The Event Lifecycle

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The Event Lifecycle by Mind Map: The Event Lifecycle

1. Plan

1.1. Managing hundreds of event happening across the organization

1.1.1. Create automated workflows to set up thresholds for events and manage planning

1.1.1.1. SMM

1.1.2. Create one central portal for all meeting requests to get a view of what is currently in the events pipeline

1.1.2.1. SMM

1.2. Making it easy to allow employees to plan external and internal events

1.2.1. Create a customizable form for employees to enter when they want to plan an event.

1.2.1.1. Meeting request forms

1.3. Ensuring resources are used efficiently when planning several events

1.3.1. Workflows can set standards for when to use sourcing resources or when to audit higher-cost events

1.3.1.1. SMM

1.3.2. Track event spend across several channels in one central place

1.3.2.1. Budget

1.3.2.2. Integrations

1.3.3. Create budget templates to be used for often-repeated events (like CSGs) to set standards for spend

1.3.3.1. Budget

1.4. Finding the perfect venue for your event

1.4.1. Compare hundreds of venues in one centralized location

1.4.1.1. CSN

1.5. Getting the best price for venues, on events and business travel

1.5.1. Maintain a history of RFPs to compare over time

1.5.1.1. CSN

1.5.2. Review analytics on negotiated rates with hotels for top rates

1.5.2.1. BT for Planners

1.5.3. Import contacts into a central system to continue getting best rates and strengthen relationships

1.5.3.1. CSN

1.6. Managing dozens different RFPs for each event

1.6.1. Create one blind RFP and send to multiple venues

1.6.1.1. CSN

1.6.2. Make the most of your RFPs by sourcing in a service with an 85% response rate.

1.6.2.1. CSN

2. Promote

2.1. Ensure that the appropriate messages are sent to the right invitees

2.1.1. Create lists of invitees based on any criteria, and send specific messages to these lists

2.1.1.1. Reg

2.2. Creating a consistent brand across all forms of event communication

2.2.1. Fully custom web pages and email templates to ensure brand consistency

2.2.1.1. Reg

2.3. Creating a successful email marketing campaign for events

2.3.1. Leverage brandable, proven templates in email campaigns

2.3.1.1. eMarketing

2.4. Maximizing the impact of events on social media

2.4.1. Encourage attendees to use event handles and hashtags to share photos of the event through a live-stream at the event

2.4.1.1. Social Wall

3. Manage

3.1. Making registration for the event user friendly

3.1.1. Create one central website for event registration

3.1.1.1. Event websites

3.2. Events have multiple 'types' of registrant, ie. member, attendee, sponsor, VIP, etc.

3.2.1. Registration sites can be created with logic, allowing registrants to select their registration type, and have a different experience as a result.

3.2.1.1. Reg

3.2.2. Create lists of these invitees in advance and market to them differently

3.2.2.1. eMarketing

3.3. Effectively collecting, approving, and scheduling speakers and sessions

3.3.1. Collect, review, decide, and publish speakers and content in one place, with responsive submission forms, review portals, automated emails, and integration into an existing agenda

3.3.1.1. Abstract management

3.4. Making sure all speakers meet deadlines for submissions of content and materials

3.4.1. Maintain a portal for speakers to submit summaries, bios, headshots, content, and other requirements

3.4.1.1. Speaker resource center

3.5. Managing attendee travel can be a massive blindspot, or a pain on attendees

3.5.1. Allow registrants to request or report travel plans

3.5.1.1. Housing & Travel

3.5.2. Create one central site to allow attendees to book room nights in choice hotels and communicate with the hotel easily

3.5.2.1. Passkey for Planners

3.6. Tracking spend across different channels

3.6.1. Pull spend from various different departments or systems into one central budget

3.6.1.1. Budget

3.6.1.2. Integrations

3.7. Creating an engaging, effective event layout

3.7.1. Diagram the event space with pre-made objects to get a feel for the space

3.7.1.1. Diagramming & Seating from ST

3.7.2. (for some venues) view the event in 3-d before the event date to ensure sightlines are clea

