We have summarized 17 forms for you to manage the entire planned activities.
1. Planning scheme quality control table
The purpose of this form is to help you clarify all the things that need to be considered in the plan, from the content of the plan to the layout of the plan, there are many sections involved.
It can be considered from four aspects: framework structure, core highlights, program effect execution, and layout design.
For example, at the level of layout design, you can explore many details.
Are long paragraphs displayed in separate lines, and should individual sentences not be too long?
Is it guaranteed that the words are on the same line when the paragraph starts a new line?
Is the punctuation used in the text consistent?
Are English words written in standard sizes?
Is the font of the proposal standardized?
Is the file name complete and standard?
Does the title copy of the inner page follow a unified sentence structure?
Is the layout clear at a glance?
2. Material design quality control table
For an event, in addition to the control of the entire event process design and creative design, there is another very important part, which is material design.
In terms of material design and quality control, there are not only online design materials, but also offline design materials.
For example, online design materials may include: countdown posters, nine-square posters for Moments, tweet layout designs, etc. Offline materials may include: posters, roll-up banners, KV extensions, designs of various certificates, etc.
Therefore, when we do material design, we must consider the design details of the above materials carefully.
This not only requires designers to have sufficient control over material design, but is also equally important for AE/AM.
Because the general workflow of a company is that AE/AM will connect the design requirements with the designer, and then AE/AM will go to the factory to produce after the drawing is produced.
3. Material Design Timeline
For an offline event planning , it is essentially a project.
One of the more important aspects of a project is time management. As a large-scale event, in addition to overall control of the project, progress management of each sub-item is also very important. For example, the material section also needs to be advanced in a timely manner.
The design of the time schedule is mainly based on the Gantt chart as a prototype, with clear deadlines and milestone dates. The specific design can be referred to the table below.
This form contains a clear project name, as well as key information such as work details, start and deadline, specific design progress plan, and relevant responsible persons.
4. Activity venue indicator inspection flow chart
A key factor in offline activities is the choice of venue. Many students do not consider the choice of venue carefully. In addition to the venue itself meeting the needs of the event, another important factor is that the surrounding facilities of the venue must also meet the requirements of the event.
For example: In this form, in addition to the assessment of relevant indicators of the venue itself, facilities outside the venue are also considered, such as whether the subway station and transportation outside the venue are convenient? The density of surrounding restaurants and so on have all been planned very carefully.
This form can be used as a standard document for site selection, and we recommend that you save it and download it.
5. Activity Budget Table
An activity budget table is necessary for any offline activity planning, and the specific table design can be set according to your own needs.
For example, the design of the activity budget table below, in addition to the details of various materials, also includes the method of use, whether to purchase directly or rent. Different methods have different prices, and it also includes the cost of workers, whether lunch is included on that day, etc.
6. Contact form for event staff
An offline event, especially during the execution process, will inevitably involve a lot of communication, which can easily lead to problems, such as not being able to find people or not knowing who is responsible for what, causing chaos in the entire execution process. This requires a form to coordinate the entire event, so the event personnel contact form is particularly important during the execution process.
For the settings of specific options, please refer to the picture above. Each item must have a different person in charge, and it is best to have a second person in charge in case someone cannot be found at that time.
7. Material division and on-site execution table
This form mainly classifies the relevant personnel into different categories from the beginning to the end of the activity. Different personnel are responsible for different modules, and the precautions and related requirements of the project are marked in different projects.
8. On-site acceptance checklist for event construction projects
This form is mainly used in an acceptance assessment after the event site is completed. Our requirements must be higher than Party A's requirements. Because we are professionals, we must check carefully during the acceptance process and solve problems in a timely manner if they are discovered.
9. Planning team internal writing table
The main need this form solves is all the writing required for the entire event, such as event budget, event plan, event materials, media releases, event host's script, etc.
All the copy required for the entire activity must be reflected in this writing form.
10. Activity schedule
This form is a general control table from project initiation to project completion, from event planning to event completion, and runs through the entire project. It is used to control the overall progress of the project.
In addition to the above 10 forms, there are many other forms used to manage the entire event, which will not be discussed here.
To summarize:
Form management is essential to the entire activity.
But in addition to these tables, we should have a more "tabular thinking".
What this means is that when you encounter a very large and trivial project, it is most important to be able to systematize and organize it, and for the relevant project team members to immediately understand the core information conveyed by the form.
