Objective:
Conference Producer SOP ensures a seamless experience for speakers, partners, and attendees. From speaker identification and structured outreach to personalized coordination and post-event follow-ups, every step is meticulously planned. We prioritize strong industry connections, curated panel discussions, professional communication, timely follow-ups, and brand collaboration through thoughtful gifting. Visual documentation, feedback, and relationship building form the backbone of our event success strategy.
Team Involved:
Conference Producers, Operations team
Pre-Event Phase
Speaker Research & Identification
- Target Profiles: Founders, VP, C-suites, HODs in Mumbai, Delhi, South India.
- Brands: Creative agencies and relevant companies.
- Sourcing: Use Apollo and LinkedIn to validate speaker profiles.
Outreach Preparation
- Tools: Mail Merge for email invites (20/day); use calls and WhatsApp for follow-ups.
- Data Collection: Create Google Form + Sheet to collect and track:
- Speaker name, designation, company, email, phone, LinkedIn
- Status (Hold/Confirmed/Pending), communication notes, image, logo, past topics
Outreach & Follow-Up
Emails
- Send invite + event details (panel, time, venue, confirmed speakers).
- Follow up 2–3 times via email, call, and WhatsApp.
WhatsApp Follow-up
- Short message with event summary after initial email.
Upon Speaker Confirmation
- Calendar Invite: Include topic, time, venue, link, and CC event manager.
- Website & Agenda Update: Within 1–2 days.
- Speaker Briefing: Share agenda, talk points, panel info via WhatsApp group.
- Ask for the biodata from the speakers and their PR/Corp Comm for the introduction in the event.
During the Event
- Coordination: 20–25 min pre-panel reminders, ID cards, agenda, AV check.
- Logistics: Ensure gifts are in place; inform photographer to capture gifting moments.
- Professionalism: Thank-you note within 2 days + feedback form via email/WhatsApp.
Post-Event Activities
- Image Sharing: Upload to Google Drive, share link & selected images in group.
- Feedback Collection: Within 2–3 days via form + thank-you note.
Gifting Opportunity
- Brand List: Create a list of 80–100 (FMCG, skincare, candles, snacks).
- Outreach: Gather contact info, send collaboration emails.
- Deliverables: Share agenda, highlight social media features, website mentions.
- Execution: Confirm gift receipt, share images with the partner.
Visual Documentation
- Photography Checklist: Gift bags, banners, podium branding, gifting moments.
- Media Package: Share images with partners + thank-you note and event hashtag.
- Srikanth Rayaprolu (10 July 2025)
- Srikanth Rayaprolu (10 July 2025)
- Neha Mehta (10 July 2025)
- Neha Mehta (10 July 2025)
Add Your Heading Text Here (10 July 2025)
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