Note: The event planning module presented in this article has been created based on the default module template of the module generator. The module created with the module generator can be customized to meet individual requirements. This guide describes the basic functions of the default module template.

Aim of the module

The event planning module is intended to support planning recurring, as well as one-off events in a structured manner. In addition, event proposals, as well as associated tasks, can be managed in the module.

Procedure

In principle, new as well as known events should be suggested in the module.

If a new event is suggested, the marketing department is informed and evaluates the event. In addition, the marketing department decides whether the event is to be attended actively (with an exhibition stand/lecture) or passively (as a visitor). After all framework data are fixed and the decision whether passively or actively one participates, the planning begins. Responsibilities for planning are recorded.

Once the event has been held, it must be followed up. The follow-up will include documenting an evaluation of the event, which should make it easier to decide whether to participate in the future. If the final evaluation of the event is positive and the event is to be attended again, a template is now created for that event.

Modle element

New event idea:

A new event idea is created directly in the module. To do this, the idea is next specified with the framework data. This includes:

• Title of the event
• Format, theme, etc.
• Start and end date
• Location and costs
• as well as further remarks

Once all the important information has been entered, the next step is to save the request. As soon as this is done, the overview of the event appears, which in turn can be proposed via the workflow approval. With the status change, the marketing department is then informed about the proposal. 

If the meeting was suggested, it is evaluated by the marketing department. Now it is decided whether in the meeting actively or passively one participates or, whether the participation is rejected completely. At the latest after deciding whether to participate actively or passively, the Planning section must be completed. The following is recorded in the Planning section:

• Who is responsible
• The exhibition team
• The presenter
• The material
• Set up and dismantling
• The external contact person

In the Implementation area, all pending tasks and to-do's can now be assigned and tracked.

After the event has been held, the next step is the follow-up. Here the following points are recorded:

• The number of visitors
• Number of conversations held
• Choice: "Would you attend again?"
• Comments and suggestions for improvement
• The overall rating

Recurring events:

For events that are attended regularly, it is useful to create a template. For this purpose, a template is created in the module overview, in which all framework data of the event, as well as some standard tasks are preset. This function saves having to create the same event again regularly.

Possible customizations

In the event planning module, no mandatory customizations are required to the module, and it is ready to use.

Before using the module, the marketing role should still be assigned to the appropriate users. In addition, the workflow, of the module can be customized to the company.

This necessary organizational groundwork should not be underestimated or neglected. Consultants with years of experience will be happy to assist with the introduction and individual configuration of the module.

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