Travel Events
Travel Event Oceania & Albatross
I thoroughly enjoy organising travel and tourism events. Events are the perfect way to engage with your customers, and to look after your loyal clients. Events can be big or small, and I will coordinate the size and location with you based on your marketing needs. I am happy to organise the event, which means I organise everything for the day of the event – time, location, food, event space, and also the graphic design for invitations, and the social media tiles and event offers.
Summary:
I planned and organised a where2travel hosted High Tea information event, which was held at the Kooyong Tennis Club on the 20th of March 2019. Annabelle from Oceania Cruises showed our clients what Oceania is all about and highlighted the inclusions when cruising with them. Les from Albatross Tours showed us all the unique guest houses and hotels in Europe - the places you would usually miss on a larger group tour.
Main tasks:
1. Designing the marketing strategy to increase sales with a travel event for new and existing customers.
2. Setting up meetings with the supplier to communicate this strategy, and implement budgets, theme and brainstorm the final concept.
3. Organise a date and time for the event.
4. Contact relevant venues for availability and see if the can align to my event idea. I then do personalised inspections of the event venue to make sure it aligns to the event proposal.
5. Hold the venue space and prepare a presentation for the GM and store managers for final approval.
6. Present the event strategy, venue, sales strategy and budgets to the GM and store managers in the form of a presentation.
7. Approve the venue and make the deposit payment upon the approval from the managers.
8. Graphic Design - Design the event invitations and marketing collateral (social media tiles, EDM's for email marketing and flyers to send direct to clients)
9. Publish the event and manage the RSVPS. I get the enquiries direct and distribute to the store managers.
10. Finalise the menu based on the dietary requirements from the RSVPS.
11. Make sure the event venue has the correct sound requirements. If not then I either buy or rent the equipment required for a successful event.
12. Send RSVP confirmations to all attendees, and reminders 24 hours before the event.
13. Provide RSVPS with my cellphone number to contact me on the day. I usually send directions and entrance tickets for all RSVPS a few days before the event.
14. Coordinate staff to assist on the day. I usually request 2-4 staff members to assist.
15. I provide a detailed agenda a week before the event - for staff and suppliers.
16. Organise the agenda with the supplier for the day. They usually send me a detailed version of their presentation.
17. Organise at least 2 prizes to give away on the day. I pre-coordinate this with the supplier and print out all the attendees names for the draw.
18. Meet and greet clients on the day. I make sure that the clients and the suppliers have everything they need for a successful event. I make sure the food goes out on time, and there there are enough drinks.
19. After the event I provide a handover to the sales staff so that they can do follow ups and convert sales.
20. I complete a final conversion report for the GM about 2 weeks after the event.
Event Photos:
