Planning for Exhibitions and Conferences

1.1. Building Concept, Defining Goals and Vision:

· Identifying the Core Idea:

o Identifying the main theme or concept of the event, which will form its essence.

· Setting Objectives:

o Defining the strategic objectives of the event, such as increasing brand awareness, generating potential clients, and enhancing public relations.

· Formulating the Vision:

o Establishing a clear vision that expresses the long-term aims of the event.

1.2. Studying Best Practices in the Sector, Conducting Benchmarking:

· Analyzing Previous Events: Analyzing best practices from previous events and conferences in the target sector.

· Identifying Best Practices: Analyzing issues in the target sector and extracting positive and negative lessons learned from local and international conferences and events.

1.3. Analyzing Event Positioning and Competitive Advantage in the Sector:

·  Determine Competitive Advantage:

o Choose elements that make the event stand out from others in the same sector.

· · SWOT Analysis:

o Conduct an analysis of strengths, weaknesses, opportunities, and threats for the event.

1.4. Identifying the Target Audience:

·  Audience Analysis:

o Identify the characteristics of the target audience such as age, gender, geographic location, and interests.

· Segment Detailing:

o Divide the audience into segments based on their needs and interests.

1.5.  Market and Competitor Analysis:

·  Market Study:

o Understand market developments and identify current trends.

·  Competitor Analysis:

o Evaluate competitors’ events and understand their strategies.

1.6. Defining Key Messages:

·  Message Formulation:

o Identify the key messages you want to convey to the audience.

·  Determine Communication Channels:

o Choose the most effective channels to deliver the messages.

1.7.  Align the Strategy and Proposed Issues:

·  Identify Issues:

o Identify important issues that can affect the event.

· Align Strategy:

o Adjust the strategy to fit the proposed issues and potential challenges.

1.8.  Identifying Key Performance Indicators (KPIs):

· Choose Indicators:

o Identify the indicators that will be used to measure the event’s success, such as: number of attendees, level of engagement, and media coverage.

· Set Performance Standards:

o Determine quantitative and qualitative goals for each indicator.

2.1.identifying Key event components and accompanying activities:

•Identifying the key activities:

oLectures and discussion sessions, including organizing presentations and workshops that cover the core topics of the event.

oExhibitions and display booths, involving the creation of exhibition spaces for companies and products related to the event.

oProviding opportunities for networking and communication sessions among participants.

•Accompanying events:

oOrganizing evening receptions for informal interaction among attendees.

oOffering specialized workshops aimed at providing new skills and knowledge to the attendees.

oOrganizing entertainment and cultural events to enhance the attendees’ experience.

2.2.Preparing the conference schedule:

•Scheduling:

oPreparing a detailed timetable that includes all activities and events.

oArranging segments and activities in a logical and flexible manner to allow smooth transitions between activities.

•Selecting speakers:

oSelecting keynote speakers.

oChoosing experts in the field.

oConfirming their session times and arranging their schedules.

oSelecting moderators.

oChoosing facilitators for discussion sessions.

oSelecting honorary guests.

oCompiling profiles detailing the background of the speakers

2.3.selecting the venue and time:

•Selecting the venue:

oChoosing a location that is easily accessible, equipped with all necessary technical and logistical requirements.

oEnsuring the venue accommodates the expected number of attendees and provides a suitable environment for various activities.

•Determining the timing:

oSelecting an appropriate date to avoid scheduling conflicts with other major events.

oConsidering official holidays and peak times in the schedule.

2.4.Registration and Attendance Management:

•Registration System:

oDeveloping an electronic registration system to streamline the registration process and ensure organized collection of attendee data.

oProviding flexible and secure payment options to facilitate registration.

•Attendance Management:

oSending registration confirmations and attendance reminders.

oOrganizing the attendee check-in process and distributing entry passes.

oProviding assistance services and guidance to attendees during the event.

