PlanetConnect> 7 Steps to a GREAT EVENT

7 Steps to a Great Event

Step 1: Client-Focused Service
Before the Event:
Listening to our clients is always Step 1. We take our relationship with our client very seriously. We listen to your needs and work to provide you with the event that best supports the strategic direction and budget of your organization.

During the Event:
No event is complete without the human support required by everyone involved. PlanetConnect will:

Provide an Inbound Toll-free Phone Number, along with Fax and Email Access for Registrants.
Provide Outbound Telemarketing to Remind Attendees about the Event.
Provide PlanetConnect Staff Support through Every Step of the Event.

After the Event:
We walk you through every step of the way. After the event, we hold debriefings with you. Conference evaluations are completed, tabulated and reported so you can assess the success of this event and plan for the next with confidence.

Client support is what PlanetConnect is all about.

Step 2: Event Design and Content
We partner with our clients on their event design, which includes creating a compelling overarching theme, identifying appropriate speakers and selecting presentation content. We can also create daytime and evening activities to enhance the event, and find internal sponsors to ensure top-level support to guarantee the success of the event.

Step 3: Logistics and Conference Management
PlanetConnect handles pre-show logistics along with conference and meeting management for you. For most events, that includes:

Locating the Venue(s) and Reserving Meeting Space.
Managing Contract Negotiations.
Booking All Audio/Visual Requirements.
Managing and Preparing Signage and On-site Promotions.
Determining Catering Needs.
Inviting Identified Speakers.
Arranging Appropriate Courses and Tutorials.
Creating Pre- and Post-conference Surveys and Reports.
Coordinating Steering Committee Meetings.
Developing, Producing and Distributing Event Proceedings.
Developing the Event Schedule.
Directing All Hotel and Exhibit Operations.
Supervising Hospitality and Catering.
Organizing Special Events.
Providing All Event Staff, including Security.
Supporting Registration Requirements.

Step 4: Exhibit and Sponsorship Sales and Management
Creating a trade show as part of your conference can provide attendees with one-stop comparison shopping for products and services required for their organizations. Exhibitors will provide demonstrations, tutorials and one-on-one meetings to explain the value of their products and how they integrate into your plans. PlanetConnect will:

Identify, Contact and Sell Space to Appropriate Exhibitors to Showcase Products and Services.
Manage Floor Design and Layout.
Manage Set-up and Tear-down of Exhibit Booths.
Provide On-site Event and Exhibition Management.
Obtain Appropriate Exhibitor Sponsorships to Enhance the Event.

Step 5: Technical Management and Online Services
The heart of most events is excellent technical management. Demonstrations require it; presenters expect it; attendees appreciate it. The following describes some of the areas in which PlanetConnect has used the power of technology to enhance events for its customers:

Speaker Management — All speakers' PowerPoint* presentations are organized on a server for show production. Splash screens are integrated with presentations for smooth transition. Speakers are given control of their talks, if they choose, with a wireless mouse so they are not tethered to the computer during a talk. The moderator or speaker no longer has to be concerned about the logistics of presentation day. The final, updated version of each talk is provided on CD-Rom after the event.

Online Registration — PlanetConnect can create a Web-based registration system with regular reporting capabilities that puts the meeting manager in charge. Our systems are customized to each meeting's needs.

Attendee Tracking — Our hand-held PDA technology easily tracks each individual as he or she enters and leaves a seminar room–often a requirement for training meetings.

Email Stations — While attendees are in their meetings, contact with customers is "on hold." PlanetConnect can set up email kiosk stations at any event so attendees don't have to leave the event to catch up on email.

The Virtual Show — An added benefit for any meeting is capturing the key speakers via audio and video so this information can be shared with colleagues who were unable to attend the event. We can integrate the audio with the PowerPoint presentations and place the digitized content on the Web, within the corporate firewall, to share with all, 24/7.

Showcases — "Showcases" created by PlanetConnect for your internal company products, services and even company Web sites are a key attraction at many events. These showcases are often held in conjunction with a training meeting. We provide the high-speed Internet access and equipment—and create a great environment for personal networking and learning through the addition of food and entertainment.

* PowerPoint is a registered trademark of Microsoft Corp.

Step 6: Technical and Non-Technical Training
Many conferences and trade shows begin or end the week with training very targeted to the audience and the theme of the event. PlanetConnect provides technical and non-technical instructor-led classes at the conference site. These classes are 1-5 days in length and are updated regularly. Topics for an event with an IT theme might, for example, focus on the needs of Web designers, developers, Internet marketing managers, public relations managers, writers of corporate technical documents and Web content and usability experts. Whatever the topic, you support your associates and enhance your event by providing education and training in addition to the conference or seminar you are planning.

Step 7: Event Marketing
Whether your event is for associates within your company, or focused on customers and/or suppliers, marketing is essential to ensure attendance and to manage expectations. PlanetConnect will work with you to create a targeted marketing campaign by:

Designing, Printing and Distributing Marketing Collateral.
Obtaining Appropriate Mailing Lists for Snail Mail and Electronic Mailings.
Preparing and Distributing Electronic Messages.
Creating and Distributing Direct Mail Pieces.

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