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10 strategies and tactics for Event Planning Team

What is Event Planning Team strategy?

Team success often hinges on the ability to develop and implement effective strategies and tactics. It's a bit like playing chess, except that you have more than 1 player on each side.

Finding the right Event Planning Team strategy can seem daunting, particularly when you're focused on your daily workload. For this reason, we've compiled a selection of examples to fuel your inspiration.

Transfer these examples to your app of choice, or opt for Tability to help keep you on track.

How to write your own Event Planning Team strategy with AI

While we have some examples available, it's likely that you'll have specific scenarios that aren't covered here. You can use our free AI generator below or our more complete goal-setting system to generate your own strategies.

Event Planning Team strategy examples

You will find in the next section many different Event Planning Team tactics. We've included action items in our templates to make it as actionable as possible.

Strategies and tactics for executing efficient event planning

  • ⛳️ Strategy 1: Set clear objectives

    • Define the purpose of the event
    • Determine the target audience
    • Establish the event budget
    • Set the event date and time
    • Outline key activities and agenda
    • Identify success metrics
    • Assign roles and responsibilities
    • Create a timeline of tasks
    • Schedule regular progress meetings
    • Communicate objectives to the team

  • ⛳️ Strategy 2: Organise logistics effectively

    • Secure a venue that fits the event requirements
    • Arrange necessary permits and insurance
    • Coordinate with vendors and suppliers
    • Organise transport and parking facilities
    • Ensure adequate seating and layout arrangements
    • Set up audiovisual and lighting equipment
    • Prepare event signage and décor
    • Organise catering and refreshments
    • Plan for accessibility needs
    • Develop an emergency and backup plan

  • ⛳️ Strategy 3: Promote and engage attendees

    • Create an event marketing plan
    • Develop a comprehensive communication strategy
    • Utilise social media platforms for promotion
    • Send out invitations and reminders
    • Engage with attendees through newsletters
    • Create event-specific content (e.g., videos, blogs)
    • Provide value-oriented advertisements
    • Incentivise early registration
    • Partner with influencers or relevant entities
    • Collect feedback and adjust plans accordingly
event-planninglogisticsevent-coordinatormarketing-managerlogistics-teammarketing-team
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Strategies and tactics for organising a successful event

  • ⛳️ Strategy 1: Define the event objectives and audience

    • Identify the purpose of the event
    • Determine the target audience
    • Establish the key message or theme
    • Set measurable objectives
    • Conduct audience research
    • Consider audience preferences and expectations
    • List desired outcomes
    • Create a profile for potential attendees
    • Ensure alignment between objectives and audience needs
    • Review the objectives with key stakeholders

  • ⛳️ Strategy 2: Develop a detailed event plan

    • Select a suitable venue
    • Create a comprehensive timeline
    • Define a realistic budget
    • Plan logistics (transportation, accommodation)
    • Organise event programming
    • Delegate tasks to team members
    • Source and confirm suppliers
    • Prepare a marketing plan
    • Identify risks and contingency measures
    • Regularly review progress against the plan

  • ⛳️ Strategy 3: Execute the event with precision

    • Communicate the plan to all stakeholders
    • Conduct pre-event briefings with staff
    • Coordinate with vendors for seamless setup
    • Ensure high-quality audiovisual arrangements
    • Manage registration and attendee check-in
    • Facilitate smooth on-site operations
    • Execute the event schedule with flexibility
    • Engage attendees through interactive activities
    • Monitor real-time feedback and adapt as needed
    • Host a post-event review and debriefing session
event-planningaudience-engagementevent-plannerlogistics-coordinatormarketing-teamlogistics-team
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Strategies and tactics for increasing brand engagement and sales during peak summer