2.5.Building the financial study:

Identifying all anticipated expenses, including venue costs, equipment, promotional materials, catering, and transportation, to prepare a comprehensive budget that covers all expected expenditures and identifies potential financial gaps.

3.1.Building the Conference Interior Design:

•Space Planning:

oDesigning a layout plan for the distribution of spaces within the event venue.

oIdentifying locations for halls, registration areas, lounges, and display platforms.

•Decor and Design:

oSelecting colors and decorations that reflect the event’s identity.

oArranging furniture in a way that facilitates participant movement and provides a comfortable environment.  

3.2. Planning Conference Technologies:

•Technical Systems:

oSelecting and installing necessary audiovisual systems to display content in high quality.

oProviding presentation technologies such as screens and projectors.

•Software and Platforms:

oUtilizing electronic registration platforms and attendance management systems.

oSetting up applications and digital platforms for communication and interaction with participants.

•Technical Support:

oAssigning technical support teams to handle any technical issues during the event.

oEnsuring a strong and stable internet network for all participants.

3.3.Identifying logistical tools:

•Transportation and mobility:

oProviding transportation services to and from the event venue.

oOrganizing access and departure routes and ensuring adequate parking spaces.

•General services:

oEnsuring provision of cleaning and regular maintenance services during the event.

oSetting up facilities such as restrooms and break areas.

•Supplies and equipment:

oPreparing all necessary equipment and tools for presentation and display.

oProviding promotional materials and information, such as brochures and pamphlets.

3.4.Ceremonial mechanisms and protocols:

•Event management:

oDefining protocols for welcoming and bidding farewell to guests and VIPs.

oOrganizing opening and closing sessions in accordance with official protocols.

•Security Coordination:

oEnsuring comprehensive security plans to protect participants and the venue.

oCollaborating with security authorities to ensure safety and security during the event.

•Organizing Official Ceremonies:

oDeveloping detailed plans for all official activities, including timing of speeches and awards.

oTraining teams responsible for ceremony execution to ensure adherence to protocols.

3.5.Identifying partnerships and agreements:

•Strategic partnerships:

oSearching for strategic partners capable of providing technical or financial support for the event.

oIdentifying areas of collaboration to maximize benefit for both parties.

•Preparing agreements:

oDrafting partnership agreements that clarify the commitments and rights of each party.

oSigning the agreements and monitoring their implementation to ensure mutual goals are achieved.

3.6.Identifying proposed government entities for participation:

•Identifying suitable entities:

oIdentifying government entities whose mandates align with the theme of the event.

oInviting relevant government officials to participate and deliver keynote speeches.

•Coordinating with government agencies:

oCommunicating with government offices to obtain necessary approvals.

oArranging meetings and coordination sessions with representatives of government agencies.

3.7.Identifying international organizations:

•Targeting relevant organizations:

oIdentifying international organizations interested in the event’s theme or capable of providing support.

oContacting relevant organizations to invite them to participate in the event.

•International coordination:

oArranging cooperation with international organizations and defining areas of participation.

oOrganizing sessions and special engagements for representatives of international organizations.

4.1.Developing marketing strategy:

•Market analysis:

oStudy of the target market and potential audience.

oAnalysis of competitors and their marketing strategies.

•Identifying clear marketing objectives, such as increasing awareness of the event, attracting a specific number of attendees, or achieving a certain ticket sales target.

•Developing key messages by crafting marketing messages that highlight the benefits and importance of the event to the target audience.

•Choosing the most effective marketing channels to reach the target audience, such as digital media, traditional media, or partnerships with media outlets.

4.2.Building visual identity:

•Designing the identity:

oDeveloping an official logo for the event that reflects its theme and objectives.

oChoosing colors, fonts, and visual patterns that will distinguish the event.

•Implementing the visual identity across all promotional materials, websites, and social media platforms.

4.3.Developing promotional materials:

•Designing a variety of promotional materials including posters, banners, stickers, and promotional videos.

