In this exercise, you will apply the concepts learned in Module 3: Event Organization. The goal is to simulate the organization and logistical planning of a corporate or marketing event. This exercise will help you understand the practical aspects of forming a work team, managing suppliers, designing the event space, coordinating logistics, and planning communication and promotion.

You are tasked with organizing a product launch event for a new tech gadget by a leading technology company. The event will be held in a major city and is expected to attract around 500 attendees, including media, influencers, and potential customers.

1. Formation of the Work Team
2. Management of Suppliers and Contractors
3. Design and Decoration of the Space
4. Logistics and Coordination
5. Communication and Promotion Planning

Form a work team with specific roles and responsibilities to ensure the smooth execution of the event.

1. Identify Key Roles: List the key roles required for the event.
2. Assign Responsibilities: Define the responsibilities for each role.
3. Create an Organizational Chart: Visualize the team structure.

Key Roles and Responsibilities:

• Event Manager: Overall responsibility for the event.
• Logistics Coordinator: Manages transportation, accommodation, and on-site logistics.
• Marketing and PR Manager: Handles promotion, media relations, and social media.
• Supplier Manager: Coordinates with vendors and contractors.
• Design and Decoration Lead: Oversees the event space design and decoration.
• Technical Support: Manages audio-visual equipment and technical setup.

Organizational Chart:

Identify and manage the suppliers and contractors needed for the event.

1. List Required Suppliers: Identify the types of suppliers needed (e.g., catering, AV equipment, furniture).
2. Contact and Evaluate Suppliers: Reach out to potential suppliers and evaluate their offers.
3. Negotiate Contracts: Negotiate terms and finalize contracts with selected suppliers.

Required Suppliers:

• Catering Service
• Audio-Visual Equipment Provider
• Furniture Rental Company
• Security Service
• Cleaning Service

Supplier Evaluation Table:

Plan the design and decoration of the event space to create an engaging and visually appealing environment.

1. Create a Floor Plan: Design a layout for the event space.
2. Select Decoration Themes: Choose themes and color schemes.
3. List Decoration Items: Identify the items needed for decoration.

Floor Plan:

Decoration Themes and Items:

• Theme: Modern Tech
• Color Scheme: Blue, White, Silver
• Items: Banners, LED Screens, Product Stands, Lighting, Flowers

Plan and coordinate the logistics to ensure smooth operation during the event.

1. Transportation and Accommodation: Arrange transportation and accommodation for VIP guests and speakers.
2. On-Site Logistics: Plan the setup, flow of activities, and teardown.
3. Emergency Plan: Develop a contingency plan for emergencies.

Transportation and Accommodation:

• VIP Guests: Limousine service, 5-star hotel booking
• Speakers: Airport pickup, 4-star hotel booking

On-Site Logistics:

• Setup: 2 days before the event
• Flow of Activities: Registration, Welcome Speech, Product Launch, Networking, Closing
• Teardown: Immediately after the event

Emergency Plan:

• Medical Emergencies: On-site first aid, contact local hospital
• Technical Failures: Backup AV equipment, technical support on standby

Develop a communication and promotion plan to attract attendees and generate buzz.

1. Create a Promotion Timeline: Plan the promotion activities leading up to the event.
2. Select Promotion Channels: Identify the channels to be used (e.g., social media, email marketing).
3. Design Promotional Materials: Create flyers, banners, and social media posts.

Promotion Timeline:

Promotion Channels:

• Social Media (Facebook, Twitter, LinkedIn)
• Email Marketing
• Press Releases
• Influencer Partnerships

Promotional Materials:

• Flyers: Digital and print versions
• Banners: For social media and event website
• Social Media Posts: Engaging content with event details

By completing this exercise, you have practiced the essential steps involved in organizing and managing the logistics of a corporate or marketing event. This hands-on experience will help you understand the complexities and challenges of event organization, preparing you for real-world scenarios.

• Formed a work team with defined roles and responsibilities.
• Managed suppliers and contractors through evaluation and negotiation.
• Planned the design and decoration of the event space.
• Coordinated logistics, including transportation, on-site setup, and emergency planning.
• Developed a comprehensive communication and promotion plan.

Proceed to the next exercise, "Exercise: Post-Event Evaluation," to learn how to analyze the success of your event and gather valuable feedback for future improvements.