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DRAFT RENCANA VIRTUAL EVENT

Menjadi Event Planner Sukses Tanpa Stress

Tanggal Rencana:
Oct 28th, 2022 - Oct 27th, 2023

Latar Belakang

Berdasarkan US Recruitment Site: Careercast, event planner/EO menempati 5 pekerjaan paling stress di seluruh dunia. Mengapa? Karena kita harus menangani berbagai hal dari pre sampai post-event, beserta koordinasi dengan internal tim, external partner, sponsor, dan bahkan peserta event.

Terkadang meskipun event telah direncanakan dengan baik, masih muncul masalah tak terduga. Belum lagi dengan resesi, banyak brand yang mengurangi budget marketing. Ini membuat event planner harus terus beradaptasi memikirkan cara agar tetap bertahan.

Bagaimana kita bisa menghadapi semuanya sehingga event sukses dengan hasil optimal dan kita terus berkembang menjadi event planner yang lebih mapan.

Karena stress timbul dari ketidaktahuan mesti bagaimana, sehingga membuat kita merasa tegang.

Reference:
https://meetings.skift.com/mental-health-cevent-planners/
https://spacehuntr.com/journal/event-coordinator-why-its-one-of-the-most-stressful-jobs-around/
https://www.zoho.com/backstage/thegreenroom/reduce-event-planning-stress-and-boost-productivity.html
https://eventops.com/resources/why-is-event-planning-stressful

Tujuan

  • Call To Action/Impact
    Menyelesasikan SED (Smart Event Design) Assessment & Register workshop #1 (30 EO)

  • Mengedukasi Audiens
    Bagaimana SED memudahkan pekerjaan planner (40 EO)

  • Mengenalkan Brand
    LiveLife sebagai thought leader untuk SED (40 EO)

  • Mendapatkan Masukan
    Tantangan planner + bagaimana menghadapinya, & pandangan mengenai SED (20 EO)

  • Mendapatkan Leads
    Planner yg ingin menggunakan SED (20 EO)

  • Menjalin Hubungan (Relasi)
    Planner yang sudah dikenal (10 EO)



Target Audiens

Konsep Acara

Event ini menjadi wadah dimana event planner bisa sharing tantangannya dan bagaimana menghadapinya. Sehingga bersama kita dapat saling mendukung & mendapatkan solusinya.

LiveLife juga akan sharing mengenai SMART EVENT DESIGN, metode yang dibuat berdasarkan dari masukan 50+ event planner dari berbagai latar belakang. Semoga akan membantu teman-teman event planner menghadapi tantangannya dengan lebih mudah, seiring dengan memperingati World Mental Health Day (10 Oct) & Event Organizers Day (23 Oct).

Akan ada pre-event poll untuk memahami tantangan & stress yang dihadapi event planner.

Di awal acara akan ada breakout room session dimana event planner bisa saling kenal & sharing secara personal, dimulai dengan cerita mengenai tantangan yg dihadapi & stressnya (Shastri Darsono welcome to share mengenai mental health). Pembicaraan ini bisa dilanjutkan melalui Forum seiring meneruskan pre-event engagement.

Key message:

(1) 'Pentingnya bekerja dengan optimal, sehingga tidak hanya meminimalkan stress, terutama pekerjaan yang dapat diautomatisasi menggunakan teknologi seperti komunikasi & koordinasi,

(2) Tetapi juga transformasi dari logistic vendor menjadi
strategic advisor untuk brand, sehingga memudahkan proses
terpilih melalui continous conversation & partnership (yg tidak lagi sebatas transaksional) sebagai Smart Event Designer, dan juga

(3) Terbuka monetization model baru:
- DIY: Paid to teach
- DWY: Paid to facilitate
- DFY #1: Paid to create (concept)
- DFY #2: Paid to design (copywriting & art)
- DFY #3: Paid to promote (audience & sponsor)
-
DFY #4: Paid to deliver (traditional EO) but with data as the valuable
asset for reporting, follow up & continuous improvement

Type: Interactive Talk with Break-Out Session & Q&A

Format:
Virtual, but next time can be Hybrid by collab w/ coworking space & leverage their team to record
professionally, that will include ads (eg 15 seconds) on the workshop
start mid & end) commercial on the venue & lead-flow to rent the
coworking space there for events? (trackable via LL)

Tone: Hopeful & Excited about future opps after the Horror caused from covid
Time: Weekdays around 4pm so before going back home & after prayer?

Event Flow:
1) Talk berdasarkan data (dari pre-event poll & registration) yg hasilnya di share as opener.
2)
Break out room, EO saling kenal 5 menit, 5 pax per group (need
facilitator? from registrants volunteering? ask them to fill in Gform
poll)
3) Sharing methodology Smart Event, Why & Its Benefits
4)
Break out room, discuss what do they think of this methodology &
challenges/expected gap when implementing (capture via Gform poll)
5) Example of success story.... closed with feedback form & CTA for FREE consultation.

This is the 1st of eg 3 event series, next one with: Brands, and next with Assocation & Community.

All 40 registrants can join FREE Workshop on Smart Event Design but have to:
-
Create EO profile (or can create it when registering to the event- thus
connecting the registration with EO profile/similar format for other
vendors too... this will lay out format to form audience 360 profile as
well)
- Complete Gform DIY assessment (can prepare via LL but with 'Others:...' please specify requirements?')

Not
only that, will select 5 lucky EO to get 2-weeks FREE Coaching &
Mentoring after the workshop for 5 sessions to help secure biz from
brand, accompany to meeting, strategize together, design event, etc - in
return will join to share success story (no need to display client
name) just sharing what works and doesn't - which content will become
LL's blog, next session event, podcast, etc.

Will add 'Completed Workshop #1' status on their event planner profile, which will be useful when introducing themselves. Whereas for planners who are coached & mentored on SED, should be able to deliver it themselves or supported by LL along the way.

The other benefit is that
the EO will also get exposure as this talk will be for Brands for the
event session: 'How to Design a Brief & Select EO: Featuring this
EO' Thus for next project ask Brands to open Event Bidding Tender via
LiveLife, invited by the previous 40 EOs who attended while they
showcase their insights on the evaluation criteria eg Who am I as
EO/about us, expertise, portfolio, smart event design approach. Thus
helping EO convince past clients or new clients, while they introduce LL
methodology & system to brands.- thus win-win

The
other EO who didn't get selected but are looking for event projects,
get to be introduced to brands during the next session with brands +
associations. Since brands & associations can just view their
profile & invite to bid via LL using LL Project Bidding function or
propose collaboration.

Jadwal Acara

Berikut ini adalah rencana rundown acara dalam event ini.

05/10/2022
00:01 s/d 23:59

Pre-Event Poll

Melalui LiveLife & diundang via WA & Linkedin mengenai tantangan yang dihadapi

28/10/2022
14:00 s/d 14:05

Welcome

Sharing situasi challenging yang kita semua hadapi bersama

28/10/2022
14:05 s/d 14:20

Group Sharing

Sharing tantangan event di group + networking (dgn facilitator)

28/10/2022
14:10 s/d 14:25

Sharing Insights

Rangkuman tantangan yg dihadapi, penyebab & solusinya

28/10/2022
14:25 s/d 14:45

New Opportunities

Memanfaatkan kesempatan baru dengan SMART Event Design

28/10/2022
14:45 s/d 15:00

Q&A + Open Discussion

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