What we have found in our experience is, as with any other business process, a conference or event has very predictable patterns. By analyzing a broad scope of events and conferences, certain similarities and patterns emerge which lend themselves to replicable systems.
We define the road map to a successful event by understanding the what, why and who - the vision, the objectives, and audience. We outline goals, tactics, outcomes and measurements to ensure that all are synchronous with the overall organizational goals as a whole.
We define the individual responsibilities of all team members - both Client and Caspian - so as to most efficiently and effectively operate as a team to achieve all the necessary elements of a successful event.
We map out each audience type and sector which should be represented at your event. Define goals surrounding each audience type -- what is your message to each group? What content should be developed to attract your audience type? We analyze registration numbers and make sure marketing and outreach is focused on the target audience throughout the entire process.
Efficient communication is key to producing a successful event. At A Caspian Production, we pride ourselves on excellent communication. First, we define what roles are needed to complete our goals, and then we map out who is in charge of which tasks, and the most efficient lines of communication for distributing and receiving pertinent information.
After we've created a specific list of goals and a vision for your event, we work closely with your content development team to ensure that content matches outlined goals, including catering content to specific audience members and matching content development with overall conference success metrics, goals, and vision.
We review the various ways in which you can invite speakers to your conference from an RFI process to board member personal invites. Once we decide the process of acquisition, we will track all the logistical elements to make the speaker experience smooth from start to finish.
Although A Caspian Production does not offer marketing services, we do offer consultation on the most effective conference marketing plans. Each member of the Caspian team is proficient in social media outreach and marketing strategy. We work with your internal marketing team to create promotion calendars and offer specific conference outreach suggestions.
We help you define the user experience and the information you want to convey and capture when you have your attendees attention. Registration depends not only on a logical user experience but can also be used as an additional marketing or messaging platform.
We determine the step-by-step task list, to-dos and deadlines to get us from point A to point B on time. The timeline becomes the guide by which we ensure deadlines are met, and the planning phase is executed efficiently.
We help you define the financial guidelines of all the event components. Our budgets are built using fixed and variable expenses linked to an audience key so you can quickly see how changing attendance effects you. We monitor income to expenses to ensure you are always aware of your current financial picture.