The document provides tips for organizing a massive and successful event. It recommends discussing the event idea with the entire leadership committee to get support and ensure everyone has a role. Detailed planning is essential, including choosing a date and venue, setting goals for applicant numbers, and developing an engaging agenda and speaker lineup. The event must be promoted extensively both online and offline. All tasks need to be assigned, tracked, and documented in a shared file to keep the team organized from planning through execution.

1. Event

2. Why

3. Why

4. Why

5. Why

6. How to organize
a massive & successful
event!

8. With everything
going on, you and
your EB Team won’t
have time for more!
Also, that way you
won’t have the safety
of another chance!

10. Discuss ideas with
your EB Team and
ask for their support
and feedback.
If you decide to go for
it, do it right!

12. If everyone can have a
role, give them a role.
Make this a project of
the whole LC, not just
COMM.
This way everyone
will find time to
support you!
e.g. The office will
close on that day and
the whole LC will be in
the event!

14. If you can’t find a
reason to do the event
(i.e. to support the
performance of ELD
programs), you don’t
have to do it!
You will give 110% to
this only if you think
it’s absolutely
necessary!
e.g. Global Citizen
Promotion for
Summer Peak

16. It has to be something
your community needs.
It also has to do with
something related to
AIESEC and our
programs.
Find what makes your
event unique and why
someone should devote
his time to come!
Always remembers to
give value related to
the needs of your target
audience!

18. Something “catchy”
that can stand out on
its own.
It also has to represent
the essence of your
event.
e.g. Open Mind:
Think different.
Live different.

20. Think about all the
factors. Day? Month?
Hours?
Stay away from
holidays. Prefer dates
closer to the beginning
of each semester.
Consider collision
with other events.
Choose a place close to
the university and
easily accessible. Why
not in the university?

22. How many people do
we want to apply for
the ELD program?
How many attendees
do we need in order to
achieve it?
How many attendance
applications?
What are my
conversion rates?

24. Make the sessions
interesting. Everything
should be connected to
the theme. Include
presentations for the
ELD program.
Engage returnees,
alumni & professors as
speakers.
Find a chair that can
communicate the
essence of the event
and connect the dots.

26. Build the pillars for
the promotion.
When is the starting
line? When is the
deadline?
What/who will run for
online promotion?
What/who will run for
offline promotion?
Plan the basic actions,
define overall
responsible.

28. Make sure you book
the venue. Without this
step DO NOT begin the
promotion!
Book the venue for
more hours, to have
time to prepare the
spaces and clean
afterwards.
Make arrangements
for technical support.

30. The event should be
able to stand on its
own.
Think of the colors that
represent it and create
the logo and the visual
guidelines you will use
for promotion.
Take into account that
“events” is a very
competitive business!

33. Start contacting your
speakers of choice.
Show them that you
have it all figured out!
Demand quick answers.
If rejected move quickly
to another person!
Start guiding them
through the objectives
of their sessions!

35. Responsible VPs, TLs,
Coordinators all in one
meeting!
This results to everyone
being on the same page
and the processes become
a lot faster!
Also: Ownership,
Responsibility,
Engagement

37. The conference team must
believe the goals are
possible! Ask everyone’s
opinion and ask for their
personal promise! They
have to feel accountable
for the goal.
If needed change it to a
goal the team thinks they
can achieve!

39. Assign responsibilities
for online & offline
promo, contact
management, speakers,
venue preparation,
returnees, equipment,
media partnerships,
Global Village, and
whatever else is needed!
Break them down as
much as possible so that
everyone know the
simple tasks they have to
do!

41. Put everything in one
place, where everyone
can see what they have to
do, when is the deadline
and what is the progress
of the event.
This should also include
the draft version of the
agenda & the speakers.
The overall responsible
will use it to track
everything and assign
new tasks in the next
conference team meeting.

42. Promo Contact SpeakersCreate FB event
Posts, Announcements,
Newsletters, Webmails,
Run Campaigns
Classrooms, Booths, etc.
Announce speakers
Track Applications
Adjust Strategy + Intensity

43. Promo Contact SpeakersCreate FB event
Posts, Announcements,
Newsletters, Webmails,
Run Campaigns
Classrooms, Booths, etc.
Announce speakers
Track Applications
Adjust Strategy + Intensity
Create application form
Create contact mails
Contact the applicants
Keep the applicants
engaged
Constant Tracking +
Labeling

44. Promo Contact SpeakersCreate FB event
Posts, Announcements,
Newsletters, Webmails,
Run Campaigns
Classrooms, Booths, etc.
Announce speakers
Track Applications
Adjust Strategy + Intensity
Create application form
Create contact mails
Contact the applicants
Keep the applicants
engaged
Constant Tracking +
Labeling
Contact Speakers,
Returnees, Alumni, invite
professors, guests, GV!
Quick arrangements
Work with the speakers on
the content
Have the PPTs 1 day before
Dry runs!

45. Promo Contact SpeakersCreate FB event
Posts, Announcements,
Newsletters, Webmails,
Run Campaigns
Classrooms, Booths, etc.
Announce speakers
Track Applications
Adjust Strategy + Intensity
Create application form
Create contact mails
Contact the applicants
Keep the applicants
engaged
Constant Tracking +
Labeling
Contact Speakers,
Returnees, Alumni, invite
professors, guests, GV!
Quick arrangements
Work with the speakers on
the content
Have the PPTs 1 day before
Dry runs!

46. Promo Contact SpeakersCreate FB event
Posts, Announcements,
Newsletters, Webmails,
Run Campaigns
Classrooms, Booths, etc.
Announce speakers
Track Applications
Adjust Strategy + Intensity
Create application form
Create contact mails
Contact the applicants
Keep the applicants
engaged
Constant Tracking +
Labeling
Contact Speakers,
Returnees, Alumni, invite
professors, guests, GV!
Quick arrangements
Work with the speakers on
the content
Have the PPTs 1 day before
Dry runs!

49. Connect the dots
Control the time
Control the mood

51. What to expect

52. Any

53. Who am I
I’m a Marketing junkie.
Α constant generator of concepts & ideas.
A Leadership enthusiast. A seeker of creativity.
A FastCompany addict. A Powerpoint architect.
A tech-freak.
You know where to find me!
Chief Marketing Officer @AIESECinATHENS
Creative Marketing Manager @AIESECinGREECE
Student @Athens University of Economics & Business
Sotiris Baratsas
sotirisbaratsas
Sotiris Baratsas
Slideshare.net/sotbar7

54. .thankU