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Event Planning Template

Today, most marketers offer the same experience to every website visitor, every time, regardless of their behavior or attributes. And they do it, each month, tens of thousands of times (sometimes much more)—as active prospects and customers visit their site. And that’s a mistake when you think about how much of their interested audience they alienate every day by skipping the chance to speak to them as individuals on their website.

Web personalization is the single activity that marketers can start today to engage your audience and drive revenue. It allows a marketer to identify, segment, and target visitors with specific, personalized messages across their website and over time—making their marketing more effective. This comprehensive, 100+ page guide is full of checklists, charts and examples to help marketers at any level, from beginner to expert, implement effective web personalization.

Download The Definitive Guide to Web Personalization to learn:

  • How web personalization helps marketers drive results
  • How to create a web personalization strategy
  • The types of web personalization
  • What content you need to support web personalization
  • How to test and optimize your web personalization
  • How to measure your success
  • The team and tools you need in order to implement web personalization

Event Planning 3 Month Out Checklist

Timing is everything. How many times have youscrambled at the last minute to confirm a late vendor or source a forgotten speaker? Planning afabulous event takes time. Venues and speakers book a year or more ahead. Starting as early as possible is the key to eliminating stress and headaches not only during the planning process but also as the event draws closer.

The more detailed the event, the more time you need to plan. But starting to plan can seem overwhelming. Don’t stress! We’ve created a handy checklist that will get you started. TheEventzilla 3-6 Months Before Event Checklist will provide guidanceon:

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  • Identifying your needs for the perfect event location
  • Deciding whether sponsors are needed for your event
  • Developing a ticketing or RSVP strategy
  • Planning event promotion, marketing and activities

PR Planning Template

Earned media can be a blessing or a curse. It’s never a sure thing. And it’s difficult (actually next to impossible) to control the tone of a message in news stories or blog posts. However, an impactfulstory from a well-read and respected news source can mean the difference between filling half the house and selling out. Earned media can also extend the life of the event when you invite reporters to attend the event and write about it afterwards.In fact, 70% of marketers say that the most common metric to judge the ROI of an event is the amount of media exposure generated.A good event planner develops and implements a comprehensive public relations strategy that integrates with the event marketing strategyand pushes out interesting story angles that grab attention and induces action. Use this handy Eventzilla PR Planning Checklist to:Earned media can be a blessing or a curse. It’s never a sure thing. And it’s difficult (actually next to impossible) to control the tone of a message in news stories or blog posts. However, an impactfulstory from a well-read and respected news source can mean the difference between filling half the house and selling out. Earned media can also extend the life of the event when you invite reporters to attend the event and write about it afterwards.In fact, 70% of marketers say that the most common metric to judge the ROI of an event is the amount of media exposure generated .Agood event planner develops and implements a comprehensive public relations strategy that integrates with the event marketing strategyand pushes out interesting story angles that grab attention and induces action. Use this handy Eventzilla PR Planning Checklist to:

Download The Definitive Guide to Web Personalization to learn:

  • Plan a PR strategy that starts with event sneak peeks and runs through event follow-up
  • Research and find media partners that would be interested in your story and whose POV appeals to your intended audience
  • Design an impactful media kit
  • Plan an event day PR strategy
  • Measure PR success

Event Planning 3 Week Checklist

Your event is less than a month away and things are ramping up. Planning time is over. It’s time to confirm details including venues, vendors, speakers, staffing, and more. It’s also important to make all outstanding decisions now while you have time to handle any unexpected curve balls.

Handle the details but don’t stress the small stuff. Use a checklist to cover your bases and keep track of everything. The Eventzilla 3 Weeks Before Event Checklist will help you to:

Download The Definitive Guide to Web Personalization to learn:

  • Confirm all venue details
  • Create the event day strategy (set up, run of show, tear down)
  • Confirm all critical partners including sponsors, staff, volunteers and media
  • Confirm and/or order event day details including activities and materials

One Week Before Event Checklist

Time is ticking away. It is one week until the event. The planning may be done but there are still a million details to deal with. It’s go time! The most effective event planner will use this time to triple confirm everything so that you and your partners are going into event day with clear expectations and open communication. Use the Eventzilla One Week Before Event Checklist to ensure that you:

Download The Definitive Guide to Web Personalization to learn:

  • Re-confirm all venue needs and the event day plan
  • Review and update the event marketing and promotional plan
  • Review and re-confirm the event day run of show
  • Finalize event follow-up plan

Event Speaker Comparison Sheet

Every speaker brings something different to the table. Aside from subject matter and expertise, speakers can vary in tone, delivery, handouts, presentation and more. There can also be a wide margin between speakers when it comes to name recognition. All of these details should be considered when researching and choosing a speaker.