  • ⛳️ Strategy 1: Launch limited edition summer flavours

    • Conduct market research to identify popular flavours among target demographics
    • Collaborate with food scientists to develop new summer flavours
    • Design vibrant and attractive packaging for the limited edition products
    • Implement a pre-launch campaign on social media platforms
    • Create engaging content around the new flavours for blogs and video platforms
    • Partner with influencers to broaden reach and create buzz
    • Arrange in-store sampling events to promote new products
    • Offer discounts or bundle deals on limited edition flavours
    • Gather customer feedback for continuous improvement
    • Monitor sales data to evaluate the success of the campaign

  • ⛳️ Strategy 2: Host summer-themed experiential events

    • Identify popular venues and secure permits for summer events
    • Partner with local event organisers to plan activities
    • Incorporate interactive elements such as virtual reality experiences
    • Set up photo opportunity stations to encourage social sharing
    • Offer exclusive branded merchandise at events
    • Collaborate with local musicians and performers for entertainment
    • Provide free samples and promotional materials to attendees
    • Collect attendee contact information for follow-up marketing
    • Promote events through digital and local media outlets
    • Capture and use event footage in future promotional content

  • ⛳️ Strategy 3: Enhance digital engagement with a summer campaign

    • Develop a summer-themed social media content calendar
    • Run interactive online contests and giveaways
    • Utilise social media stories to share daily and engaging content
    • Create and share behind-the-scenes glimpses of Coca-Cola manufacturing
    • Collaborate with popular YouTube content creators
    • Introduce a hashtag campaign to encourage user-generated content
    • Engage followers with polls and questions on Instagram and Twitter
    • Leverage time-sensitive offers and alerts to drive urgency in sales
    • Analyse social media metrics to refine strategy on-the-go
    • Coordinate with digital marketing teams to optimise search engine and content ads
brand-engagementsummer-salesmarket-researchersocial-media-managerdigital-marketing-teamevent-planning-team
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Strategies and tactics for becoming a thought leader and ensuring sustainability

  • ⛳️ Strategy 1: Build a strong content platform

    • Conduct research to understand trending topics in women's professional and personal development
    • Develop an editorial calendar that includes blogs, videos, and podcasts
    • Invite industry experts to contribute guest content on the platform
    • Host monthly webinars with thought leaders in the field
    • Create downloadable resources like e-books or templates
    • Leverage social media to share insights and content highlights
    • Collaborate with influencers to co-create content pieces
    • Engage the audience with regular Q&A sessions or live interactions
    • Repurpose content for different formats like infographics or slideshares
    • Collect and analyse audience feedback to refine content strategy

  • ⛳️ Strategy 2: Expand community engagement

    • Create a community forum for discussions and networking
    • Regularly feature success stories from community members
    • Host challenges or contests to encourage active participation
    • Offer mentorship programmes connecting members with industry veterans
    • Set up focus groups to gather insights on community needs and interests
    • Organise virtual or in-person events for networking and learning
    • Develop a rewards system for active community contributors
    • Facilitate peer-to-peer learning opportunities within the community
    • Send personalized newsletters showcasing community achievements
    • Establish partnerships with relevant organisations to expand reach

  • ⛳️ Strategy 3: Develop a sustainable revenue model

    • Identify potential products or services to offer such as courses or workshops
    • Analyse competitor offerings and pricing strategies
    • Establish strategic partnerships with brands aligned to our vision
    • Implement a membership or subscription model for premium content
    • Offer personalised coaching or consulting services
    • Develop a scalable online shop featuring relevant products
    • Explore sponsorship opportunities for events and content
    • Create a donation or crowdfunding initiative to support the mission
    • Leverage affiliate marketing for complementary products
    • Continuously evaluate and refine the revenue model based on performance metrics
thought-leadershipsustainabilitycontent-creatorcommunity-managermarketing-teamevent-planning-team
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Strategies and tactics for improving community communication

