Objective:
- This SOP outlines the end-to-end creative and AV workflow for an event, covering branding, social media, on-ground design, AV execution, and post-event media. All assets must follow a unified color theme, use a structured folder system, and be backed up centrally.
Team Involved:
- Social Media Team, Content Team, PR Team, Conference Producers, Operations Team (Adtech Today)
Important Note
- All the designs to upload on Google Drive so everyone can access it and have a physical backup
Tools / Platforms Used:
- Pinterest - For moodboards and visual inspiration (branding, event setups)
- Adobe Photoshop - For static social creatives and banners
- Adobe Illustrator - For logo design, vector art, and print materials
- Canva – For templates, social media graphics, and quick-turn emailers
- Adobe Premiere Pro – Main tool for editing teaser videos, promo films, and wrap-ups
- Adobe After Effects – For animation, and visual effects
- Microsoft PowerPoint – For keynote, speaker, and awards presentations
- Mailchimp / MoEngage / Sendinblue – For email newsletters and thank-you campaigns
- Gmail / Outlook – For internal communication and signature units
- Google Drive – Centralized storage for assets, documents, presentations, and videos
- Google Chat – For team coordination, quick updates, and file sharing
- WhatsApp – For on-the-go communication with vendors, speakers, and the on-ground team
Pre-Event
1. Event Branding
- Task: Design the event logo
- Output: PNG, JPG, PDF formats
- Deadline: 2 days
2. Intro Creatives & Video
- Task: Create launch materials for social media and internal promotions
- Deliverables:
- Social media static creatives (1920x1080) – minimum 3 variants
- Email newsletter designs (800x2000) – minimum 3 variants
- Short event teaser video (15–30 seconds) (1920x1080)
- Working agenda design
- Awards logo design (if any)
- Awards logo animation (if any)
- Note: Final templates should be ready 2 months ahead
3. People Introduction Series
- Speakers Introduction
- Task: Create speaker profile creatives
- Format:
- Social static creative (1350x1080)
- Email newsletter
- Format:
-
Optional video snippet (1920x1080)
Details to Include: Name, title, company, discussion topic, sponsor branding
Includes: Announcements for speakers, sponsors, awards, categories, panel discussions, keynote speakers, and founders
4. Awardees Introduction
- Task: Create spotlight creatives for each awardee
- Format: Social creative + newsletter
- Details to Include: Award category and professional highlights
- Attendees Announcement (If Required)
- Task: Highlight notable attendees (for premium invitees)
- Format: Minimal profile creative or group mentions via newsletters
5. Print On-Ground Designs
- Deadline: All final designs to be ready 1 month before the event
- Deliverables:
- Standee designs: 31 x 72 in / 2.5 x 6 ft
- Media wall: 8 x 8 ft
- Podium branding: 2 x 4 ft
- Registration desk branding:
- Front: 12.5 x 2.5 ft
- Sides: 3 x 2.5 ft
- Stage skirting: 22 x 1.5 ft (with 10 ft gap in between)
- Photobooth: 8 x 8 ft
- ID cards: 900 x 1200 px
6. Final Promo Video
- Task: Create a full promotional video (30 sec – 1 min)
- Includes:
- Logo animation
- Clips/photos from past events
- Speaker and panel highlights
- Deadline: 4 days
7. Digital On-Ground Designs
- Email Signature Unit: 500 x 150 px (Including Logo, Sponsors & Partners and Event details)
- Side screen loops: 320 x 640
- LED screen content:
- Full screen: 1920 x 640
- Centre: 1280 x 640
- Side screens: 320 x 640
8. AV Presentation
- Task: Create main event presentation and awards-specific AV (PPT or video format)
- Includes: Slide designs aligned with the event agenda and timeline
- Deadline: Final output ready 1 month ahead
On-Site Execution
1. Venue Trial Run
- Task: On-site visual and AV testing (1 day before the event)
- Checklist:
- LED screen test
- Audio-video sync check
- Full presentation walkthrough
2. Event Day Responsibilities
- Checklist:
- Arrive 3 hours before event start
- Re-test AV and presentations
- Monitor ongoing media presentation (if required)
- Coordinate with emcee for media cueing
Post-Event
Note: Pre-design as many templates as possible at least 1 week in advance.
1. Thank You Campaign
- Task: Create and send thank-you creatives and newsletters
- Audiences:
- Speakers
- Awardees
- Attendees
2. Event Footage Segregation
- Task: Organize all video clips into categories:
- Panel discussions
- Individual speakers
- Awardee moments
- Crowd reactions / byte-rolls
3. Final Wrap-Up Video
- Task: Produce a 1–2 minute highlight video
- Includes:
- Best moments
- Key highlights
- Thank-you message
- 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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