3.7.2.1. Diagramming & Seating from ST

3.8. Making sure attendees are seated properly at galas or strategic events

3.8.1. Create seating charts with tags for registrant tags, like VIP or their company name

3.8.1.1. Diagramming & Seating from ST

4. Engage

4.1. Communicating with attendees at the event can be difficult

4.1.1. Send real time push notifications to attendees to alert them of schedule changes or special offers

4.1.1.1. CrowdCompass

4.2. Arranging shuttles for attendees from event hotels can be difficult and costly

4.2.1. Download reports of where attendees are staying to schedule shuttles appropriately

4.2.1.1. Travel

4.3. Managing attendee experience during onsite registrations

4.3.1. Create a fully-automated check in process with kiosks and badge printing

4.3.1.1. OnArrival

4.4. Understanding where attendees are during events, including session attendance and booth visits

4.4.1. Check attendees in at the session level for each session

4.4.1.1. OnArrival

4.4.2. RFID technology in badges and trackers throughout the event allow organizations to passively monitor and analyze attendee behavior

4.4.2.1. OnArrival360 (RFID)

4.5. Making sure exhibitors receive enough qualified leads

4.5.1. Enable exhibitors to scan attendee badges at their booths and create custom qualification surveys

4.5.1.1. Lead Capture

4.5.2. Create an effective layout for your tradeshow floor based on previous event success

4.5.2.1. Event Insights

4.6. Encouraging and enabling networking between attendees

4.6.1. Allow attendees to schedule appointments before the event through their presales

4.6.1.1. Appointments

4.6.2. Allow attendees to easily set up appointments within your existing mobile app

4.6.2.1. Appointments

4.6.2.2. CrowdCompass

4.6.3. Create filters in your attendee list to help attendees and exhibitors find the right people for their business needs

4.6.3.1. Appointments

4.7. Gathering session-level feedback during the event

4.7.1. Create session-level surveys linked to each individual session

4.7.1.1. CrowdCompass

4.8. Encouraging attendees to visit sponsored booths or areas

4.8.1. Notifications in a mobile app can announce special deals or incentives for stores or the tradeshow floor, or remind attendees of events hosted by sponsors

4.8.1.1. CrowdCompass

4.8.2. Gamify your event by encouraging attendees to take photos of certain things

4.8.2.1. Click

4.9. Monetizing the event with sponsorships

4.9.1. Capitalize on ad revenue by selling ads in your mobile app

4.9.1.1. CrowdCompass

4.9.2. Push attendees to sponsored events via real time push notifications

4.9.2.1. CrowdCompass

4.10. Knowing when VIPs arrive and alerting appropriate staff

4.10.1. Send out text messages when certain, pre-set attendees register for the event

4.10.1.1. OnArrival

4.11. Handle last-minute arrivals or changes in the layout of the space

4.11.1. Adjust seating charts and diagrams on the fly at the event

4.11.1.1. Diagramming and seating with social tables

5. Evaluate

5.1. Measuring ROI on the event

5.1.1. Track attendees from the event floor through your sales pipeline

5.1.1.1. Integrations

5.2. Comparing budget to actual event spend

5.2.1. Track all spend in one central location, and compare to budget created before the event

5.2.1.1. Budget

5.2.1.2. Integrations

5.3. Improving overall meetings and events program with data from previous events

5.3.1. Run deep , custom reports on event data to make the best possible decision

5.3.1.1. Reporting

5.4. Understanding where attendees were during events, including session attendance and booth visits

5.4.1. Analyze attendee session-level check in data to assess popularity of sessions

5.4.1.1. OnArrival

5.4.2. Report on when attendees register to better accommodate for rushes in attendance

5.4.2.1. OnArrival

5.4.3. Analyze attendee behavior through reports and graphics of movement

5.4.3.1. Event Insights