FINDING Shinya Watanabe 2018.01.15

Tools & Checklists to Promote Seminar Administration Success
Complete coverage from planning, operation, and reviewing!

Hi there is Watabe. This time, I would like to introduce the Ura side from the planning of the loftwork event to the operation of the day.

We are running only in-house members!

In Loftwork, we hold more than 100 events annually , including business events , OpenCU , FabCafe . In the meantime, business seminars are mainly managed by the marketing team. Is not it often that people who are responsible for marketing BtoB companies are in charge of planning and managing events from their own company?

Watabe is writing this column for just that, everyone!

I am pleased if there is a sympathy like “Oh, yeah, that’s pretty difficult,” or a discovery like “Eh, there was such a way of doing things”.

What do you start with ...? First from the planning

First of all, from the most important plan. Marketing In the event sponsored by Div, we will first fill in the format below.

□ Seminar title □ Seminar object □ Date and time of holding □ Place of participation □ Participants □ Participation fee □ Capacity □ Organizer / Co-host / Cooperation □ Notice □ Exhibitor candidate (internal or external)
□ Program

“Seminar objective” is a lead statement in a newspaper. I will make a concise sentence about 300 letters to tell who you speak and what you can learn by participating. Together with the seminar title, this is the most important place, and it appears virtually in the number of applications. There are lots of things to tell, it tends to be redundant, but it is thoroughly understood. (Watabe always struggles here always)

Well, when the summary is completed, and the speakers also have the Mitsuki standing, we will continue preparing for the Dong Dong for holding.

Even in the event management also important "visualization"

Loftwork utilizes various online tools in daily projects to make “visualization” of communication thorough. The visualization of communication is also an important element that holds the key to success in event planning and management!

So, what kind of procedure are you preparing for the loftwork business seminar? I’ll explain it while showing you the tools and documents that are actually used. First of all, until the seminar, all the tasks that the marketing team will do are shifted.

Task list up to seminar

□ Prepare web page for announcement of seminar · Get ​​picture & brief history of the speaker · Create announcement page on
* Create various creatives such as header images and create an application form
* Create test leaflet for application form · Create notification leaflet · Distribute announcement leaflet to all concerned □ Create customer attraction / attraction plan and schedule
* Announcement on Facebook, Twitter
* Announcement in e-mail magazine
* Requesting sponsorship to media
* Distribution of leaflets to clients · Request tasks to stakeholders · Confirm and share number of applicants (Everyday)
· Setting additional measures (depending on circumstances) □ Adjusting the speaker · Preliminary meeting with the speaker · Share partial information (company name, department name, comment only) of the application list (Attributes such as lecture contents To be referred to)
· Receiving materials used in the session · Receiving other promotional materials etc. □ Preparing for operation · Creating shift chart · Assigning operation staff · Setting up preliminary meeting for operating members · Creating questionnaires for visitors · arranging furniture · arranging supplies on the day Preparation for distribution · Arrangement for social gathering etc.

I think that it is a general task that everyone is doing, but there are many people involved in the business seminar, including inside and outside the company, many people are broken in sharing information and progress management. In addition, it is buried in many e-mails, information gets complicated and behind the scenes … Watabe has experience as well! (Lol)

So Loftwork makes this “visualization” like this.

Online tools active in loft work

Basecamp, an on-line project management tool that almost every staff member always uses for some project inside and outside the company. It is also a great success in preparing for seminars.

For each seminar, we created a project at Basecamp and we gather information in one box. Each thread has one item, one task launched so that you can see progress at a glance.

Thread list of Basecamp

Thread list of Basecamp

□ Notification Summary We will update on the thread from the planning stage. You can understand the latest overview at a glance, and correct and update the Web page quickly.
□ Minutes of the meeting We will aggregate the minutes of the meeting with the speakers and internal staff. □ Confirmation and feedback on the form application form will be performed.
□ Number of customers to attract
We will update the number of people attracting customers around twice a day.
□ Media cooperation Manage the progress of media sponsorship.
□ Operating system We will use it for assigning internal staff.
□ Shift table Update information on the shift table today is updated here.
□ Questionnaire Questionnaire that leads to leads, from item decision to final data is done with this thread.
(Items are changing every time!)
□ Session material Summarize the session materials of the speaker.
□ Distribution items We collect information such as sales promotion materials to be distributed to customers.
□ Fixture Recently the number of workshops and so on has increased, so checking of fixtures is also essential.
It is an event until we look back and organize the next improvement! We will look back to the next improvement with a method called KPT.
□ It is also important to write a report after holding a report! All initial checks and feedback are also consolidated in Basecamp.

Create and manage shift charts with online tools

Create and manage shift charts with online tools

All shift charts are managed by Google Docs and shared with the operation staff. In this way, we describe detailed movements of each person in charge, “time” “agenda” “standing person” “details” “person in charge” “slide” “used PC” “modern script” for each column.

However, the shift table made with XPD 2014 of the other day is made with Excel. In large-scale events, we allocate staff in columns so that each task can be tracked on a time by column basis. I think that the shift table covering the management staff of about 30 people is landscape and that the total length is 2 m … ….

I actually tried connecting it!

Dropbox for file sharing

Dropbox for file sharing

We also use online storage ” Dropbox ” for information sharing among staff. Particularly active is session material management of the speaker. Loftwork prepares a dedicated PC for projection, but if you have a dropbox, you just sync Dropbox on the morning of the seminar. You can read the latest data. I forgot to transfer the data, I will not panic!

With a little ingenuity, more smoothly

In addition, I want to be careful about the flow of reception and venue guidance. For big events like more than 100 people, we are always making materials for “reception flow” and “venue guidance”.

We believe that such preparations will not only reduce the burden of the operation staff but will also lead to a pleasant experience for customers coming up to work on weekdays!

It is an event until we look back

Even after the event, there are still many things to do. Also introduce post tasks.

□ Scan / Summary of collected questionnaires / Share to stakeholders Scanned and stored as PDF data □ Update of application list Update application list such as reflecting the status of attendance □ Final application Calculation of the number of people and the number of visitors and the sharing of yields The calculation of yield is an important indicator leading to the PDCA to the next event □ Checking the reaction on Twitter I am following firmly to the tweets that are concerned □ Review at KPT
We use the method called KPT method and look back on the event.
· K = Keep (Good things, things to keep next time)
· P = Ploblem (worrisome, next point to improve)
· T = Try (what you want to challenge next time)

Of course we will also look back after the event on Basecamp

It is easy to relieve when the event is over but I think that this review is important more than anything else! Regardless of how many times you manage the event, new improvement points will come out every time. In order to make it a better event than last time, I try to look back carefully.

Shinya Watanabe

AuthorShinya Watanabe(Marketing)

I graduated from the international politics and economics department of Aoyama Gakuin University. As a student I was involved with the management of a project on which even representative Chiaki Hayashi served as an examiner. Using this project as a jumping off point, I joined Loftwork as an intern while still a college student. In 2012 I became an official employee of the organization and now I handle the planning and management of business seminars and collaborative events with outside organizations for the marketing Div. Recently, my increasing weight has started to annoy me.

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