposely built conference centers are among the most common choices. In addition, they often offer food catering, too.
- Business Centers - Tends to focus more on daily activities such as office or work meetings.
- Hotels - Hotels are provided with conference halls, bars and restaurants, and other event spaces. Therefore, it is ideal to book events.
- Restaurants - We can book a private dining room, or if the event is big enough, we can book the entire restaurant. It's an example, haha; we will not do it.
Marketing
When we finish planning the first few essential variables, Marketing is the top priority for our event. Without marketing, how will people know about our event?
There is more work to be done here, so just leaving this point open.
Tickets
Now finally, onto an essential thing - distributing tickets!
We will need to brainstorm with SuperteamDAO to understand whether we offer paid or free tickets through Raffle. If we need to avoid participants out of TAA, we should go for a paid ticket with minimum fees.
Comms with bDAO SA x SuperteamDAO
The more frequently we communicate, the smoother our event will go!
Once an event is scheduled and the date and time are set, it's time to start the ops and deliver. Again, we must communicate effectively with our crew members and SuperteamDAO in the event planning process.
Without effective event ops communication, our event could drop piecemeal at the seams.
For all of us to work together, we must keep our team on speed. Make sure everyone knows what's going on, the timeline, and when they need to complete their task so they can be accountable.
From when our event is scheduled to when it starts, we must ensure that our team and attendees remain oriented with all the vital information.
We can also consider putting everyone in the team on mass communication (any platform where a team is super active) to reach them simultaneously.
We must have a proper way of communication regarding the timeline of our event. All teammates should know where they're supposed to be and when they should be there.
Managing the Day of the Event (CS Facts)
Please arrive before the start time at the venue with our Crew. Check that everyone is there and all electronics are in working order.
We need to ensure the organizers (both of us) use a distinct emblem or some other attractive application so that attendees can find help if needed.
Banners and other signs outside the venue will be helpful. We want people to see where they should be from the road—no questions about it. Many events miss out on this.
Make an event and enrollment counter. Then, when guests walk in the door, they should see what they need to do.
We can put on some music to pump up our participants for fun.