In order to ensure a smooth journey throughout the planning process of organizing an event, communication is the main key between the 3 departments which are the production, creative and marketing departments. All of the groups needs to be on a same page the other groups. Therefore, a weekly timeline is needed for each department to keep track with their designated roles and tasks assigned. Students were then required to create their own individual timeline based on their department's timeline as well to ensure each individual task can be completed in time so it does not affect the other members or following tasks. Lastly, the main concern is to align all 3 weekly task from 3 departments to ensure a smooth process throughout the event planning as the tasks from different departments are correlated with the other departments. For example, the event proposal needed to be written by the marketing department for the production team to carry on with renting an event space. As seen below are the group weekly timeline which consist of all 3 departments, marketing department weekly timeline and individual weekly timeline.
GROUP WEEKLY TIMELINE
Week 6 and week 7 is the crucial week for all teams to conclude the venue, date and designers that will be showcasing in the fashion exhibition. With the green light given from the creative and production teams, marketing will only be able to produce a event proposal which includes the objectives, budgets, event background, estimated participants and so on. With a good event proposal crafted, the marketing team will be able to convince sponsors to give any sort of support for the event. After that the creative teams will be handling the content in the fashion exhibition such as the products, clothes, photographs, styling and so on. Besides, the creative teams will also be liaising with the marketing team in deciding on logo, poster, brochure and door gift designs so the social media manager will be able to post content along with the marketing strategies. The marketing team will also be sharing their updates in marketing and promoting strategies, sponsors' request so all team members will be informed with the activities that are happening in the event. Furthermore, the production team will be in charge with the decorations and props for the event. Their goal is to make sure the place is Instagram worthy as the set up is one of the main attractions of the event. They will also be liaising with the creative teams as the props and floor plan have to be align with the clothing style of the subculture. On the event day, the production and creative teams will mainly be responsible for the set up for the event while the marketing will have control over the registration, crowd, medias, influencers and social media content as well, making sure the traffic and situation during the event is smooth. After the event has ended, all team will be tearing down the set ups. Marketing department will also be sending out appreciation letter a day after the event for medias and influencers who visited. A post release will also be written about the fashion exhibition event.
MARKETING DEPARTMENT WEEKLY TASK
In the marketing department, each role will be handled by two students. The PR team will be responsible for building relationships, writing, collaborations or sponsorships. The role of PR is crucial as it manages the reputation of the students and the school. The process of sponsor finding started in week 5 till week 11. Companies are able to negotiate and discuss with the PR team for a desired agreement between two parties. Social media promotions and advertising will be happening throughout week 7 till the event day to provide event information, create a hype for the event and attract more visitors. Marketing strategies were planned in early week 7 once every main details about the event have confirmed. The marketing team will be responsible in promoting the event through various platform and methods such as Instagram ads, deciding on pricing, giveaways and so on.
INDIVIDUAL WEEKLY TIMELINE
As a PR in the marketing department, responsible for writing and communications, there are a number of tasks needed to be completed. The very first is to create a strong event proposal. Then, a list of potential sponsors with contact details and reasons will be created. It is crucial for the sponsors to know the benefits or return of investments that they are getting by sponsoring the event their products, vouchers, cash or others. Sponsored materials will be collected by the PR teams and packed into door gifts for the event it itself. Besides, the PR team will also be in charge in making sure the event will have sufficient media coverage. Hence, a list of desired medias and social media influencers with contact details will be created and a free entry will be given to them. To ensure the school and students have a good reputation, the PR team will be responsible in maintaining a good relationship with everyone especially the VIPs. An appreciation letter will be sent to the media and influencers after the event.
This blog post concludes the task and weekly timeline for teams and students to ensure a smooth event planning process. Students were required to have a good teamwork and communication between teams to carry out the following task throughout the weeks.
Thank You,
Renee Wong
Bibliography
Wong, R. (2018). Group Weekly Timeline.
Wong, R. (2018). Individual Weekly Timeline.
Wong, R. (2018). Marketing Department Weekly Timeline.
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