Objective:
This SOP outlines the complete creative and AV workflow for an event, from pre-event branding to post-event media. It includes designing the event logo, social media creatives, teaser videos, speaker and awardee introductions, and final promo videos. Key print materials like standees, media walls, and LED screen content are to be delivered one month before the event. On-site responsibilities include AV testing, presentation checks, and live coordination. Post-event tasks cover thank-you campaigns, footage organization, and final wrap-up videos. All assets must follow a unified color theme, be stored in a centralized backup, and follow a structured folder system for easy access and updates.
Team Involved:
Social Media Team, Content Team, PR Team, Conference Producers, Operations Team (Adtech Today)
Important Note:
Create a Centralised Backup Drive & share with the Manager
Color Theme:
Should be Maintained throughout all the creatives & Videos (Mostly Avoid Dark shades)
PHASE 1: Pre-Event Planning
1. Event Branding
- Task: Design the event logo
- Output: Event logo in all required formats (PNG, JPG, PDF)
- Deadline: 2 days
2. Intro Creatives & Video
- Task: Create initial event launch materials for social media & internal promotions. (Final templates should be ready 2 months ahead)
- Social media static creative - min 3 Variants (Instagram, LinkedIn)
- Email newsletter design - min 3 Variants (intro about the event)
- Short event teaser video (15–30 sec)
- Working Agenda
- Awards Logo Design (If any)
- Awards Logo Animation (If any)
PHASE 2: People Introduction Series
3. Speakers Introduction
- Task: Create speaker profile creatives - 3 Variants (Final design ready 2 months ahead)
- Format: Social static creative + email newsletter + optional video snippet
- Notes: Include name, title, company, topic of discussion
- Brand presence on collaterals, panels, booths, etc.
- On-ground and digital deliverables
- Social Media Announcements
4. Awardees Introduction
- Task: Create spotlight creatives for each awardee
- Format: Social creative + newsletter
- Notes: Include award category & professional highlights
5. Attendees Announcement (If required)
- Task: Highlight notable attendees (for premium invitees)
- Format: Minimal profile creative or group mentions in newsletters
PHASE 3: Main Event Collaterals
6. Print & On-ground Designs
- Deliverables: (The Final designs should be ready at least a month ahead)
- Standee designs (31 x 72 inches, 2.5/3 x 6 ft)
- Media wall design (8 x 8 ft)
- LED screen content (1920 x 640 Entire Screen) (1280 x 640 Centre screen) & (320 x 640 Side Screen)
- Podium branding (2 x 4 ft)
- Registration desk branding (12.5 x 2.5 ft) (3 x 2.5 ft sides)
- Side screen loops (320 x 640 res)
- Stage Skirtings (22 x 1.5 ft - leave 10 ft gap in between)
- Photobooth (8 x 8 ft)
- ID Cards (900 x 1200 px)
7. Final Promo Video (Final Render 2 Months Ahead)
- Task: Create a full promotional video (30 sec – 1 min)
- Includes: Logo animation, clips/photos from past events, speaker highlights
- Deadline: 4 days
7. AV (Final output 1 Month Ahead)
- Task: Create a PPT Presentation for AV, different AV for the Awards Section (Video AV if required)
- Includes: Slide designs according to the event Agenda Timeline
- Deadline: 2 days
PHASE 4: On-Site Execution
8. Venue Trial Run
- Task: Test all visual and AV assets on-site (1 day prior to the event)
- LED display test
- Audio-video sync check
- Presentation walkthrough
9. Event Day Responsibilities
- Arrive early (3 hours before)
- Re-test AV and presentation
- Monitor ongoing media presentation (if required)
- Coordinate with host/emcee regarding media cues
PHASE 5: Post-Event Content
Note: Designs should be ready on the next day, if possible create the templates and keep beforehand - 1 week ahead
10. Thank You Campaign:
- Task: Create & send thank-you creatives & newsletters
- Audience:
- Speakers
- Awardees
- Attendees
11. Event Footage Segregation
- Task: Organize video clips based on:
- Panel discussions
- Individual speakers
- Awardee moments
- Crowd reactions/Byte-rolls
12. Final Wrap-Up Video
- Task: Create a dynamic summary video of the full event (1–2 min)
- Includes: Best moments, highlights, thank-you message
Ongoing Best Practices
- Maintain a master folder structure for each event (LOGO / CREATIVES / VIDEO / PRINT / FINAL OUTPUT).
- Save editable files for quick changes.
- Use templates for newsletters and social posts to save time.
- Keep a checklist for each phase to track completion.
- Always have a backup of AV files on a separate drive for the venue.
- 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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