Event Promotion, Registration, and Execution Workflow

Leverage WhatsApp and email blasts (sent two months prior) using personalized, concise messages and registration links, aiming for around 150–200 WhatsApp sends daily and daily Mailchimp emailers supported by designer visuals Capture registrations automatically, follow up with calls at one month, one week, and one day out, and send confirmation emails while addressing queries. Coordinate all print materials, vendor logistics, and venue setup in the final days, using checklists and AV tech runs. On the event day, manage onsite execution and post-event, consolidate materials, update databases, and send thank-you messages along with photo links.

BULK – To Send BULK Whatsapp Messages
MAILCHIMP: To Send Emailers
CENTRAL DATABASE: To Update all the details of Brands & Agencies, New Contacts,PR Contacts
CHECKLIST: Sheet of Checklist of what do need during events
EVENT PHOTOGRAPHY: Guidelines for photography

Marketing Messages to be sent via WhatsApp/Emailers to the existing Database (Messages to be sent 2 months before the event)

Messages to be sent one month before the event.
Send WhatsApp messages about the event – for example, include the registration link along with a catchy caption and the event logo.
Use a bulk messaging website to send these messages to up to 100 people without needing to save their phone numbers.
Send at least 150-200 messages a day
Emailers are to be sent every day on mailchimp as per the schedule and designs are to be provided by a graphic designer. Verify and ensure the designs are ready beforehand. It's a team effort with the graphic designer and social media team.

Registration Process For Event

Registrations are automatically captured at the backend when attendees registers
Sort the relevant names and provide confirmation.
Call them and confirm for the events (Green-confirmed, Red-Declined)
There will be three rounds of calls (1 month before the event, 7 days before the event, and 1 day before the event.
Arrange the list of names alphabetically
Send a confirmation email to those who are coming for the event
Solve the Queries
Send them the updated agenda

Print Materials

Pre-Event Planning and Coordination

Find New Vendors For Event, Print and Trophies based on the location for - LANYARD,ID CARD SET,MAGAZINES,TENT CARDS,STANDEE,CARRY BAG, GIFTS
Make a comparative study, negotiate and finalize the rates on email
Verify the details with the checklist and add the things required 3 days before the event.
4 Copies of the registration sheet for those who have registered for events (Ensure the font size is readable in the print)
2 copies of the awardee list
2 copies of the script
Ensure to carry a dongle for every event
If possible we can Use QR CODE Registration during event

Venue Details in coordination with the Event team

Click the photo of the hall
Write down where the Stage is going to be set
How many Tables and chairs are going to be there during the event: Cluster or Cluster+ Theatre seating.
Check for the speaker's Lounge
Check the console placement and gifts to be placed.
Ensure the above is masked
Ensure the table tops and chair covers are white or bright in colour and do not use BLACK.
Check the food menu.
Matching Colours Event format.

1/2 days Before The event

Safely transport all packed materials to the venue a day before the event.
Ensure nothing is left behind using a physical checklist (Awards/Gifts/GuestList/IDS/Magazines/ETC.
Cross-check names, designations, and spellings on All necessary things
Keep a count of all items to ensure nothing is missing or duplicated.
Share regular updates and any issues or gaps with the manager.

Inspect the stage, seating, registration desk, and branding placements.
Coordinate with AV and logistics vendors on setup requirements.
Brief the AV team on session timings, transitions, award sequences, and media play.
Run a tech check: Play all AV files/videos on the main screen to ensure everything works smoothly.
Ensure to check with the designer or person in charge of AV that it has a backup in the pen drive and hard drive.
Ensure the sound system and related equipment are verified with the production team (mics, portable mic, flicker etc)

Main Day of the event

Reach the venue early to arrange everything
Verify all the things that were done earlier to avoid last-minute glitches.
Place the tent cards and magazines on the tables according to the seats of the guests.
Keep the gifts, awards at the respective place
Explain to the hostess the process of the registration and give an ID card to the attendees according to their names. Provide the speaker list, Attendee List and Awardee list separately to provide the ID cards as per the lanyard cover.
At the end of the event, collect registration prints from the hostess

Post Event

Ensure that all the magazines, registration prints, trophies, gifts are collected and packed well to take them to the office.
Curate the list of those who attended the event
Check again all the magazines and awards that were not used during the events. Note it down for the records.
Update all the names that had registered and the guest list, also in the central datasheet. Later, update the database of the emailers.
Send thank you messages to all those who attended the event.
Send all the updated sheets and report everything to the manager
Send them a drive photo link to attendees.

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Updated on July 9, 2025