  • ⛳️ Strategy 1: Utilise social media platforms

    • Develop a content calendar to ensure regular posting
    • Create engaging stories and posts to highlight community successes
    • Engage with local influencers to amplify the reach of posts
    • Utilise Facebook groups for community-focused discussions
    • Host live Q&A sessions with community leaders
    • Share testimonials from people involved in successful projects
    • Encourage community members to share content
    • Regularly update profile information to reflect current initiatives
    • Use paid promotions to reach a wider audience
    • Analyse engagement metrics weekly to adjust strategies accordingly

  • ⛳️ Strategy 2: Leverage local media and publications

    • Build relationships with journalists from local newspapers
    • Draft press releases for significant community achievements
    • Submit regular columns or articles about community projects
    • Reach out to local radio stations for interviews or announcements
    • Collaborate with schools for publication in their newsletters
    • Develop a quarterly community bulletin distributed in physical copies
    • Organise open days and invite local media for coverage
    • Engage with community magazines for feature stories
    • Utilise local event boards for promoting upcoming opportunities
    • Create media kits for easy access to partnership information

  • ⛳️ Strategy 3: Host engaging community events

    • Organise quarterly meet-and-greet events in local venues
    • Develop workshops about effective communication strategies
    • Host an annual community showcase of past accomplishments
    • Create informational booths at local fairs and markets
    • Utilise community centres for project presentations
    • Conduct focus groups to gather feedback and suggestions
    • Partner with businesses to sponsor community-wide events
    • Use interactive activities to engage attendees
    • Set up suggestion boxes for public input at events
    • Document and share event highlights on all channels
social-mediacommunity-engagementcommunity-managerpublic-relations-specialistcommunications-teamevent-planning-team
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Strategies and tactics for fostering casual communication and staying connected

  • ⛳️ Strategy 1: Create a dedicated digital space

    • Select a platform that everyone uses and create a group chat or social media group
    • Establish clear guidelines on the type of content that can be shared
    • Introduce everyone to the group and encourage initial posts
    • Schedule weekly prompts to keep the conversation flowing
    • Encourage members to share memes, jokes, and lighthearted content
    • Assign a moderator to manage and encourage interactions
    • Create themed days for sharing specific types of content
    • Ensure the group remains a positive and inclusive space
    • Regularly update group settings and maintain privacy
    • Collect feedback from members to continuously improve the space

  • ⛳️ Strategy 2: Organise regular themed virtual hangouts

    • Survey participants to determine suitable times for virtual hangouts
    • Decide on themes or activities for the hangouts to create excitement
    • Use a reliable video conferencing tool for hosting the events
    • Send out invitations with a clear itinerary and theme details
    • Appoint a facilitator to guide the activities during the hangout
    • Incorporate ice-breaking activities to ensure engagement
    • Encourage attendees to contribute ideas for future themes
    • Share highlights and positive moments from hangouts in the group
    • Solicit feedback after each event to enhance future hangouts
    • Celebrate contributions and recognise frequent participants

  • ⛳️ Strategy 3: Promote inclusive participation

    • Encourage varied forms of expression, such as videos, images, and texts
    • Utilise polls and surveys to gather input on topics of interest
    • Give shout-outs to active participants to encourage more interaction
    • Send personalised invitations to less active members to encourage engagement
    • Share a calendar of upcoming themes and events in advance
    • Involve members in the decision-making process for the group
    • Recognise milestones and achievements of members in updates
    • Provide platforms for members to share personal projects and interests
    • Facilitate small group discussions to encourage deeper connections
    • Promote a culture of respect, openness, and appreciation in interactions
communicationconnectivitymoderatorfacilitatordigital-communication-teamevent-planning-team
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Strategies and tactics for introducing the Yarn Buddy

  • ⛳️ Strategy 1: Leverage email marketing

    • Develop an engaging email campaign featuring the Yarn Buddy
    • Segment the email list to target loyal customers specifically
    • Highlight the limited-time availability and reward program
    • Incorporate visually appealing images and testimonials
    • Include a clear call to action to purchase or join the rewards programme
    • Send a series of reminder emails leading up to the deadlines
    • Track open and click-through rates to optimise future emails
    • Offer exclusive discounts or incentives to email subscribers
    • Utilise personalised subject lines for higher engagement
    • Encourage sharing the email with friends for additional benefits

