| A | B | C | |
|---|---|---|---|
1 | STEP 1 | 90 DAYS PRIOR TO EVENT | DUE DATE |
2 | |||
3 | Review | ||
4 | 2023 Event Planning Timeline | ||
5 | |||
6 | Build Your Agenda | ||
7 | Identify 3 Sessions to Present Hybrid (Typically 12 p.m. - 3 p.m.) | ||
8 | Identify if any Guest/Outside Speakers will be needed | ||
9 | |||
10 | Draft Your Content | ||
11 | Create a Catchy Name/Theme for Your Conference | ||
12 | Interest Blurb/Conference Overview | ||
13 | 3 Bullets on Why You Should Attend | ||
14 | Daily Overview Blurbs of What You Plan to Touch on Each Day | ||
15 | |||
16 | Create Your In-person Customer List | ||
17 | Build a List of 25 Customers You'd LIke to Join In-Person | ||
18 | The Columns Listed on the "In-Person Invited Attendees" Tab is what is Needed | ||
19 | |||
20 | Huddle with Corporate Events | ||
21 | Discuss Hotel Block | ||
22 | Discuss Transportation Logistics | ||
23 | Discuss Dinners/Activities | ||
24 | Discuss Invitation Process | ||
25 | |||
26 | |||
27 | STEP 2 | 75 DAYS PRIOR TO EVENT | DUE DATE |
28 | |||
29 | Finalize | ||
30 | Your Agenda | ||
31 | All Written Content | ||
32 | Customer Invite List | ||
33 | |||
34 | Review | ||
35 | Your In-Person Invitation | ||
36 | Registration Form | ||
37 | Webpage | ||
38 | |||
39 | Create Your Virtual Customer List | ||
40 | Build a list of 20 Customer You'd Like to Attend Virtuall | ||
41 | The Columns Listed on the "Virtual Invited Attendees" Tab is what is Needed | ||
42 | Offer first seats to those who declined to attend in person | ||
43 | |||
44 | Select a "Virtual Moderator" Who is Charged with Hosting the Virtual Sessions | ||
45 | |||
46 | Transportation, Activities and Dinners | ||
47 | Finlize your transportation plan | ||
48 | Finalize where you'd like to host dinner and activities | ||
49 | |||
50 | FORMAL INVITATIONS WILL NOT BE SENT UNTIL STEPS 1 & 2 HAVE BEEN FULLY COMPLETED AND CONFIRMED BY CORPORATE EVENTS | ||
51 | |||
52 | STEP 3 | 60 DAYS PRIOR TO EVENT | DUE DATE |
53 | |||
54 | Gifting | ||
55 | Select Your Gifting Items for Your In-person Attendees - $30 Budget Per Attendee | ||
56 | Select Your Gifting Items for Your Virtual Attendees - $30 Budget Per Attendee | ||
57 | |||
58 | Finalize | ||
59 | Your Virtual Attendee Invitation - Requires Webex Set Up + Completed Agenda | ||
60 | Conference Room Set Up (Pods, Classroom, U-Shape) | ||
61 | Technology Needs | ||
62 | |||
63 | STEP 4 | 45 DAYS PRIOR TO EVENT | DUE DATE |
64 | |||
65 | Presentations Due | ||
66 | Send to Design and Communications for Review/Feedback | ||
67 | Let Teams Know if You Require Presentations to be Printer | ||
68 | |||
69 | Marketing Kits | ||
70 | Select Marking Material You'd Like to Include In Marketing Folders | ||
71 | |||
72 | Record Video Welcome Messages | ||
73 | USLI Relationship Manager Films Video Welcome Messages to Attendee | ||
74 | All Recorded Videos Must Be Sent to Jaime Viggiano for Review before sending to Customer | ||
75 | |||
76 | STEP 5 | 30 DAYS PRIOR TO EVENT | DUE DATE |
77 | |||
78 | Conference Practice/Run Through | ||
79 | Ensure all presenters have scheduled a practice day for themselves | ||
80 | All Hybird Presenters are required to practice with Jaime Viggiano and Joe McDevitt | ||
81 | |||
82 | STEP 6 | 2 WEEKS PRIOR TO CONFERENCE | DUE DATE |
83 | |||
84 | Send Video Welcome Messages | ||
85 | USLI Realtionship Manager Sends Attendees Their Welcome Videos | ||
86 | |||
87 | Attendee Welcome Message | ||
88 | Includes: Welcome Video, Personalized Itinerary and Conference Agenda | ||
89 | |||
90 | Pick Up Deliverables from Corporate Events | ||
91 | Namebadges | ||
92 | Tentcards - Conference | ||
93 | Tentcards - Dinners | ||
94 | Printed Materials | ||
95 | Marketing Kits | ||
96 | Gifting - Wrapped | ||
97 | |||
98 | Attend Conference Briefing - Corporate Events | ||
99 | All team members included in the conference are expected to attend a Breifing Huddle | ||
100 | |||