10 STEPS TO THE PERFECT WINTER EVENT

Why have an event or promotion during Winter?

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There are less events & promotions taking place during this time of year.

You won’t be competing against festivals, parties or other planned launches.

The cost of holding something during this time is usually cheaper.

Consumers prefer to get out of “hibernation” mode but they need a great incentive to do so. A fun and entertaining event or promotion can be just the thing.

STEP 1: TEAM • • • • •

Have you organised your team?

How many people do you require to hold your event or promotion?

Do you require bar staff, alcohol, on premise license's?

Who will be training and supervising your team?

Do you require additional security or support?

STEP 2: CONCEPT • • • • •

What is the overall idea of the event or promotion?

Will it be fun and engaging? Or will it be sales focussed?

Does your event or promotion require a theme?

Are you looking to launch a new product or sales special?

Will there be tonnes of freebies to giveaway?

STEP 3: ENTERTAINMENT • • • •

Will you have a guest speaker or special host?

Do you require performers or promotional actors?

Will you be having a live band, a DJ or a professional act?

Have you organised all the uniforms, equipment and support material?

STEP 4: GUESTS • • • • •

Who do you want to attend your event?

Have you sent out “Save the date” invites?

What facilities will you have available for your guests?

Do you require separate hosting facilities for different guests?

Who will manage the guests upon arrival and if anything should go wrong?

STEP 5: SUPPLIERS • • • • •

Do you need to hire any external equipment?

Have you ordered enough catering and drinks for all guests?

Are your suppliers happy to setup your equipment for you?

Do you require any additional health & safety licenses?

Will you need to source any engineering certifications?

STEP 6: VENUE • • • •

Have you been to your venue before?

Is the location easy to find, will your guests require a map?

Are their any restrictions with regards to branding inside or around the venue?

How much space do you have for your activation?

STEP 7: PRODUCTS • • • • •

Will you be showcasing any products?

Do your products require stands or power?

Will there be someone on hand to talk to guests about your products?

Are you going to supply any goodies or freebie products?

Do you require any informational handouts about your products?

STEP 8: BRANDING • • • • •

What type of branding will you require?

Are there any guidelines or restrictions?

What timeframe do you have to setup all your branding?

Are there any large screens or banners?

Will there be stickers, pop up banners, social cards, or branded gifts?

STEP 9: BUDGET • • • • •

What budget have you been allocated?

Will you be able to work within this budget?

Do you have to pay for certain things before the event or promotion takes place?

Have you completed a budget spreadsheet?

Are there going to be any delays with regards to payments?

STEP 10: CAPTURE CONTENT • • • • •

Have you arranged a photographer?

Do you have budget for a videographer?

Are there any approvals that need to happen?

How quickly do you require content or footage?

Will you be able to make any edits to any of your photos or videos?

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