  • ⛳️ Strategy 2: Utilise social media campaigns

    • Create visually striking posts showcasing the Yarn Buddy
    • Utilise customer testimonials and user-generated content
    • Run a limited-time contest to increase engagement and awareness
    • Leverage Instagram and Facebook stories for real-time promotion
    • Collaborate with influencers within the crafting community
    • Engage with followers through comments and messages
    • Use targeted ads to reach a broader crafting audience
    • Highlight the value of the rewards programme in posts
    • Schedule regular posts leading up to the availability end date
    • Share behind-the-scenes content about the Yarn Buddy creation

  • ⛳️ Strategy 3: Host a virtual launch event

    • Plan a livestream event to introduce the Yarn Buddy
    • Invite loyal customers and crafting influencers to join
    • Demonstrate the Yarn Buddy's unique features and benefits
    • Offer exclusive event-only discounts or early access
    • Host a Q&A session to address customer queries
    • Record and share highlights from the event on social channels
    • Provide virtual freebies or resources related to yarn care
    • Encourage attendees to share their experiences on social media
    • Follow up with participants via email with a thank you message
    • Collect feedback from attendees to improve future events
email-marketingsocial-mediamarketing-managercustomer-engagement-specialistdigital-marketing-teamevent-planning-team
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Strategies and tactics for acquiring new customers

  • ⛳️ Strategy 1: Optimise online presence

    • Conduct a comprehensive website audit to identify areas for improvement
    • Implement SEO best practices to improve search engine rankings
    • Create high-quality, targeted content for blogs and social media
    • Utilise pay-per-click (PPC) advertising to drive targeted traffic
    • Optimise website for mobile users to improve user experience
    • Use social media channels to engage with potential customers
    • Implement A/B testing on landing pages to increase conversion rates
    • Leverage Google My Business to enhance local search visibility
    • Collaborate with influencers to reach a broader audience
    • Monitor and analyse website analytics to continuously refine strategies

  • ⛳️ Strategy 2: Host and attend events

    • Organise webinars on topics relevant to your target audience
    • Participate in industry trade shows and conventions
    • Host local meetups or networking events
    • Sponsor events where your target audience is likely to attend
    • Offer free workshops or educational seminars
    • Collaborate with other businesses to co-host events
    • Collect attendee contact information for follow-up marketing
    • Promote events through social media and email marketing
    • Provide exclusive event offers to attendees
    • Analyse event feedback to improve future gatherings

  • ⛳️ Strategy 3: Utilise referral and loyalty programmes

    • Design a customer referral programme with enticing rewards
    • Promote the referral programme through email and social media
    • Create a loyalty programme with tiers and exclusive benefits
    • Use email campaigns to keep customers informed about their rewards
    • Offer double rewards for customers who refer friends during promotional periods
    • Highlight success stories of current loyal customers in marketing materials
    • Use point-of-sale systems to track and manage loyalty points
    • Provide easy and intuitive methods for customers to refer others
    • Regularly review and improve the referral and loyalty programme based on feedback
    • Incentivise employees to encourage customers to join the programmes
seoreferralsmarketing-managerseo-specialistmarketing-teamevent-planning-team
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Strategies and tactics for increasing awareness of the Energy and Sustainability Framework and 7 Big Moves

  • ⛳️ Strategy 1: Launch a local awareness campaign

    • Develop key messages and visual materials about the framework
    • Identify target community groups and stakeholders
    • Create an outreach calendar with specific campaign events
    • Leverage local media outlets for coverage and interviews
    • Set up informational booths at community events
    • Distribute flyers and informational pamphlets in public spaces
    • Utilise social media platforms for broader reach
    • Collaborate with local influencers to spread the word
    • Measure awareness levels pre- and post-campaign
    • Gather feedback to improve future campaigns

