How to plan a successful operation event (offline event version)

“Prerequisites for offline events : Small events: 20-200 people, budget less than 5,000.”

Check List:

● Set a time● Determine the budget● Determine the venue● Speakers● Registration channels● Announcement● Event announcement format● On-site personnel list● Material list● On-site schedule● Notes on taking photos● Gifts● Event planning
● Volunteer ● PPT (keynote)

time:

Just like an argumentative essay, the time, place, characters and time. Set a time, choose a location, estimate the number of people, and start screening and negotiating venues.

Consider the instructor’s schedule, colleagues’ schedule, public holidays, venue availability… After comprehensively considering the above, determine the time.

Determine whether the activity will last 2 hours or 3 hours. Of course, the activities will usually be delayed, usually half an hour to an hour.

Budget:

Talk to your boss, ask your colleagues, and if there are free resources, be sure to use them.

For example, free sponsorship of food, free provision of venue, free sponsorship of small gifts, etc. In this way, the same 5k can do more things.

After a discussion, you will know which amounts cannot be omitted and which amounts can be flexible.

Ask in advance whether an invoice will be issued, whether an additional 7% tax will be added to the invoice, whether a deposit is required, whether payment should be made on site or in advance, etc.

site:

Can I help you collect express delivery? Are the on-site Wifi, microphone and projector available? Is the scene noisy? Are there enough power sockets?

Is the air conditioner working? Can we put up your posters and roll-up banners?

Does the venue provide free food? Do they have someone to assist you? Or is it just the venue and you take care of the rest yourself.

Starting from the main entrance, is there a sign to prevent your users from finding it?

Is the venue famous? Is there a large flow of people? Will there be visitors to the venue joining your event?

Does the venue have WeChat, Weibo, etc., and is willing to promote your event? This can bring in more traffic.

What is the WeChat and mobile phone number of the venue manager?

If you can't go to see the venue yourself, ask them to send you photos of the venue. Watch it once to get a better feel for it.

I also know how to put things best on site.

Speakers:

Do they have a history of being unreliable? Will they arrive on time?

They check their PPT once before the event to prevent anything strange from happening.

Do they use Mac or Windows? Do they need a projector?

What are their WeChat or Weibo accounts? You need to @ them when promoting your event .

The host can read the speaker ’s social media account once to gain a deeper understanding and be more friendly and humane when introducing him.

Ask the speaker for all the PPTs before the event and share them after the speech. Easy for participants to access.

Registration channels:

You can use many places for promotion, but you can only have one registration link.

I personally recommend using Google forms to register and count applications.

But if you use Douban or Weibo activity statistics for all of them, that's also fine. It's just a statistic.

Avoid duplicate registration, multiple statistics, and problems that may easily occur when sending email notifications.

In addition, you can collect some small information when registering. What apps do they often use? How do they know yours? Do you have any suggestions, etc.

You can see the applicant’s email address and social media account in the background, and pay special attention to major social media accounts.

You can also pay attention to some relevant company email addresses when signing in.

Release Notice:

Same as above, can the venue notify and put up posters in the venue in advance?

Are there any other friendly channels that can be notified?

Which channels can be used for notification?

Including but not limited to: SMS, email, WeChat, Weibo, G+, blogs, columns, offline notifications...

Notification time (example): 9:00 am - 11:00 am, March 29, 2014

There is a chance that the data in map search will be out of date, so please be sure to specify the route in detail. The location must be accompanied by a map indicating the nearest subway exit, for example: Exit B, turn left, and when you see XX Building, it is downstairs.

If you need to transfer to another bus, please mark it in detail and indicate the phone number for directions.

You will be notified once after successful registration and again 3 days before the event.

Also, show it to the speaker after the event notice is sent out. Some speakers will forward it, which can bring in a lot of traffic.

Send via WeChat or Weibo, then click the link to sign up directly. You can use questionnaires to collect data.

Google form, Huodongxing, Youfu, vasee, Douban City, and Weibo City are all good for event releases.

Besides, books are dead, but the world is changing. It must be used flexibly on site.

For example, if you are doing market research, don’t send notifications everywhere. First, notify within your own company via WeChat, email, text message, and finally Weibo. Finally, if the number of people is not enough, notify the public. This ensures that relevant users participate, rather than a bunch of irrelevant people or even competitors.

Event notification format:

Write in the standard way, with time, place, characters and events.

Let people judge within 30 seconds whether this activity is worth participating in.

Don't be too literary or over-associate and embellish.

The schedule, location, summary of the speech, etc. are placed at the front.

Describe the speaker in more detail in your own words. Just writing "XX position in XX company" will easily make the person in the position lose attention.

Moreover, the awesome company and the awesome position may make people think that the speech is boring and full of clichés and they may not come to participate.

Writing language carefully can attract different audiences.

“Discuss APP design principles and rapid iteration methods”

"48 hours of continuous staying up all night to modify the dark process of design"

“ Product Manager Who Loves to Change Requirements VS Agile Development Engineer”

“Designer sharing: How to communicate efficiently with engineers”

Expressing the same thing in different ways will attract different audiences.

On-site personnel:

Identify those who must come early. Arrive 1 hour early.

Prepare materials, check details, prepare sign-in materials, and communicate with the venue.

If food is provided on site, order one hour in advance and start eating the food directly after people arrive to avoid wasting time waiting.

Although a clear division of labor can help us take care of each other, it is also easier to check.

Some are taking photos, some are interacting in WeChat groups in real time, some are updating their Weibo accounts, some are signing in, some are sending gifts, some are passing the microphone...

materials:

Common materials include: posters, small gifts on site, sign-in sheets, sign-in pens (in large quantities), roll-up banners, snacks, video cameras, etc.

Many materials need to be delivered to the site in advance and need to be signed for by the site.

