Executive Master Event Logistical Plan and Timeline.

Executive Master Event Logistical Plan and Timeline.

Deluxe Event Company has a well-established logistics department which has the capability of transporting the event materials such as tents, event carpets, music and sound systems, portable toilets. The company has hired buses to transport visitors from their hotel rooms to the venue on the day of the event. Also, the transport department has minivans and semi-trailers to carry heavy equipment such as tents and parameter fences to the site. Transportation of equipment to the venue will be done at night one day before the event to ease traffic flow in Illinois. Also, the logistics department has allocated enough parking space for private vehicles and has designated lanes for entry and exit to and from the venue. We will also work with the Illinois police traffic department to ensure smooth traffic flow in the city.

Also, Deluxe will liaise with other volunteer teams in Lombard village to ensure the logistical aspect of the event flows smoothly. The company will partner with local transport sectors to provide buses and taxis and get designated parking slots to ferry people to and from the venue. The transport services will receive a subsidy from the funds raised from the events to lower transport costs for attendees. We will set-up a central logistic communication office which will receive reporters from all our volunteer transport partners. Any areas that would require adjustments to ensure the smooth inflow of visitors and vehicles will be reviewed immediately. Deluxe team will create a sufficient backstage space and loading areas to receive supplies such as food, and other event displays. Also, we will mark at least twenty different emergency exit for any emergency. Overall, the company will ensure that the venue is accessible to all visitors. The place will have ramps for wheelchairs access where necessary and volunteer personnel ready to assist the elderly access the site with ease.

Creation, Management and Reconciliation of Event Budget, Expenses and Timeline

Deluxe Event Finance department will create a budget for the event by analyzing the village of Lombard historical event budget data. The reference will enable the finance team to work out a rough budget allocation and consider an increase or a decrease to the budget depending on the recent trends in budgeting. The team will analyze the event tops costs such as marketing and promotion, speaker and talents, printed materials, equipment, personnel, and venue. Afterward, the team will set the event goals to reconcile the budget. Deluxe will forecast the amount of sponsorship revenue the event wants to generate and the number of tickets we plan to sell to keep the event’s income on track. The estimated budget will enable us to get an exact amount that we can revise as we continue with the planning.

After the finance team maps out all the expenses, we will employ accounting formulas such as the bar inventory spreadsheet to project the loss and profits in real-time. We will incorporate our event experiences costs by listing the major event expenditures such as venue, décor, staffing, programming, attendee experiences, travel, equipment, signage, and event branding. The team will incorporate the inclusion of the event technological cost to maximize the budget. We will work with a local Illinois ticketing partner to assist us in providing a swift registration process. Also, we will create an event app that will allow stakeholders and interested parties to register for the event. The team will rely on social media and other online marketing tools to reduce marketing and promotional expenditure and reach more audiences. The team’s ideal Return on Investment (ROI) for the Village of Lombard event is at least 2X. We will set aside an emergency fund in the budget to ensure we meet our desired ROI of 2X.

Creation and Implementation of a Marketing Plan and Campaign for the Event

The primary mission of the Village of Lombard’s event is to promote the diverse culture of Lombard and enhance its residents’ quality of life. In line with Lombard’s primary mission, our marketing team has identified the target audience to be diverse and cross-generational. The marketing plan will target both the youth and seniors’ citizens of Lombard. The primary aim of our marketing plan and campaign is to covert the targeted audience into attendees. First, the Deluxe Event Company will design an event website. The event website will enhance a positive user experience among the youthful population of Illinois. The user experience will create greater enthusiasm for the actual event. Second, the team will develop a serial event content strategy. The go-to channel will air on local televisions and will feature episodic content that focuses on behind the scene preparation of the event. The marketing strategy will engage viewers and offer consistent content to create excitement for the actual event. Third, the Deluxe marketing team will launch targeted event social media campaigns. The social media campaign will create visuals from previous functions to demonstrate to the target audience how they will enjoy and help prospective attendees to know what it will be like to be part of the program. The use of videos will solidify the importance of the event in the audience’s minds. Additionally, we will employ social media to articulate the event’s value proposition. Potential attendee will want to know how the event will benefit them. The more the prospective attendees understand the benefits of attending the event, the higher the chances they will turn into the events’ advocates. Hence the potential attendee will encourage their networks to register for the event. Last, the marketing department will plan a custom email campaign to promote the event. The emails will be segmented to be relevant and specific for each recipient. Furthermore, the marketing team will coordinate the marketing campaign and management with sponsors and stakeholders. Sponsors have a strong influence in the community, hence an incentive to have a higher number of employees.

