Overall Process for Our Events in Person
Decide to have the event. What type of seminar, possible dates, possible locations.
Research hotels or event centers in the chosen location. Consider these items: proximity to airport, freeway access, proximity of restaurants (in hotel or within walking distance), other hotels nearby, AV equipment available, wifi access, whether or not atmosphere is conducive to our customers. (If applicable, is a vaccine card or mask required?)
Contact venue for more information as needed. Check on requirements for meeting space, catering, and sleep rooms. Negotiate details of the contract. When the contract is received, review it carefully. If it is acceptable, sign it and follow up to ensure that the venue representative signs the contract also.
Go to Zoho > CRM > Events > Events/Seminars.
Click on blue button Create Event and fill in all fields and save to keep a record of the future event. Add to this item as you receive more information. Details include venue, contract, sleeping room requirement, catering requirement, AV needs, room set up needs, promo code and offering.
Use Notes field for hotel accommodation info.
Use Attachments field for all files related to the event, including a contract, expenses, and presentation materials, etc. (See example.)
Create ticket, registration, calendar post.
Marketing includes newsletter, social posts, emails, Facebook live, etc.
Prepare sales table supplies, including banners, name badges, square readers, office supplies, and tablecloths.
Order any product from the warehouse which will be sold during the event, and have it shipped to the venue. See instructions at: https://discoverhealing.screenstepslive.com/m/117453/l/1697290-how-to-track-physical-products-shipped-to-an-event
Assign staff members to work the event and make arrangements for travel and lodging.
Make sure there is sufficient cash in the cash box.
Order flower arrangement (if desired).
Arrange for staff and presenter to have lunch at a near restaurant or use catering through the venue.
Check in the day before. Check meeting room and approve set up.
Remind the venue representative about supplying water during the event.
Find out who is the main contact person for needs during the event.
Pick up the shipped product.
Find out who is the contact person for AV needs and when that person will be in the room in the morning before the event starts.
The morning of the event, check the room set up. Chairs should be theater style with ample space between rows. If there is a VIP section, designate that section. Place sales table at the back of the room with chairs for staff. Just outside the event room, place a check in table with chairs. Place displays or banners on stage / near check in table as appropriate.
Check the AV set up.
Only put out shipped product that will be sold once staff is at the sales table to watch it. (This is usually after the event begins.)
Prepare for the check in process. Get name badges ready in order to find easily.
Place flowers on stage (if they have been ordered).
Place water on stage for the presenter.
Check in guests at the table outside the event room using discoverhealing.com separate instructions.
Here is a link to the instructions for the Attendee Check-in Process:
https://discoverhealing.screenstepslive.com/m/117453/l/1696929-attendee-check-in-process
Introduce presenter. Ensure presenter has water available.
If lunch for everyone is considered "on your own," make lunch arrangements for staff and presenter ahead of time.
Someone will be assigned to stay to watch the sales table, or the room needs to be locked.
Talk with customers about purchasing products. Ask if they have questions. Ask if they need help.
Encourage them to place their own order on their own device for digital sales (certification programs). If they really do need help placing their order, you can switch into their account temporarily to place the order for them. Here is a link to instructions on how to do that:
https://discoverhealing.screenstepslive.com/m/70691/l/1696946-how-to-switch-into-a-customers-account
Use square readers for physical product sales from the sales table.
Continue to assist customers with orders as needed.
Pack up all supplies and banners. If Brad brought any of his own AV equipment, be sure it gets packed up.
Take inventory of physical items left over.
Do not count money at the event in front of people. Turn cash box over to Events Coordinator.
If applicable, set menu prior to the event. Before dinner, check the room where the dinner will be held and the meal to be provided.
As guests arrive, staff checks lanyards/ wristbands/ name badges at the door. Staff mingles with VIP guests.
If there is not a photographer, be willing to help take pictures for them with their phones.
You are done. Great job!