•Producing compelling textual and graphical content that highlights the event’s features, main sections, and activities.

•Distributing promotional materials across various platforms and relevant websites associated with the event.

4.4.Collaboration with influencers:

•Identifying suitable influencers by selecting those whose content and follower base align with the target audience of the event.

•Engaging with influencers, sending collaboration invitations, and outlining the benefits they will gain from participating in promoting the event.

•Developing and preparing joint promotional campaigns with influencers, including posts, videos, and live broadcasts on social media platforms.

4.5.Media relations planning:

•Compiling a list of media outlets: by identifying targeted media such as newspapers, magazines, TV channels, and news websites.

•Drafting and sending press releases detailing the event and its significance.

•Organizing meetings with journalists to provide detailed information about the event.

•Holding press conferences before the event to introduce it and answer media questions.

4.6.Coverage and documentation planning:

•Preparing a media coverage plan that includes live broadcasting, news reports, and articles.

•Assigning photography and videography teams to document all event activities.

•Publishing media coverage and documentation on social media channels and the event’s website.

4.7.Coordinating with sponsors:

•Identifying potential sponsors.

•Preparing sponsorship proposals.

•Communicating with sponsors.

•Negotiating and signing agreements.

•Maintaining ongoing coordination with sponsors.

•Monitoring the execution of agreements with sponsors.

5.1.Media monitoring: 

A methodology for monitoring, collecting, and analyzing media coverage across various media outlets (traditional and digital) to assess how the event or conference is portrayed in the media landscape.

 

5.2.Monitoring social media for the event

Monitoring and analyzing activities related to the event on social media platforms. This monitoring aims to understand audience engagement with the event, measure the impact of the event, and assess its spread across these platforms.

 

5.3.Monitoring influencers and personalities 

Monitoring influencers and personalities is the process of tracking and analyzing the activities and performance of public figures who can influence the target audience.

•Identifying influencers: Searching for targeted influencers.

•Selecting monitoring tools based on platforms.

•Monitoring social media channels.

•Media monitoring.

•Data analysis.

•Preparing comprehensive reports documenting performance and providing recommendations for improvement.

6.1.Building the attendee and sponsors survey tool:

Survey design:

oCreating tailored surveys to gather information from invitees and sponsors, focusing on aspects such as their overall experience, satisfaction with the event, and any feedback or suggestions they provide.

•Survey validation:

oReviewing and improving the survey by experts to ensure clarity and comprehensiveness of questions.

6.2.Data collection :

Tracking responses and systematically collecting data from invitees and sponsors to ensure no important information is lost.

6.3.Data analysis

•Organizing data :

oClassifying and storing data in a way that facilitates analysis.

•Quantitative analysis :

oUsing statistical methods to analyze quantitative responses.

•Qualitative analysis :

oAnalyzing qualitative responses to gain insights into aspects of the event that need improvement.

6.4.Writing reports: 

Preparing the final report: Writing the final report and presenting it to the relevant parties, including recommendations based on data analysis. 

· Analyzing current or pre-event mental imagery.

· Identifying strengths and weaknesses.

· Developing strategies to enhance and reinforce mental imagery.

· Improving marketing strategies.

· Preparing the report and documenting the results.

8.1.Printing and Distribution:

•Design and print promotional materials: brochures, booklets, banners, and invitations.

•Design and print visual identities: name badges, invitation cards, and stickers.

•Design and print badges: prepare identification badges for attendees and participants.

•Distribute printed materials and badges: organize the distribution process of badges at the entrance.

8.2.Providing Furniture, Decoration, and Tents:

•Provide furniture: seats, tables, platforms, and display booths.

•Decoration: decorate halls and venues with the latest design trends.

•Tents: install suitable tents for outdoor events in various sizes and shapes.

8.3.Guest Accompaniment:

•Reception and guidance services for guests upon arrival.

