Marketing

Seminar
PROJECT TEAMS: GUIDELINES FOR
EVENT PLANNING
Project Teams
PRE-SEMINAR EVENTS SEMINAR DAY - MARCH

Brand Expo – November UTech, Ja Marketing Seminar 40th Anniversary

Charity Event - November Staging

Church Service - January Research Project Report & Launch

Digital Marketing Promotion - February 40th Anniversary Publication & Alumni

Directory & Launch
Miss UTech, Ja. - March
 All students are required to be part of three (3) project teams
(one (1) in Semester 1 and two (2) in Semester 2

Must be selected as follows:

Project 1.

2.
Brand Expo OR Charity OR Digital Campaign

Any two of the following:

Teams ◦
◦
Seminar Day
Publication/Alumni Directory
◦ Research Project
◦ Miss UTech, Ja.

Church Service (to be planned by the Executive)

 For the Seminar to make informed
decisions, your audience must have
enough information to decide on the
Presentation necessary actions that must be
of Project taken.
Plans &
Updates It is therefore essential that in
presenting plans for the Seminar’s
consideration, the project team
provides the body with some key
pieces of information.
Basic Information
 Name

 Proposed date and time

 Objective (s)

 Concept: Provide your audience with a general idea of what the event is about.

Outline the rules and a step- by- step outline of how the event will be implemented.

 Proposed Venue (s)

 Floor plan?
 Are there cost implications?
 Will security be needed?
 Conduct preliminary checks to see if the proposed venue (s) are available on any of your proposed dates. Identify 1 st, 2nd and 3rd choice venues.
 Also provide information on procedures for securing venue
 Which groups on or off
campus do you expect to
Target
attend this event?
Audience
How many people?
Estimate numbers in best
and worse case scenarios
 Which companies and/or brands do you think
would be ideal partners for this event? Why?

Potential How many sponsors?

Sponsors How much are you aiming to earn in sponsorship

& revenue?

Promotion What are the proposed benefits (or packages) will

you be offering to sponsors?

Present the promotional plan for the event.

 Present a full budget that includes projections of:
Costs: Three competitive quotes must be provided
Revenues
 How many persons you would be expecting to
attend or participate
 Cost per ticket/ item

Money  Overall revenue estimates (best- and worst-case

scenario

Matters Estimated Profits

 Profit = Revenue - Cost

Financing
What are the financial implications of hosting this
event? Since only some of the costs of hosting the
event will be underwritten by sponsors. There must be a
plan to pay for the event. How much will each member
of the class be asked to contribute in seed capital?
 Is there anything you need from the
Other Seminar body?

Required What are the manpower requirements?

Information Proposed schedules?

 
 Be prepared to present your idea(s) to the Seminar body.
Be PowerPoint presentations as well as word documents (for
the Board) are a good start.

General Ensure that more than one committee member(s) can

Ensure
Guidelines explain event concepts, etc. to the group.

Project updates should outline what has been done and what
Do not is to be accomplished; do not rehash project plans.
rehash • Project updates must be presented by different team members each time.