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events sales steps checklist for client event

Pre-Event Planning

Identify client needs and expectations for the event

Determine event date, time, and location

Establish budget and pricing structure

Create event proposal outlining services and pricing

Obtain signed contract and deposit from client

Secure necessary permits or licenses for the event

Develop event timeline and schedule

Confirm availability of necessary vendors and suppliers

Create event floor plan and layout

Arrange for event insurance coverage

Coordinate transportation and accommodations for attendees

Plan menu and catering options

Arrange for audiovisual equipment and technical support

Create event signage and branding materials

Develop contingency plans for unforeseen circumstances

Event Coordination

Assign event coordinator to manage all details

Coordinate with other departments (catering, housekeeping, AV, etc.)

Create event timeline and schedule

Confirm final guest count and meal selections

Arrange for any special requests or accommodations

Secure necessary permits and licenses

Coordinate transportation and parking arrangements

Develop a seating plan and layout for the event space

Arrange for any necessary equipment rentals or setups

Conduct a final walkthrough of the event space to ensure everything is in place

Create and distribute event materials, such as programs or signage

Coordinate with speakers, presenters, or entertainment acts

Set up and oversee any technology or audiovisual needs for the event

Marketing and Promotion

Develop promotional materials for the event

Advertise event on social media and website

Reach out to potential attendees through email or phone calls

Offer special promotions or discounts to attract more clients

Collaborate with industry influencers to promote the event

Partner with local businesses for cross-promotion

Utilize targeted online advertising to reach specific audiences

Create a press release and distribute it to relevant media outlets

Implement a referral program to encourage current clients to invite others

Utilize event listing websites and directories to increase visibility

Create a countdown campaign to build anticipation leading up to the event

Offer early bird registration discounts to incentivize early sign-ups

On-Site Execution

Set up event space according to client specifications

Ensure all equipment and technology is in working order

Greet guests and provide event information

Monitor event flow and address any issues that arise

Collect feedback from clients and guests for future improvements

Coordinate with vendors and staff to ensure smooth operation of event

Manage registration and check-in process for guests

Assist with any last-minute requests or changes from clients

Conduct regular walk-throughs of event space to ensure everything is running smoothly

Troubleshoot any technical issues that may arise during the event

Coordinate with catering staff to ensure food and beverage service is on schedule

Manage any unexpected situations or emergencies that may occur during the event

Oversee clean-up and breakdown of event space after the event concludes

Post-Event Follow-Up

Send thank you notes to clients and attendees

Review event success and areas for improvement

Update client database with event information

Follow up with clients to discuss future events or bookings

Request client testimonials or reviews for marketing purposes

Distribute post-event survey to gather feedback from attendees and vendors

Analyze event metrics and ROI to determine overall success

Send out press releases or media coverage of the event

Schedule debrief meeting with team to discuss event outcomes and lessons learned

Begin planning for next event or follow-up event based on feedback and success of current event

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