a. Gather the database- Who is your target
audience? Do you have their email ids, or mobile nos. or social media ids etc.
b. If not, can you organize it? these are highly manpower intensive, because we
have student volunteer manpower, we are able to do it, yet it was in 2009 we
were able to build database after that it is just refining
c. If it not possible to organize, then check if it is possible to purchase
bulk email extractors etc. they may not be perfect, they also require manpower
to organize things.
d. In parallel, prepare the content for the brochure
e. the mailing list and the brochure should be ready around the same time
f. the mailing list has to be personalized but very difficult if you have large
numbers. We have not been able to do so far.
g. Hit the first round of mailing and repeat the mailing over at least two
iterations.
h. Use professional mass email sender to make job easy. This is first time we
are using one at IBA
g. if possible follow up your catchment areas through phone calls; I've found
this to be with mixed results
h. Try and organize personalized campaign within your city. Visit different
organizations and invite them. In may experience, unless done by faculty or
senior professionals, will have negligible impact
i. as the responses start coming in, be prepared to handle them. any queries
should be responded to in 24 hours or so.
j. Probably run a social media campaign as brand building excercise. We are
attempting it for first time
k. make sure the deadlines are clear; if possible use online platforms like CMT
Microsoft for paper submission. Makes your life lot easier.
l. Prepare banners, standout, certificate designs etc very early to avoid last
minute hassles
m. as the full papers come in, format them in standard order and burn them on
CDs. A manpower intensive job
n. if print proceedings are being released, even more tougher job to get the
papers arranged in standard format, corodinate with printer and ensure they
reach particpants before the deadline
o. Prepare a check list of all requirements at least 2-3 weeks before event.
p. checklist includes requirements for dias like chairs, podium, cloth etc.,
getting ready the venue, making it clean or giving a round of paint etc.
q. also essential are requirements for food, snacks, tea, coffee etc and even
arrangement of water bottles/cans
r. CHecking out the projectors and other sound systems so that IT
infrastructure is in place
s. getting ready the mementoes
t. Checking the guests for their travel plans, and local stay arrangments. book
their tickets and hotels
u. Arrange for local logisitics both for guests as well as participants. Quite
a manpower intensive
v. arrange for deocration of dias and the venue.
w. Prepare the master of ceremonies to be in charge and ensure everything goes
smooth
x. An hospitality team in place to take care of guests
y. Registration team to ensure smooth registration processes. They need to be
given list of all participants and guests so that no confusion happens
z. Schedule be drawn in advance and circulated so program runs smoothly.
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