Offering Event Planning Assistance Virtually - Product Launch

OBJECTIVES

The objectives for this project were as follows:

- Making sure all event preparations are in order

- Keeping everyone informed about the event

CONTEXT

Shuffol is an e-commerce site in Zimbabwe. They used to operate as Siya-So but they rebranded to Shuffol and I was brought in to offer virtual event planning support. They had an idea of what they want but they wanted someone with some event planning experience to assist with creating event program, sending out invites, reaching out to event equipment and services providers, receiving event inquiries, sending out reminders and other event details, social media management and strategy, sending out thank you cards and chairing all meetings regarding the event.

PROBLEM

They didn't have anyone with event planning experience in their team and they wanted to make an impressive product launch. The running around they were able to do on their own, but their hands were full and also needed someone to take some of the event planning duties.

ROUTE TO SOLUTION

This is how we got to solve his problem;

1. Got to understand what they wanted to achieve, who they are and the image they wanted people to have.

2. Gathered what they would be able to do on their own

3. Came up with a list of what i would do and what they were supposed to do

4. The work started

We agreed i was to work 2 hours a day and for 5 days before the event i was to work 8 hours a day and 2 hours for 1 day after the event.

LESSONS LEARNT

- Expect the unexpected always

- Communication is critical

- Blame game doesnt work

WHAT I WOULD DO DIFFERENTLY

Convinced the client to invest more into social media marketing for the event

RESPONSIBILITIES

- Creating the event program and sending it out to guests

- Creating the guest list data base

- Sending out invites, event itinerary before the event and thank you cards after the event

- Basic social media management

- Receive event inquiries

- Reach out to event sponsors and partners

- Manage the event equipment and services providers list

- To be the event resource hub

- Chairing all meetings regarding the event

CLIENT

SHUFFOL ZW