In-person Event SOP

Event Management SOP - Concise Version

Purpose:

Guide the planning and execution of events for the Association of Chinese Canadian Environmental & Municipal Professionals (CCEMP).

Scope:

Applicable to all CCEMP event-related activities.

Key Roles:

• Event Coordinator: Central planning and oversight. - Shuyang
• Venue Manager: Secures and prepares the venue. - Oliver Shi
• Guest Relations Manager: Manages guest speaker engagements. - Shuyang, Xuanye
• Promotions Manager: Handles pre- and post-event promotions. LinkedIn - Jiahao (Oliver Chen)
• Registration Manager: Oversees attendee sign-ups and check-in. - Kevin
• Logistics Manager: Ensures availability of materials and equipment. Coordinates food and beverage services. - Chen Wang , Bojun Xu
• Event Moderator: Guides event proceedings. Prepare slides. - Xuanye Bai
• Photographer: Capture event highlights. - Chen Wang
• Treasury: - Lan Yao

google docs

Procedure:

1. Planning: Outline goals, format, and budget.
2. Venue: Confirm venue suitability, including projector availability.
3. Guest Speakers: Invite and coordinate with speakers.
4. Promotion: Execute a targeted promotional campaign before the event and highlight key takeaways and successes afterward.
5. Registration: Implement a streamlined registration process (Google Form).
6. Catering: Arrange suitable catering options.
7. Logistics: Prepare name tags, materials, and confirm technical equipment like projectors.
8. Moderation: Facilitate event flow and engagement.
9. Communication: Maintain clear communication with participants before and after the event.
10. Execution: Ensure smooth operation on the day.
11. Post-Event: Share event highlights, thank participants, and gather feedback.

Additional Considerations:

• Emphasize sustainable and accessible event practices.
• Develop a comprehensive emergency response strategy.