  • ⛳️ Strategy 2: Engage through educational workshops

    • Identify and book venues for workshops
    • Prepare engaging workshop content and materials
    • Invite local experts to speak on relevant topics
    • Promote workshops via community bulletins and social media
    • Provide incentives for attendance, such as refreshments or giveaways
    • Offer virtual attendance options for wider reach
    • Follow up with attendees for feedback and next steps
    • Develop a toolkit for participants to spread the message
    • Track attendance and engagement success
    • Share workshop highlights and key takeaways online

  • ⛳️ Strategy 3: Facilitate stakeholder partnerships

    • Identify potential partners who align with the framework's goals
    • Conduct introductory meetings to discuss collaboration opportunities
    • Outline mutual goals and benefits of partnership
    • Draft partnership agreements with clear roles and responsibilities
    • Plan joint initiatives or events to promote the framework
    • Regularly communicate with partners to ensure alignment
    • Leverage partners’ networks to reach new audiences
    • Assess partnership effectiveness bi-annually
    • Celebrate successful partnerships publicly
    • Solicit partner feedback for continued improvement
awarenesscollaborationcampaign-managercommunity-outreach-coordinatormarketing-teamevent-planning-team
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Strategies and tactics for transforming marketing operations pillars for B2B exhibition events

  • ⛳️ Strategy 1: Focus on adaptive engagement

    • Research and understand attendee preferences and behaviour patterns
    • Develop a flexible communication plan that can be adapted based on attendee feedback
    • Utilise data analytics to anticipate attendee needs and adapt marketing strategies accordingly
    • Conduct pre-event surveys to gather insights on expectations and interests
    • Use social media platforms to engage with potential attendees and provide real-time updates
    • Establish a feedback loop to constantly monitor and respond to attendee interactions
    • Create personalised recommendations for sessions and networking opportunities
    • Encourage real-time interaction through live polls and Q&A sessions
    • Utilise adaptive content marketing strategies to address attendees' changing interests
    • Organise post-event follow-ups to gather feedback and improve future events

  • ⛳️ Strategy 2: Boost marketing effectiveness

    • Define clear and measurable goals for attendee engagement
    • Identify and target key demographics that align with the event's theme and objectives
    • Implement a robust CRM system to manage and analyse attendee data
    • Create enticing content and messaging tailored to the audience
    • Leverage digital marketing campaigns to increase event visibility
    • Utilise influencer partnerships to broaden reach and impact
    • Track and analyse marketing campaign performance regularly
    • Allocate budget and resources effectively to high-performing channels
    • Implement retargeting strategies for potential attendees who show interest
    • Ensure all marketing outputs are aligned with overarching event goals

  • ⛳️ Strategy 3: Enhance productive execution

    • Develop a comprehensive roadmap to outline event timelines and deadlines
    • Assemble a multi-skilled team with clear roles and responsibilities
    • Foster a collaborative environment with effective communication tools
    • Use project management software to track progress and manage workloads
    • Regularly update stakeholders on milestones through progress reports
    • Conduct training sessions to improve team productivity and skill sets
    • Set key performance indicators (KPIs) to measure efficiency
    • Simplify processes and workflows to eliminate bottlenecks
    • Implement contingency plans to address potential risks or disruptions
    • Evaluate and refine processes post-event to enhance efficiency
adaptive-engagementmarketing-effectivenessmarketing-strategistevent-coordinatormarketing-operations-teamevent-planning-team
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How to track your Event Planning Team strategies and tactics

Having a plan is one thing, sticking to it is another.

Don't fall into the set-and-forget trap. It is important to adopt a weekly check-in process to keep your strategy agile – otherwise this is nothing more than a reporting exercise.

A tool like Tability can also help you by combining AI and goal-setting to keep you on track.

More strategies recently published

We have more templates to help you draft your team goals and OKRs.

Planning resources

OKRs are a great way to translate strategies into measurable goals. Here are a list of resources to help you adopt the OKR framework:

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