Use this handy comparison sheet to document speaker attributes as you do your research. It will help you make a more informed decision. The Eventzilla Event Speaker Comparison Sheet will assist you in comparing and contrasting speaker details such as:

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  • Past speaking experience
  • Presentation and handout needs
  • Travel needs and expenses
  • Event rider
  • Cancellation policies and deadlines

One Day Before Event Checklist

It’s almost the big day! The most organized event planner will have at least one minor (hopefully) freak out on this day about something misplaced or forgotten or cancelled. Never fear, that’s normal. To minimize the stress, use this handy checklist to keep track of details. The Eventzilla One Day Before Event Checklist will help you to:

Download The Definitive Guide to Web Personalization to learn:

  • Conduct a walk-through at the event venue
  • Do any last minute marketing or media push
  • Review and update ticket sales and RSVPs
  • Ensure all event materials, fixtures and equipment are in place

Social Media Planning Template

These days, we document our entire lives on social media. Meals, shopping hauls, our kids’ accomplishments and of course, events we attend. Having a solid social media strategy for your event is not only smart, it’s mandatory.In fact, 61% of event planners reported using social media to promote their events .Your guests expect to see an event promoted via Twitter or to RSVP for an event through Facebook. They also plan to invite friends or ask you questions via these digital platforms. You need to be ready to handle these interactions. Since social mediahappens in real time, it is the perfect platform to engage guests and update media during the event. It’s also a great way to thank partners and follow up with media after the event.

The power of social networks cannot be denied. Be ready to engage. Here is a sample checklist to help you prepare your social media strategy for your next event. The Eventzilla Social Media Planning Checklist will help you to:

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  • Decide which social media platforms are best for your event and your guests
  • Write messaging that highlights your event strategy and marketing goals
  • Create digital graphics that are visually appealing and impactful
  • Develop a content calendar that starts withevent sneak peek and runs through event follow-up
  • Plan a listening and engagement strategy for each social media platform

Venue Site Inspection Comparison Sheet

An event can be memorable for the wrong reasons. One very common yet avoidable reason is an inappropriate venue. Whether the venue is too big, too small, in a bad location or has no parking, bad lighting, or bad food, all are event details that can derail an otherwise stellar event. Determining your essential event venue needsis important to planning an event that is memorable for the right reasons.

The best way to do this is to compare and contrast potential venues by doing in-person site inspections. During these inspections, ask a list of pre-determined important site detail questionsand document whether or not each venue can accommodate each critical need. The Event Venue Site Inspection Comparison Sheet will record these important details for further review:

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  • Location accessibility
  • Venue and room(s) capacity
  • Food and beverage/Equipment and fixtures
  • Staffing
  • Cancellation policies and deadlines
  • Venue and incremental expenses

Event Day Checklist

Lights on, curtains up! Event day is here. There are a million details to attend to and a lot of people and things to organize. Even with a motivated team and a comprehensive Run of Show, a productive event planner will arm themselves with a loaded clipboard full of notes and checklists. This Event Day checklist will get you started. Use the Eventzilla Event Day Checklist to:

Download The Definitive Guide to Web Personalization to learn:

  • Ensure all event staff, volunteers and vendors are supported during set-up and ready for the event at start time
  • Ensure all event materials, fixtures and equipment are in place and used effectively
  • Document the event set-up and activities for real-time promotion on social media
  • Conduct a final walk-through before event starts
  • Enjoy your well-planned and exciting event!

Event FollowUp Checklist

The event may be over but your work is not done. A successful event planner has a comprehensive follow-up plan that will ensure your partners are satisfied, your guests want to return for another event and ultimately your event is just the first of many successes. Effective follow-up will make planning your next event that much easier. Use the handy Eventzilla Event Follow-Up Checklist to:

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  • Measure event success using conversion, expense and reach metrics
  • Solicit, collect and analyze guest, partner and vendor feedback
  • Collect and update critical event data including guest contact information
  • Reconcile finances

Event Budget Worksheet

The basics of budgeting does not change whether you are budgeting for your family or for an event. In all cases, income minus expenses equals profit. The details that change are the amount of money invested in the budget and the expected outcome. A recent survey found that 36% of event planners spend most of their budget on the venue and 34% spend most on catering . With venues and/or catering taking most of your budget, you can see how important it is to track your budget dollars carefully to ensure financial success. Don’t leave anything to chance.

