Pre Event

Event

Post-Event
 Level 1 Level 2 Level 3

Concept Define Concept

Selection
Decoration
Venue Equipment

Marquee Construction

Selection
Speakers

Arrangement

Selection
Attendees
Registration

Marketing Plan
Pre-Event

Marketing

Communication
CATION

Venue

Speakers

Marketing Plan
Financing
Communication material
Attendees
Budget

Account
NIM, CONVOCA Programme Plan

Refreshment and catering

Security
Site Management

Cleaning

Health and safety

Selection
Personnel
Committee formation

Rooms

Venue
Refreshment and catering

Decoration
Reception
Personnel Cordination
Final
Event

Reception
Speakers
Coordinate
Final

Marketing Communication

Finance Attendees
Programme Control
Health and safety
Maintenance
Site Management
Security
Cleaning
 Venue Closure

Post-Event
Marketing Communication and evaluation

Finance Venue
Speakers
Personnel
Programme Attendees
Accounts
Evaluation
Health and safety
Maintenance
Site Management
Security
Cleaning
 Level 4 Level 5
Why Reason for Convocation
What What convocation consits of
When When the event takes place
Where Where the event takes place
Who Define the Stakeholders of the event
Which Decide which venue in the college will be suitable
Book Venue Book the decided venue
Ask marketing team for marketing material to be put up.
Request A/V material Decide what is needed and by when
Request Stage Decide which stage is needed
Who Identify Vendor
Negotitation Negotiate with the vendors
Book Decide and Book vendor
Research for different business tycoons according to the
concept

Target chosen candidates according to the marketing plan.

Provide conference information
Provide transportation information
Set theme for speech
Research according to research plan
Send invitations
Create Registration form
Build Databases and decide on process
Communicate with finance department for the payment.
Define Marketing Budget
Identify target group Business tycoons and other atendees
Define startegy Strategy will help pull the various stakeholders.
Implement the plan
Define communciation message
Define materials to be used for communication
Design and print the various communication material
Evaluate message and tools
Put communication into action
Pre-payment
Control Budget
Pre-payment
Control Budget
Activity payment
Control Budget
Activity payment
Control registration and payment
Control budget
Control Cashflow
Control Income
Match budget to real cash.
 Define Agenda
Coordinate Agenda with different stakeholders
Adjus agenda
Finalise Agenda
Identify Caterer Research multiple cateres
Finalize the menu
Ensure setup of the stalls
Ensure timely fucntionality
Map need of security
Validate whether extra security is needed Look for external agencies providing this service.
Liase with the venue
Queue management
Site management in terms of bins.
Manage toilets
Liase with the lealth office and ambulance
Perform Risk assessment
Define Needs
Define expertise required
Define tasks
Create timelines
Define exact tasks
Registration hall Prepare proper layout.
Conference Rooms Check if all is set up as per plan
Storage and Break room Check if all is set up as per plan
Stage Check if all is set up as per plan
Vendor comunication
Vendor check
Vendor Management Snacks, Lunch
Room decorations (Banners, marketing material
Greet and brief employees ad volunteers
Give decision and orders
Debrief
Provide Agenda
Accrediation Provide a kit
Confirm event timing
Deal with the arrragement
Call respective speakers
Thank and obtain feedback from speakers
Setup all advertising material
Control communication
Promote Sponsors
Control payments
Watch for reasons to adjust the program

Follow define procedured defined for the venue

 Check all the closing down procedure
Get and Give feedback
Give feedback to Stakeholders
Get feeback to stakeholders
Provide end to end communication of the event
Complete payment
Complete payment
Complete payment
Control registration and payment
Final calculation
Evaluate if agenda went according to plan

Check closure procedures with venue