Some need to be posted in advance, such as posters.

Onsite schedule:

Don't delay, some venues have the next event and delaying will delay another person.

Some venues are calculated based on time, and delays will be charged separately.

In addition, delays will cause users to leave early, which is not a good effect.

Follow the schedule strictly and if there are any adjustments, calculate the time again. Use your computer or tablet to count down to the speaker.

And there will be countdown reminders in the last 5 minutes and 1 minute.

Note for taking photos:

Photographed the logo of the live event.

Take pictures of the speaker and PPT.

Photograph the questioner.

Take pictures of the sign-in scene, the acceptance of gifts, and the follow-up questions and exchange of contact information with the speaker when leaving.

Invite everyone to take a group photo as early as possible. Many people left later. If there is a banner, you can take a photo together under the banner or poster.

Take some behind-the-scenes shots and close-ups of small scenes.

These can be used later when writing activity summaries and news.

Gift:

The gifts I recommend to take away are: stickers and T-shirts.

For small gifts for on-site interactions, I recommend books and snacks.

Gifts are not just used to communicate feelings, the focus is on advertising and communication effects.

If you could put your logo on a computer and take it to various places, the communication effect would be great.

I have seen several online media reporters put Xiaomi stickers on their Macs.

That sticker is pretty nice. Although I don't use a Xiaomi phone, I looked at it carefully for a long time.

Never print XXX company on ugly shopping bags.

It should be unique, and I hope those internet addicts who love taking selfies and showing off can bring it back, spread it, and show it to others.

The best ones are stickers and T-shirts, which are not expensive to customize and have a good dissemination effect.

The next best things are hats and cups, which can be used for a long time.

Next are bracelets, postcards, etc., which will be discarded in most cases, so just show your appreciation.

Whatever you choose, make sure it looks good. If it doesn’t look good, it will just be used as pajamas or thrown away.

Also, don't hold too high hopes for gifts sponsored by other companies. Generally, they are useless waste from the company, things that cannot be sold, etc. Pens, hair dryers, chargers, USB flash drives, ballpoint pens and the like.

Of course, it is better to have it than not, as it can deepen the interactive effect within the venue. It is very pleasing for the questioner to receive a gift as encouragement.

Good-looking dolls have a very good communication effect, but they are also relatively expensive. A good doll may cost around 100 yuan.

Even for sugar glue figurines, the price for a good custom one is around 30 yuan. In addition, sugar gum is relatively small, so it is more effective to give it as a gift to a big person.

Small snacks, chocolates, and marshmallows are also good. If someone asks questions, sprinkle snacks in their area.

Other windmills, balloons, kites, spoons, including dishwashing liquid, etc. are all fine. Some gift is better than no gift. Just for fun.

If you are not familiar with a reliable merchant in advance, please do not customize it as you cannot control the quality.

Event Planning:

After setting a time, remove the time for speeches and questions, and use the remaining time to plan some fun activities.

If you want the audience to get to know each other. You can search for icebreaker games .

You can make friends as a single, which is what most people are interested in.

You can have everyone discuss in groups. You can also have 5 minutes on the spot and everyone can take turns sharing a short story.

You can also have a tea break directly, and everyone will automatically find people they are interested in to chat with. It all depends on the theme of your event.

If the theme is a holiday celebration, everyone may play games together in their free time.

A little method I often use is to let everyone start writing the APPs they know, and give the largest number of gifts.

Another time, everyone writes in the programming language they know, and the one with the largest number wins.

Such a group of people will discuss relevant information along the same topic, resulting in the highest interaction.

If a girl asks a question, you can ask if she is single. If so, you can give her an extra small gift.

Of course, if it is an outdoor activity, the free time is probably spent on slacklining, tying knots, answering technical questions, etc.

Activity plan confirmed:

Activities are usually organized by multiple people, so discussing the planning with teammates in advance can help avoid blind spots. Can also provide more information.

Create a WeChat group and synchronize other information using G doc.

The activities I have organized usually involve three people working together. Everyone looks at the checklist together and will be reminded if anything is missed.

The “assignment of responsibilities to individuals” approach is not suitable for dynamic activities. Things in the world are constantly changing, and a reliable team can better adapt to changes and carry out successful activities.

Once someone is temporarily absent, the other two can fill in.

Together the team can educate and develop volunteers and newcomers.

volunteer:

There are very important and irreplaceable positions, such as: organizer and host.

There are also some activities that anyone can do, and anyone can join in to help within 5 minutes.

For example, signing in, giving out small gifts, and maintaining order.

These can be selected from among your participants, and they will be asked whether they are willing to become volunteers when filling out the registration form.

The probability is generally 10:1. Out of 100 people attending the meeting, about 10 are willing to be volunteers, and in the end about 5 actually come to be volunteers.

This is also related to the organization. Organizations that are public welfare, interesting, and credible are more likely to get reliable volunteers.

College students are the main volunteers, but they have relatively less experience but more time.

Those who have been employed for 2-3 years are the second main force. They are experienced and usually participate in volunteer activities related to their work.

Danniu rarely volunteers because they don’t have enough time. Just invite them to give a speech.

Please fill in the following information: name, phone number, email, WeChat ID, and areas of expertise.

Before each activity, designate volunteer XX to do XXX. It’s convenient to get into the state in 3 minutes.

If you can fill in your areas of expertise, you can guide volunteers to complete tasks such as copywriting , posters, translation, report writing, etc.

For every offline activity, we should find and train volunteers well, and future activities will go more and more smoothly.

PPT (keynote):

Remember to include your organization’s logo if possible, with a large logo at the beginning and end, and contact information on the end page.

Try to convert it to PDF for easy sharing after the meeting.

Don’t use XX company’s business introduction. That PPT format is too insincere.