The Social Enterprises team of experts plan and market large events that drive social impact, revenue and attendance for our clients. Click here for a PDF version of our service offerings and here for a graphic portfolio of events.

Event Production/Management

 Venue Acquisition ▾

  • Venue research to determine the best fit for event based on client priorities and sustainable features
  • Negotiate best possible deal, finalize contract and all deliverables
  • Act as main point-of-contact with venue staff throughout event planning process

 Registration ▾

  • Comprehensive management of event registration process from start to finish
  • Set-up and manage back-end payment processing via Social Enterprises secured server or client system
  • Utilize a 100 percent paperless registration process unless otherwise requested
  • Act as customer service point-of-contact on behalf of client for all event related inquiries
  • Staff and manage on site registration at event (including equipment)
  • Accommodate VIP registration for speakers, sponsors, exhibitors, and special partners

 Event Management ▾

  • Build and drive a comprehensive event production schedule covering every aspect of planning, execution and reporting within the project scope
  • Procure food and beverage contracts that maximize quality, match client priorities and achieve cost savings
  • Determine and manage venue and A/V requirements (includes lighting)
  • Concept and execute effective event layout, flow of traffic, interactive features and signage placement to achieve maximum attendee experience
  • Minimize the environmental impact of each event through recognized sustainable best practices and vendor relationships
    • All suppliers are local when possible and deemed conscious of their social responsibility
    • Zero-waste management efforts are implemented with materials reduction and re-use. Remaining waste is diverted from the landfill via recycling, composting and environmental offsets

 Onsite Event Team ▾

  • Event team onsite a full day prior to conference for pre-conference meetings
  • Provide and manage Social Enterprises event day staff and volunteer corps
  • Direct additional event day staff designated by client and vendors
  • Set up all aspects of conference, including main stage, exhibit area, educational sessions, and all office and meeting room spaces

 Event Reporting ▾

  • Build and provide a comprehensive project report (secure, cloud-based document) to track all production, budget/revenue, sponsor, marketing, and logistical details in real time
  • Create event timeline, driven by Basecamp project management system or preferred client project management tool
  • Present event recap documenting ROI, successes, areas for improvement and recommendations
  • Provide USB drive with all relevant event documents and reports for future planning reference and client reporting purposes
  • Provide event photos and videos (when applicable) for client use
  • Build and distribute up to four targeted surveys to get feedback from the perspective of sponsors, speakers, volunteers and general attendee audience
  • Event Manager to make recommendations for future events based on survey feedback, event outcomes and professional experience.

 Event Budget Management ▾

  • Research and generate budget estimates for every category of the budget
  • Create approved budget spreadsheet
  • Track income and expenses throughout event management
  • Reconcile budget with P&L for event reporting purposes

 Event Sustainable Practices▾

Minimize the environmental impact of your event through sustainable best practices and vendor relations:

  • Use local suppliers when possible who are deemed conscious of their social responsibility
  • Negotiated food menu to include local or sustainably harvested foods
  • Zero-waste management efforts with materials reduction and re-use

Partnership

 Sponsor Acquisition + Confirmation ▾

  • Work with client to determine partnership strategy and goals
  • Research, contact and acquire event sponsors and exhibitors per client-approved target list
  • Oversee sponsor and exhibitor offers, payment process, registration, and contract fulfillment
  • Seek sponsors for hard event costs (food, beverage, signage, etc.) with the goal of reducing the total event expense budget

 Sponsor Contract + Invoice Process ▾

  • Creation of custom contract and invoice for all confirmed sponsors
  • Social Enterprises to accept, receive and track payments and manage contracted deliverables

 Tradeshow Management ▾

  • Manage all pre-event communication with tradeshow participants. Includes tracking contracts, logo inclusion, registration and payment follow up
  • Act as main point of contact for confirmed exhibitors
  • Exhibitor /Sponsor Kit and registration instructionssent to all trade show vendors 30-45 days pre-event
  • Manage onsite communication with sponsors. Ensure set-up and break-down is 100% smooth process

Event Marketing and Communications

 Event Identity ▾

  • Concept and build event brand; including name and visual identity elements (logo, look + feel, messaging)
  • Create and maintain event website
  • Design a branded email marketing template to showcase programming highlights, reasons to attend and drive ticket sales
  • Design all event signage, print and digital program, sponsor reels, speaker and title slides

 Event Promotion & Marketing ▾

  • Deliver and manage comprehensive communications plan and timeline
  • Research and acquire well-aligned media partners in all relevant categories (TV, radio, newspaper, magazine, online, etc.)
  • Design and execute promotional campaigns, per pre-determined scope of work
  • Build and manage event social media profiles or generate event specific content for existing organizational accounts
  • Promote event via email marketing to a list provided by client and engage in list building tactics to grow event reach
  • Acquire and serve as liaison for Community Partners (targeted set of non-profit/associations provided by client) that help promote the event to their members
  • Integrated website traffic analysis through Google Analytics

 Press Releases ▾

  • Create event-focused press releases to announce event, program and speakers

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     Social Media Campaign▾

    • Creation of pre-scheduled posts featuring program announcements, speakers and sponsors in collaboration with the client
    • Summary of direct engagement activity on social media accounts for the duration of the event

     Event App Management ▾

    The SE team to manage full review of event app options and manage upload and coordination of implementation for the following services provided with selected app:

    • Agenda with session descriptions
    • Sponsor page with logos linking to their websites
    • App Sponsor Logo Feature
    • Speaker profiles showing which session they are speaking in
    • Live polling with projection - the ability to have several polls running simultaneously
    • Attendee Contact Information Exchange/Messaging
    • Push notifications for event announcements
    • Ability to upload PDF documents - (Program, Menu)

     Community Partner Program ▾

    • Work with the client to determine industries, sectors and specialty groups that engage with the event's target audience
    • Design a Community Partner Overview, which outlines the event mission, benefits and commitments that come with participation in the program
    • Engage in outreach to targets and gain commitments for participating as a Community Partner
    • Actively manage relationships and execute on all deliverables (e.g., providing promotional materials, posting logos, posting relevant community partner news & accomplishments to social media outlets, distributing discount and comp codes, etc.)
    • Create and deliver customized branded emailers for Community Partners to send out to their lists via email marketing software (Campaign Monitor, Mail Chimp, Constant Contact, etc.)
    • Track and report on success of community partners to the bottom line of the event via direct ticket sales (measured by discount codes) and awareness metrics (measured by questions during registration process)
    • Analyze collective results (surveys, sales, estimated reach, professional observations) and make recommendations for improved success moving forward

     Stakeholder Engagement ▾

    Social Enterprises will directly engage key event stakeholder groups with 1:1 outreach for the event offering to create custom promotion and marketing promoting their involvement and support of the event for them to send out to respective stakeholder marketing groups/lists. Key event stakeholders typically include:

    • Board of Directors
    • Advisory/Programming Committee
    • Speakers
    • Confirmed Sponsors and Partners

    Program and Speaker Management

     Speaker Management ▾

    • Develop and manage all speaker contracts/confirmations, outlining speaker details and commitments.
    • Manage all communication with confirmed speakers and speaker handlers, including acquisition of bio + headshots for posting on event website, collection of speaker presentations and videos, management of pre-event Q/A, and sending post-event email thank-yous.
    • Schedule pre-conference planning calls to be led by session moderators
    • Manage all onsite speaker relations, including run-of-show timing, stage management handling and speaker briefing, and all other day of event details
    • Draft emcee script out line for main stage sessions with run of show and logistical notes