You’ve brainstormed your event and its logistics; now it’s time to coordinate the details and cross-functional teams involved. Forming a strategy using the Event Planning template sets you up for success and seamless delivery of your big occasion.
Event Planning
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Plan: Use the first canvas to establish the who, what, where, why, when, and budget for your event. Capture team members and their responsibilities, possible speakers and topics, and overall inspiration for the event.
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Strategize: Use the second canvas to capture event deadlines or milestones. An example of a due date would be a deposit for the venue rental or the latest date to send email reminders for event registration.
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Coordinate: The third canvas holds the main items for the event. Capture all the marketing activities needed for the event to be successful, from Logistics to Design, Promotions, Communications, and Program and Speaker.
BluePro Tip: At the right of the canvas, upload any content developed for the event, such as branded emails, speaker spotlights, floor plans, and promotional videos.
How does your team use Event Planning Templates? Hit Reply below!
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The Bluescape workspace and Meet conferencing features made it easy to coordinate the set up for a silent auction event at the last minute.
Logistical and resource challenges/needs:
- Very minimal access to venue before event
- Less than 3 weeks lead time to coordinate resources and procure donated goods.
- Utilize short list of volunteers from the organization, track their contributions to required hour counts for the year
- Low budget, little space allocated at venue itself
- Volunteers do not live near each other, minimize live coordination prior to event
In Bluescape, these features were used to visually plan:
A) Notecards Create shopping/inventory lists. Color code volunteers by name and transportation resources. Resources could self-assign to the lists.
B) Mobile uploads
Upload venue picture to workspace.
Draft outline of physical space with key locations of venue (entry/exit, auditorium entry/exit, silent auction table placements, restrooms), along with usher/security detail assignments during the event itself.
- Pen strokes detail expected foot traffic to be managed by user/security
C) Used shapes to draft recommended placement of items on tables.
D) Assign assembly of bid sheet creation to one resource for consistency.
- Popsync search enables fast search of images directly into the Bluescape workspace.
- Drag/move to desired location or select image, ctrl-x to cut and ctrl-v to paste to another location.
- Ease of copying objects (select, ctrl-d), re-size, then drag/move to desired location
- Mass select, from menu: export to PDF (save locally to print later)
- Select, ctrl-d, to copy bid sheet template to repeat. Used a template that was already available in PDF format. Or could have taken route to use shapes and lines to create a template in the Bluescape workspace as well.
E) The notecard set up for individual bid items makes exporting to a list view easy
(handed off to finance team who was managing payment/checkout at the venue).
Mass select the objects, from the menu export to csv
