Throwing a half-assed event is pretty easy; but really managing it properly can take quite a bit of work. While we're still a month out, our management infrastructure already consists of the following shared artifacts:
- Master Project Plan
- Prioritized, categorized task list. For reference, this will easily have over 100 tasks before we even set foot in the venue on the first night.
- Promotion Plan - a calendar with broad-stroke promotional tasks, and a weekly 'theme' that sets the tone for that week - are we doing heavy promotions, are we investigating talent, etc.
- Promotional Guidelines
- Scripts, talking points, and strategies for promoting to every avenue we're pursuing. This enables every promoter involved to have a common voice and understand both the short term business goals, and the longer term vision and direction for the events. Also should have a Messaging section, to track what has been sent out in the past - useful to mine for future wording, but also to make sure you're not over-using key phrases, etc.
- Intelligence
- The intel database contains investigation listings of every entity that may have an effect on the night. We collect information on other nights, relevant talent, local businesses, online presences, and any location on-or-offline where we might generate more interest in the event.
- Promotions
- Guest Lists - Tracking document for all promoters to curate the guest lists for the night.
- Targets - Track and manage targets for promotion; wouldn't want to under-flyer a site, or over-flyer it.
- Internal
- A document to store sensitive or trusted information. Budget and expenses, attendance, business contacts, brainstorming, etc. This is kept in a separate document so any of the above could be shared without compromising the operational data.
