Here’s how Xnap Creative will execute services for you
I. Xnap Creative’s Execution Plan:
A. Branding Digital:
- Social Media Posts:
- Execution: Xnap will create a content calendar outlining posts for Twitter, LinkedIn, and Instagram, focusing on pre-event buzz, speaker highlights, hackathon track details, behind-the-scenes glimpses during the event, winner announcements, and post-event resource sharing. They will use consistent branding and hashtags
- Internal Creatives:
- Execution: Xnap’s design team will create email banners for pre-event announcements and post-event follow-ups, ensuring they align with the event’s visual identity. They’ll also design website graphics for event promotion and social sharing.
- Basic One-Page Website:
- Execution: Xnap’s web development team will build and host the event website, including key information, registration forms, speaker bios, the schedule, and contact details. They’ll ensure the site is mobile-friendly and optimized for search engines.
- Registration Forms:
- Execution: Xnap will create two registration forms (attendees and speakers/experts), integrating them with Mailchimp for email marketing and data management. They will design the forms to be user-friendly and visually appealing.
B. Print Touch Points:
- Execution: Xnap will manage the design and printing of all materials: ID cards, lanyards, business cards, stickers, T-shirts, and goody bags. They’ll source high-quality materials and ensure timely delivery. They will finalize quantities based on anticipated attendance and confirm designs with internal stakeholders.
C. Print Branding:
- Execution: Xnap will design and produce the banners, retractable banners, standees, and agenda documents. They will arrange for banner installation at the venue.
D. Documentation:
- Execution: Xnap’s video and photography team will capture event highlights, speaker presentations, and behind-the-scenes moments. They will produce a highlight video and edit photos for social media, website use, and press releases.
E. Presentation Templates and Content:
- Execution: Xnap’s design team will create visually appealing presentation templates for both speakers and general presentations. They will work with speakers to ensure their content is well-formatted and aligned with the event theme.
F. Marketing, Campaign, and Communication:
- Execution: Xnap will develop and execute the overall marketing strategy, including paid social media advertising, public relations outreach (press releases), email marketing, and content marketing (blog posts and articles). They will track campaign performance and provide reports.
G. Logistics:
- Execution: Xnap will work closely with venue partners. We will handle itinerary planning, accommodation bookings (Grand Hyatt and other hotels), transportation, on-site logistics coordination, and management of tours and activities. Xnap will define the experience they want to create and manage the relationship with organizations across the world.
H. Promote the Event through Tech Creators (Xnap Creative):
- Execution: Xnap will identify and contract with relevant tech influencers on YouTube, Instagram, and Twitter. They’ll negotiate content requirements and compensation, manage the influencer campaign, and track its reach and engagement.
I. Event Planning (Itinerary, Entertainment, Speakers:
- Execution: Xnap will finalize the event itinerary, arrange entertainment (live music for the welcome reception), and manage speaker outreach and booking. They will handle speaker contracts, travel arrangements, and on-site coordination.
J. Speaker/Expert Outreach (Xnap Creative):
- Execution: Xnap will identify and contact potential speakers and experts, negotiate contracts, and manage their participation in the event.
K. Coordination/Attendee Management:
- Execution: Xnap will manage the attendee registration process through Eventbrite, handle on-site check-in, provide attendee communication and support, and collect feedback after the event.
L. Administrative/Tech Support:
- Execution: Xnap will provide on-site technical support for Wi-Fi, AV equipment, and other technical needs. They will have dedicated staff to assist attendees.
II. Channel Strategy (Xnap Creative):
- Twitter: Xnap will use Twitter for real-time updates, engaging with attendees, and promoting event highlights.
- LinkedIn: Xnap will use LinkedIn for professional announcements, sharing industry insights, and networking with attendees.
- WhatsApp Group: Xnap will use WhatsApp for direct communication with attendees regarding logistics, schedule changes, and important announcements.
By focusing on the execution of these services, Xnap Creative can ensure a well-planned and successful event. They’ll need to create detailed project plans, assign responsibilities to team members, and track progress throughout the process.
