Aashra's Framework for Event Planning and Management
We activate community event services to ensure your brand has a strong and effective presence in the market and boost it with impactful activations that create the necessary buzz.
Concept and strategy development
- Brainstorm unique event themes and concepts that align with the client's goals and target audience.
- Develop a detailed event strategy, including objectives, KPIs, and measurable outcomes.
- Budget planning and financial forecasting for the event.
Site selection and logistics
- Research and recommend appropriate venues based on event type, size, budget, and location.
- Negotiating site contracts and managing logistics (setup, dismantling, accessibility, etc.).
- Coordinate audiovisual, lighting, and theater equipment.
Vendor management and sourcing
- Identify and secure reliable vendors (caterers, photographers, videographers, entertainment, security, etc.)
- Manage vendor contracts, schedules, and deliverables.
- Ensure quality control and adherence to event standards.
Marketing and promotional support (in collaboration with the agency)
- Help create marketing materials for the event (website content, social media assets, email campaigns).
- Develop promotional schedules and distribution strategies.
- Public relations support for event announcements and media outreach.
Registration and attendance management
- Develop effective online and on-site enrollment systems.
- Manage attendee communications (invitations, reminders, confirmations).
- On-site check-in solutions and badges.
- Collect attendee feedback after the event.
On-site event execution and coordination
- Full on-site event management, overseeing all operational aspects.
- Manage schedules and appointments and troubleshoot any issues.
- Supervise staff, volunteers, and vendors to ensure smooth operations.
Care management (if applicable)
- Developing care packages and proposals.
- Identify potential sponsors and manage relationships.
- Ensure sponsor output and return on investment.
Post-event analysis and reporting
- Comprehensive post-event evaluation and reporting on key performance indicators.
- Analyze attendee feedback and event success metrics.
- Recommendations for future events and continuous improvement.
Risk management and contingency planning
- Identify potential risks and develop mitigation strategies.
- Create detailed contingency plans for unforeseen circumstances.
- Ensure compliance with health and safety requirements and regulations.
