Procedure: Organization of an event: Difference between revisions

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==Capitalizing on the event and cross-selling==
==Capitalizing on the event using PR, Media and cross-selling principles==
Did you try to capitalize on the event to promote other projects/people within [[Future Worlds Center]]?
* You must try to capitalize on the event and to promote other projects/people within [[Future Worlds Center]].
# Did you arrange for a public person to put the event under her auspices and/or address the opening?
* Arrange for a public person to put the event under her auspices and/or address the opening.
# Was the event announced on the respective project website at least 1 month before?
* Announce the event on the respective project website at least 1 month before.
# Was the event announced on the FWC Blog at least 1 month before?
* Announce the event on the FWC Blog at least 1 month before.
# Was the event announced through Future Worlds lists at least 1 month before?
* Announce the event through Future Worlds lists at least 1 month before.
# Was the event announced to the wider public through Press release (via fax/email to media/journalists at least 1 month before?
* Announce the event to the wider public through Press release (via fax/email to media/journalists at least 1 month before.
# Did you have in the event at least two thirds of the expected participants?
 
# Did you print the program in high quality with all logos and credits in place?
==Arranging the program==
# Did you use name tags?
* Define your participants and make sure you invite them all (email not enough!).
# Were coffee-breaks and other meals well organized
* Prepare and print the program in high quality with all logos and credits in place.
# Did you have small symbolic gifts for your invited guests?
* Visit and prepare the rooms.
# Did you have a small ceremony to that invited guests and/or honor someone with an award?
* Prepare name tags.
# Did you have an Event Evaluation meeting the latest 2 weeks after the event?
* Arrange your coffee-breaks and other meals carefully making the best and cheapest selections.
# Did you fill in the post-event evaluation form?
* Have small symbolic gifts to give to your invited guests.
# Did you prepare an Event Evaluation report in which weaknesses and explain the reasons as well as suggestions for improvements have been documented?
* Have a small ceremony where invited guests and/or others will be acknowledged or honored with an award.
 
 
==Post event==
* Arrange for an Event Evaluation meeting the latest 2 weeks after the event.
* Fill in the post-event evaluation form.
* Prepare an Event Evaluation report in which weaknesses and explain the reasons as well as suggestions for improvements have been documented?


==Before and after==
All events should be announced at least through the following channels:
All events should be announced at least through the following channels:
* FWC Blog
* FWC Blog
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* On the website of the respective project
* On the website of the respective project


At the conclusion of the event, the report should be published:
* FWC Blog
* Mailing Lists
* Press release sent to the media via fax as well as via email to selected journalists
* On the website of the respective project
* AND on the FWC-pedia on a separate article
At the latest 2 weeks after the event, a short meeting of the event owners should study the Evaluation, document weaknesses, explain the reasons and provide suggestions to the organizers.


[[Category:Procedures]]
[[Category:Procedures]]
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