Event
SIG Event Name
Date of event
Speaker Name
SIG
1.
[Select Date]
Organiser
2.
SIG Champ Names
3.
Venue/Host
4.
Sponsor/Partner
Contact Details
5.
If Applicable
Checklist
Event phases
Ongoing Tasks
Planning Meeting
Write up notes ASAP – Send to EM to proofread before sending to all involved in the meeting. Important to share in the minutes a provisional agenda
with timings to ensure that SIG champs are aware of the number of speaking slots.
Event Narrative &
Webpage
Lead SIG to be given 7 days to write narrative, allow comment from other SIG champs. Send narrative to be written for the web page - send to Anna
or Louise and they will reformat. ED or EM to upload narrative to website. Open registration and register SIG champs.
Marketing &
Promotion
External Websites - add event to Cambridge Network, CamTechNet, MeetUp, Lanyard (ChinWag & Tech City News –London / Tech Spark –Bristol/Bath)
Previous Participant – PP is dependent on the marketing schedule check with Louise and add to deadlines below. If needed 2nd pp 2-4 weeks before.
Our website - Update our website continuously don’t forget to add logos, speakers names and hyperlink company names & sponsors.
Speaker Recruitment
Secure speakers ASAP. Follow up with SIG champs regularly – chasing weekly by email and telephone if necessary. Once a speaker is recruited send
out speaker briefing 1 email and copy in SIG champs & EM. Add their details to the speaker spreadsheet and also to the website and agenda.
Agenda
ASAP - Create agenda using template - add to website when 50% complete. Update information as and when information is received.
Remember to keep SIG champs in the loop. Please ask EM to proofread any edits.
Sponsor/Partner
Liaise with LC and/or EM regarding sponsors for each event. Ensure logos/profiles are linked and included in agenda, webpage signage.
Venue & Logistics
Seating details, Air-con, panel table & chairs, audio equipment (lapels, roving mics), registration desk, catering stations, to have two for more than
40 people, sponsor, tables, refreshments.
Registrations
As registrations come in, check for non-members and chase for payment if needed. Check that you don’t have more than 3 delegates from each
company – especially if the event is on a waiting list.
Checklist
Deadline
Date
Checklist
Deadline
Date
Venue visit
8 weeks before
[Select Date]
Send 1st confirmation email
10 working days
[Select Date]
Prepare PP Email
1 week before pp
[Select Date]
[Select Date]
8 weeks (approx.)
[Select Date]
10 working days
Send Previous Participant
Send CW slides, chair notes, delegate
list & agenda to SIG champs
Update email to SIG champs
6 weeks before
[Select Date]
Send speakers reminder for slides
Send update to sponsor/partners
7 Working days
[Select Date]
Sponsor display invoice
6 weeks (approx.)
[Select Date]
Draft chair notes
Customise CW slides
Draft evaluation form
[Select Date]
7 working days
[Select Date]
3 weeks before
Prepare & send staff briefing
Draft thank you
Draft post event
3 working days
[Select Date]
Send & prepare speaker briefing 2
3 weeks (set in stone)
[Select Date]
Send 2nd confirmation email
Draft 1st confirmation email
Draft 2ND confirmation email
[Select Date]
2 working days
[Select Date]
14 working days
Final update to venue
Send final update to SIG champs
Printing
Close reg
1 working days
[Select Date]
Send venue an update
Display tables
10 working days
Post event
Thank yous!
Day after event
[Select Date]
[Select Date]