•Provide VIP escorts for important personalities.

8.4.Booths:

•Design booths: create innovative and custom-designed display booths.

•Install and equip booths: prepare booths with necessary tools, such as display screens and promotional materials.

8.5.Sound, Lighting, and Digital Equipment:

•Install high-quality sound systems appropriate for the event size.

•Provide professional lighting suitable for the type of event.

•Digital equipment: equip the event with display screens and interactive devices.

8.6.Simultaneous Translation:

•Provide professional interpreters for simultaneous translation during the event.

•Equip the event with simultaneous translation devices and applications.

8.7.Media Coverage:

•Media relations: organize press conferences and communicate with media outlets.

•Press coverage: ensure comprehensive press coverage of the event.

•Media documentation: prepare and publish press reports through various media channels.

8.8.Guest Reception:

•Welcome guests and provide professional hostesses to greet and guide them.

•Provide necessary information and guidance to guests.

8.9.Audiovisual Production:

•Photograph the event.

•Record and document the event with high-quality videos.

•Offer live streaming services over the internet.

8.10.Catering:

•Offer a variety of meals to suit all tastes.

•Prepare custom menus based on the event’s needs. 

8.11.Event Security:

•Event security: secure the event with a professional security team.

•Personal protection services: provide special protection for important personalities.

8.12.Event Supervision:

•Event management: appoint professional supervisors to manage the event and ensure its smooth running.

•Problem-solving: handle any issues that may arise during the event.

8.13.Logistic Organization:

•Organize accommodation: book hotels and arrange lodging for attendees.

•Coordinate transportation: provide buses, limousines, and other transport services.

•Transport services from airports to hotels.

•Transport services to and from the event.

8.14.Organize Entertainment Programs:

•Organize entertainment shows, such as live music, artistic performances, and interactive games.

•Arrange and coordinate entertainment activities that match the type of event.

9.1.Organizing Live Events:

Holding traditional events with in-person attendance at a specific location, aimed at maintaining personal interaction, social networking, and providing direct experiences.

9.2.Organizing Virtual Events:

Organizing events online using live streaming technologies and virtual communication platforms, aimed at reaching a wide audience, reducing costs, and providing time flexibility.

9.3.Organizing Hybrid Events:

Organizing events that combine live and virtual elements, where the event takes place at a physical location with the option for virtual attendance. This approach aims to blend the benefits of in-person and virtual attendance, increase participation, and provide greater flexibility.

10.1.Meetings:

Coordination of meetings to discuss specific issues among members or participants in small or large gatherings, such as team meetings, board meetings, and client meetings.

10.2.Conferences and Seminars:

Management of large-scale events that bring together specialists and experts to discuss specific topics, such as scientific conferences, educational seminars, and business conferences.

10.3.Corporate Evenings:

Organizing events to celebrate company achievements or boost employee morale, such as year-end parties, recognition events, and team-building activities.

10.4.Press Conferences:

Managing and organizing events to announce important news or information to the public and media, such as product launches, official statements, and major announcements.

10.5.Themed Evenings:

Coordinating events based on a specific theme that attracts attendees and provides a unique experience, such as costume parties, cultural evenings, and historically themed events.

10.6.Cultural Shows:

Presenting events aimed at showcasing arts and culture, both local and global, such as theatrical performances, musical concerts, and art exhibitions.

10.7.Digital Events:

Organizing and managing events online using digital technologies, such as online workshops, webinars, and virtual training sessions.

10.8.Launches and Openings:

Preparing programs to celebrate the launch of new products or the opening of new sites or projects, such as product launches, store openings, and project inaugurations.

10.9.Exhibitions:

Arranging and organizing events to showcase products or services by various companies and institutions, such as trade shows, industrial exhibitions, and art fairs.

o Organization.

o Marketing.

o Audience engagement.

o Event sponsorship.

o Recommendations for enhancing future events.