SPRING 2021 FRAMEWORK LAUNCH EVENT FIRST STEPS The first steps in launching an event would be to hold a meeting with the team to discuss our objectives and finer details. In this meeting we will discuss: Our goals and priorities for the event - What do we hope to achieve by the end of this event? Budgeting Timescale and how long we want to run the event for Who will be speaking at the event Setting the date- make sure to research any religious holidays. Assigning roles to team members Guests/ contact information NEXT STEPS Get up to date contact information for everyone that we want to invite. Send out invitations, attach RSVP'S and allergy information. Create social media posts and launch them on our Twitter and LinkedIn platforms. Once we have an estimated number of guests, we will create name badges, order lanyards and create an attendance list ready for distribution on the day of the event. Send out an Itinerary once finalised to our guests. Risk Assessments - how to ensure the event runs as smoothly as possible without any problems. Once we have established every detail and information, creating a checklist on excel is essential. By creating a colour system, we can differentiate between urgency of the tasks. VENUE BUDGET First and foremost, ensure that the venue fits within our budget. Liaise with the venue manager about any extra fees for using the facilities that they may offer. CAPACITY Ensure that the venue has capacity for the maximum number of guests that you want to cater for. Following covid guidelines, a larger facility may be required. We may need to look at getting a outdoor venue due to frequent changes regarding covid guidelines. FACILITIES Enough toilets to accommodate number of guests Whether the venue has a kitchen to supply catering needs, if so what are the costs? If not we would need to outsource catering and confirm they have availability and experience of catering an event like ours. If the venue has staging and adequate lighting, sound system, projector, microphones and internet. Will there be an extra fee for this? Does the venue provide seats or would we need to provide our own? ACCESSIBILITY The location is easily accessible and has public transport to site. Enough car parking spaces for our guests. Disabled access and disabled toilets. If the venue has more than one floor, make sure that the building has lifts or ramps. Sliding doors, automatic doors or at least an option to keep the doors open for ventilation and decrease contact of hot spot areas due to covid. LEGAL REQUIREMENTS Does the venue fit all health and safety regulations Are there first aid kits available and easily accessible Data protection for our clients Risk assessment to be carried out Public liability insurance Crowd management (social distancing enforcement, mask wearing). HOW TO MAKE A SUCCESSFUL EVENT The most important thing in running a successful event is planning. Always ensure that you are prepared. Create contingency plans with key risks that may occur. If we can, visit the venue before the event to help with lay out, ensuring all equipment is working properly so that if there are any issues, they can be corrected before the event. Create a contingency plan in the event that something may go wrong on the day. Delegate staff members to correct positions. Have someone to welcome guests, someone to direct guests and show them our one way systems if necessary. Clear car parking signage. Smooth entry process. Have name badges, lanyards and attendance list ready for arrival. Ensure that information packs are easily accessible and other literature that we may want to offer on the day Tea, coffee and soft drinks ready for when guests start to arrive. Interacting with guests, promoting framework programme during breaks. Hiring a photographer to take photos that we can use as marketing content in the future. If the budget doesn't allow for that, then delegate someone in the team to take photos of the event. Videoing the speakers and talks, so that we can post the footage to our social media platforms for anyone who could not attend the event. Creating gift bags with WPA merchandise for the guests to take home, so that they can remember the event. EMAIL INVITATION Good Morning, We at WPA, would like to invite you as a welcome guest to our new Framework launch. Our Event will be held in the "example building" at "example time and example date" As valued and respected associates we look forward to sharing our flat-roofing framework and our strategy to ensure that it is energy efficient and cost effective over the next four years. Please confirm your attendance to responding to this email or calling us on 02922 802 476 and if you have any dietary requirements do let us know. We look forward to seeing you there. Kind Regards WPA. Page 04 SOCIAL MEDIA POST Who's excited about our brand new flat roofing framework? We are hosting an event where our team will be presenting our long awaited and exciting new project. We would love to see you all there. #event #inWalesforWales #WorkingforWales If you would like to attend or need any further information please feel free to call us on 02922 802 476 or email @example.com. Post a photo of our new framework or something relating to that. We could also post a countdown to create buzz around our event. SOCIAL MEDIA POST Slightly shorter post for twitter due to word count. Who's excited about our brand new flat roofing framework? We are hosting an event where our team will be presenting this exciting project. #WorkinginWales #inWalesforWales. If you want any further information please contact us on @example.com or 02922 802 476. Post a photo of our new framework or something relating to that. We could also post a countdown to create buzz around our event.