Use a tool such as thisBudget Worksheet to record all transactions, not just actual transactions but budgeted and expected transactions as well. The Eventzilla Budget Worksheet will help you to:

Download The Definitive Guide to Web Personalization to learn:

  • Forecast, budget and track not only ticket sales but also sponsorship dollars and other income sources
  • Forecast, budget and track all event expenses
  • Calculate a comprehensive return on investment after the event is over

Workshop-checklist Template

Information is power. The right information can inspire support, awareness, advocacy or action. You may haveattended workshops in which you hoped to gain knowledge that also inspires. Most likely, sometimes that happened and sometimes it did not. What was the deciding factor? In general, a workshop is a single day event designed to present practical skills, techniques, data or ideas. If executed correctly, a workshop can be an effective way to inform, educate and ultimately engage a large group of people.

Workshops can be planned around themes related to business, community, causes, education, life skills or countless other topics. The details of the workshop may vary but the outcome is always the same, spreading the power of information. Use our Eventzilla Workshop Checklist to plan a successful workshop including tasks such as:

Download The Definitive Guide to Web Personalization to learn:

  • Identifying the ideal audience
  • Choosing the best workshop theme
  • The types of web personalization
  • What content you need to support web personalization
  • How to test and optimize your web personalization
  • How to measure your success
  • The team and tools you need in order to implement web personalization

Customer-acquisition-checklist Template

Events can be informative, inspiring, educational or just plain fun. They can also be great strategies to raise money or to build brand awareness. But it’s important to remember that none of these things will happen if no one shows up to an event. Guests are the one element that every planner needs in order to ensure an outstanding event, no matter how success is measured.

Smart event planners spend just as much time developinglong term event guest acquisition strategies as they do choosing venues and speakers. Use the Eventzilla Customer Acquisition Checklist to build a successfulcustomer acquisition strategy by focusing on:

Download The Definitive Guide to Web Personalization to learn:

  • Defining your guest sales funnel and the goals attributed to each step
  • Building personas for each type of potential guest
  • Developing a strategic engagement plan for each personal
  • Designing impactful guest acquisition messaging

Fundraiser-checklist Template

Successful fundraising events are the backbone of most nonprofit organizations. Whether the organization is large or small, donations collected at fundraising events help keep the doors open. While these events are important, the planning is often relegated to volunteers or non-marketing associates. For these untrained folks, it can be difficult to know where to start. Even for seasoned event pros, planning a large fundraiser can be daunting. Use this simple step-by-step checklist to organizeyour next fundraiser. The Eventzilla Fundraiser Checklist will help you to:

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  • Identify your fundraising goal
  • Develop your fundraising plan
  • Choose an event format and theme
  • Set an event budget
  • Plan event day timeline including setup and activities

Race-checklist Template

Runners train for weeks and months before running a race. So must a race event planner work for weeks and months to plan a successful race. There are many important details to consider including location, sponsors, marketing, promotion and fundraising. These days you also need to think about the health and safety of both runners and race watchers, as well as adding entertainment, vending and giveaways. There could be city or county legislations to be aware of, liability issues to insure and travel details to manage. It’s a lot to consider. But the best results of all this “training” is a spectacular event. Use the Eventzilla Race Checklist to break it all down into manageable tasks that includes:

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  • Choosing a race format and theme
  • Identifying a fundraising goal and setting a budget
  • Choosing a race location
  • Planning the registration process
  • Developing race day setup and timeline

Reunion-checklist Template

One might think that planning a reunion would be an easier event planning task since the planner knows all of the guests. But think back to the last family gathering you attended. Was everyone happy? Most likely that answer is no. Whether the reunion is for family, a class group or just a group of old friends, a shrewd planner will start planning early enough to solicit feedback from as many guests as possible in order to mitigate potential conflict and unrest. Reunions should be nostalgic and fun, not stressful! The Eventzilla Reunion Checklist will help you to:

Download The Definitive Guide to Web Personalization to learn:

  • Choose areunion format and theme
  • Choose an event venue
  • Plan the RSVP or ticket sales process
  • Set an event budget

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