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- Decide what information you would like to share with your stakeholders/community based on:
- Type of event (is it a roadshow, or a forum discussion, etc.)
- Your audience (business, government, technical community, academics, students, etc.)
- Based on the above, choose the slide decks provided as appropriate.
- Estimate the targeted number of people who would attend your event
- Try to secure a venue at least 4-6 weeks before your event
- Venue locations include partnering schools or office spaces with large meeting rooms; alternatively, Hotels provide function rooms complete with facilities and equipment that can be rented as well.
- Work with your partner/vendor to ensure availability of microphones and projectors for your presentation
- Begin sending invitations at least three weeks before your event
- Always ask for RSVP, so that you can adjust the set up of the room to cater to the number of guests attending if necessary
- Send out a reminder to your guests (including any guest speakers) one week and also one day before the actual event
- Always prepare a Program (i.e., the order of proceedings)
- This helps not only the audience to know what to expect, but for you to manage your time and show flow as well!
- Always check the setup, test the AV and projector system three hours before your event commences
- This gives you lead time to rectify any issues
- Prepare a registration booth to obtain the contact information of your attendees
- This helps you to follow-up with them after the event, and expands your network list of contacts
- Feel free to share your translated slides (in PDF) with your guests!
- Ask for feedback! Several sample Survey templates provided by AP APAC Region were developed and can be downloaded here and here.
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