People instinctively know the difference between a ho-hum event and one that's compelling, thought-provoking, and has that certain “wow” factor.
Our ChangeitUP Events Proven Process is exactly the key to producing an event like this ... one that has that je ne sais quoi and that your attendees will want to tell their friends and colleagues about.
To see what we mean, continue reading to learn exactly how we’ll take you from inception to launch.
In every single way ChangeitUP Events met our expectations and changed the museum events Industry!
Michael Harris
Project Director, GlaxoSmithKline, Inc.
1. Partner/Client Vision Consultation
At this initial meeting, we'll explore lots of questions i.e. What's your event's purpose? What energy do you want it to have? What do you want your attendees to take away afterward? We'll help you define your event's overall goals, objectives, timeline, budget, and requirements.
2. Proposal & Agreement
ChangeitUP Events will deliver to you a detailed proposal that outlines your event's full scope of work and all services we will provide including project needs, event concept, budget breakdown, timeline, and deliverables. Your budget breakdown will include items like your venue, catering needs, decor, entertainment, and agency fees.
Once all parties have signed the proposal, we'll formalize a working agreement.
1. Concept & Theme Development
Our technical, creative, and management team will assist you in developing a unique theme, style, and brand for your event that aligns with your overall goals and target audience. We'll design all event collateral including signage, stage setup, and decor. After a preliminary review, we'll complete any necessary changes to reach final approval.
2. Venue Selection
We will scout out, research, and finally recommend suitable venues that match your event's concept, size, type, location, and budget. We'll work with your chosen venue to negotiate a contract and secure booking.
3. Vendor Management
We will source and manage all vendors including caterers, decorators, AV technicians, photographers, and entertainers. We'll meet personally with each vendor to review expectations and responsibilities for your event's specific concept and requirements.
4. Marketing & Promotion
We will develop a marketing strategy that will allow us to generate buzz and attract attendees for your event. We'll manage all advertising and outreach initiatives including email marketing, social media, and PR. Additionally, if needed we'll identify and secure sponsorships and partnerships to support event funding as well as negotiate sponsorship agreements and deliverables.
5. Registration & Ticketing
If applicable, we'll set up an efficient registration and ticketing system for your event as well as monitor registration and ticket sales, providing customer support as needed.
1. Onsite Labor Management
We'll coordinate all necessary labor required at your event including setup, teardown, transportation, and security. We'll verify that all equipment and materials are in place for the vent and also manage production schedules and rehearsals if needed.
2. Attendee Engagement
We'll orchestrate and execute attendee engagement activities such as networking, contests, giveaways, or interactive experiences.
3. Entertainment & Programming
We'll arrange all entertainment, keynote speakers, workshops, and any other program elements, additionally verifying that the program aligns with your event's theme and overall objectives.
4. Food & Beverage Management
We'll collaborate with catering services to design your event's menu, taking into account any dietary preferences or restrictions of your attendees. We'll also oversee food and beverage service during the event.
1. Live Event
On the big day, we'll oversee your event and quickly address any unexpected issues that may arise to ensure a smooth experience for attendees. Additionally, we'll manage all vendor contracts and verify that all services are delivered as agreed in contracts.
2. Feedback & Evaluation
After your event, we'll provide you will all relevant post-event data including user activity and feedback from attendees and stakeholders. Our goal is to assess your event's success in tangible terms and also improve things for future events in whatever ways we can.
We'll also settle all vendor invoices and provide a comprehensive financial report to you. We'll archive all event-related documents and data for future reference.
3. Documentation & Debriefing
We'll deliver a final document to you that covers production, successes, challenges, and lessons learned. There will be a debrief with our management team to review the event and discuss any areas of potential improvement for the next time around.