Managing Various Event Planning Teams and attendance of Glenwood South Merchants Meeting

Various groups will be involved in the event planning and ensuring its success, such as the transportation department, decoration team, security department, visitors’ accommodation, food and beverage department, and entertainment section. Deluxe Event Company will be in charge of providing leadership to all these groups working to ensure the event is successful. First, Deluxe Management team has created an event master plan that it will share with all event volunteers and planning teams. The master plan encompasses all aspects of the event such as venue, logistics, and catering management, speakers, and presenters, publicity and promotion, registration, sponsor and partner management, activities and entertainment, and volunteer management and responsibility. Deluxe will share the event budget for each planning team and create a detailed timeline for each project for everything to move smoothly. The company will put a manager in charge of every planning team who will report to our central event director ‘s office. The event director will regularly attend the Glenwood South Merchants meeting and meeting follow-ups to give a report on the event organization progress. Also, the event director will take the opportunity at the Glenwood meeting to seek more corporate sponsors to fund a portion of the event. Furthermore, the director will find partnerships with Illinois’ community organizations who might be able to offer more assistance in the organizing or staffing of the event.

The head of every planning team will ensure efficient monitoring of the preparation process and the utilization of resources. The project managers will be required to regularly measure the preparation progress against the key performance indicators to ascertain we are making the right progress. Deluxe will be fully involved in the preparation of the event through the constant engagement of every planning team. The teams have set-up systems such as the sage evolution systems that give real-time reports on the progress of each preparation.

Deliver Project Deliverables On-Time and to Client Expectation

Deluxe understands that the Village of Lombard demands deliverables that wrap up the event and measure performance against the expectations throughout the project. As a result, the company will ensure it delivers project deliverables to the Village of Lombard committee by using reports such as project status reports, variance reports, and timesheet reports. The status project reports will enable the event director to illustrate to the stakeholders, sponsors, and Village of Lombard committee how the event is progressing. Also, the team leader will be able to know which event planning team is struggling with the preparation and what necessary adjustments are needed to ensure timely project deliveries. Duke Event Company project status reports are customizable. Our clients can select a variety of columns and data sets to analyze the exact information they are seeking about the event planning process. Deluxe project managers have a combined 25 years’ experience in resolving important project delivery management issues. The project managers will identify management issues that can hinder the timely delivery of project deliveries, such as procrastination, communication breakdowns, unforeseen fluctuation, risk mitigations, and postponements. Therefore, the project managers will split the different planning teams into small sub-project for better handling and execution. For example, the food and beverages will be divided into food, alcoholic, and non- alcoholic group. The main aim will be to prioritize deliveries and ensure foods and drinks reach the event on time. The Deluxe management has a dedicated team that will guarantee to create change control during the event planning process to ensure the event set-up is both on time and budget. Also, the Deluxe team has gone through the previous village of Lombard events and understand the event deliverable in depth.

Create, Direct and Manage Volunteer Committees, both pre-event and On-site

Volunteer committees are an essential part of the planning event process because they bring free expertise in a variety of technical areas, Knowledge profession, collective wisdom, influence to attract financial, human, and public resources, and the capacity for critical review. Once the Village of Lombard approves our response to the RFP, we will form a committee to help in the event planning process. Deluxe team will choose members from diverse sectors, genders, and ages within the local community. First, the prospective committee members will be evaluated, and their skill sets analyzed to ascertain their capabilities. Deluxe has developed a member skill chart of the Village of Lombard event that will help to recruit efficient and reliable committee members. Also, we have developed position information which contains the title of the assigned position, position description, preferred experience, and contact information. Second, the team will take the potential committee members through an expectation exercise to know what committee members expect from each other, the committee chair, and what they expect from the Deluxe staff.

Last, the committee will have to familiarize themselves with the company’s goals and the mission of the event. The committee will have to have a collective agreement towards the commitment of the event’s mission and objectives. Once the committee members are incorporated in the project, Deluxe management will assign each committee members a designated role in the event planning process. Each committee member will have to visit the site regularly to ensure that their deliveries are progressing well and compile a report for other committee members’ reviews. Deluxe has a well-established committee monitoring process that will keep the committee on task and remind the members of their commitment to the event work plan.