Quarterly Team Building & Sales Events
Photo: Unsplash CHUTTERSNAP
Purpose
Hold consistent events to build team comradery, celebrate wins, launch new products, and share goals and new strategies to inspire the team to action.
Process
This is a simple overall view of the four phases of the quarterly event planning.
Planning Phase (3 months prior)
Set goals and objectives for the event outcome and targeted audience
Assemble the planning team and assign tasks
Create a budget including: venue, catering, technology needs, printed or digital materials, branded merchandise, and sales rewards and giveaways
Collect quotes and select venue, catering, order merchandise & giveaways, etc.
Build invite list
Outline agenda and evaluate assignments
Promotion Phase (2 months prior)
Build registration forms
Design and deliver invites (mail and/or electronic)
Create publications, presentations, visual aids, signage, and additional materials
Teaser reminders leading up to event (social media, videos, sneak peeks, key speakers hype, etc.)
Execution Phase (2 weeks prior to day of event)
Confirm venue, catering, additional vendors, etc.
Final review of presentations
Finalize agenda and create internal minute-by-minute agenda to cover all assignments
Conduct a full run-through to test AV equipment, microphones, slides, etc.
Prep event kits (first aid, easels, displays, extra batteries, etc.)
Coordinate with security, facility services, or parking services
Early setup of rooms and AV equipment.
On-site registration
Event support
Finish Phase (day of event to 2 weeks after)
Takedown and clean up event
Distribute recap email and/or feedback survey
Pay service providers
Event review and analysis
Perspective
After holding several meetings, I created a template and checklist to follow which allowed more focus on generating engaging content for the meetings instead of solely focusing on the logistics. These events became valuable to the team to build stronger collaboration and drove continuous growth and productivity measured by key metrics such as new product sales revenue and more smiles!
