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:
- Planning: Outline goals, format, and budget.
- Venue: Confirm venue suitability, including projector availability.
- Guest Speakers: Invite and coordinate with speakers.
- Promotion: Execute a targeted promotional campaign before the event and highlight key takeaways and successes afterward.
- Registration: Implement a streamlined registration process (Google Form).
- Catering: Arrange suitable catering options.
- Logistics: Prepare name tags, materials, and confirm technical equipment like projectors.
- Moderation: Facilitate event flow and engagement.
- Communication: Maintain clear communication with participants before and after the event.
- Execution: Ensure smooth operation on the day.
- Post-Event: Share event highlights, thank participants, and gather feedback.
Additional Considerations:
- Emphasize sustainable and accessible event practices.
- Develop a comprehensive emergency response strategy.