Event Planning for Better Team Engagement

Phase 1: Initial Planning

1. Define Event Objectives

‍Clarify the purpose of the event (e.g., team building, training, celebrations, or networking) and align it with organizational goals.

2. Set a Budget

‍Establish a clear budget, including venue, catering, materials, and contingency funds.‍

3. Select Event Type and Format

‍Choose an appropriate format (in-person, virtual, hybrid) based on objectives and attendee preferences.

4. Create an Event Proposal

‍Draft an outline including objectives, format, budget, and proposed dates for approval.

Phase 2: Organizing Logistics‍

5. Form an Event Team

‍Assign roles such as logistics coordinator, marketing lead, and on-site manager within Mosaico to ensure clear responsibilities.

6. Book Venue and Services

‍Secure a venue, catering, AV equipment, and any required services. Use Mosaico to track bookings and vendor contacts.

7. Send Invitations

‍Use Mosaico's email and notification tools to create and send invitations. Include event details, RSVP options, and a calendar integration.

8. Develop a Detailed Timeline

‍Create a checklist in Mosaico for key milestones, deadlines, and tasks leading up to the event.

Phase 3: Marketing and Engagement

9. Promote the Event‍

‍Share event information via internal communication channels like newsletters, posters, or the company intranet.

10. Engage Participants

‍Create interactive elements like polls or quizzes in Mosaico to generate excitement and gather input for the event.

Phase 4: Execution and Monitoring

11. Coordinate On-the-Day Logistics

‍Ensure all equipment, materials, and teams are prepared. Assign real-time task updates in Mosaico.

12. Facilitate the Event

‍Monitor progress during the event, address issues promptly, and engage participants actively.

Phase 5: Post-Event Follow-Up

13. Collect Feedback

‍Use Mosaico to distribute surveys or polls to attendees and gather feedback on event success and areas for improvement.

14. Evaluate Success

‍Review feedback and key performance metrics, such as attendance and engagement, to assess the event’s success.

15. Document Learnings

‍Create a report in Mosaico summarizing outcomes, lessons learned, and recommendations for future events.