How to write an event planning letter

How to write an event planning letter

1. Name of the planning letter

Write the name of the plan as specifically as possible, such as "×year×month××university× ×Activity Planning Book", place it in the center of the page. Of course, you can write the main title and then write this as a subtitle below.

2. Activity background:

This part of the content should be focused on the following items according to the characteristics of the plan; the specific items include: basic situation introduction, main implementation targets, recent projects Situation, organizational department, reasons for carrying out activities, social impact, and related purpose motivations. Secondly, the environmental characteristics of the problem should be explained, mainly considering the inherent strengths, weaknesses, opportunities, threats and other factors of the environment, and making a comprehensive analysis (SWOT analysis) of it, focusing on the various factors of the environmental analysis, and analyzing the past Describe the current situation in detail and make plans based on predictions of the situation. If the environment is unclear, it should be supplemented by analysis through investigation and research.

3. Purpose, meaning and goals of the activity:

The purpose and significance of the activity should be clearly expressed in concise and clear language; when stating the key points of the activity, the core components of the activity should be stated Or the uniqueness of the plan and the resulting significance (economic benefits, social benefits, media effects, etc.) should be clearly written. The activity goals must be specific and need to meet importance, feasibility, and timeliness

IV. Resource needs:

List the required human resources and material resources, including the places where they will be used , such as classrooms or using activity centers are listed in detail. It can be divided into two parts: existing resources and required resources.

5. Activity development:

As the main text of the plan, the expression should be concise and clear to make it easy for people to understand, but the expression should be detailed and write down every point that can be imagined. Nothing is missing. In this part, it is not limited to textual expressions, but can also include statistical charts, etc.; the planned work items should be arranged in chronological order, and drawing an implementation schedule will help with plan verification. The organizational configuration of personnel, activity objects, corresponding responsibilities, time and place should also be explained in this section, and the emergency response procedures implemented should also be considered in this section.

Some reference aspects can be provided here: venue layout, reception room, guest seating, sponsorship methods, contract agreements, media support, campus publicity, advertising production, hosting, leadership speeches, emcee, venue services, electronic background , lighting, sound, camera, information contact, technical support, order maintenance, clothing, command center, on-site atmosphere adjustment, pick-up and drop-off vehicles, post-event clean-up personnel, group photos, catering, follow-up contact, etc. Please adjust it according to the actual situation.

6. Budget:

After specific and careful calculations are made based on the actual situation, the various expenses of the activities are listed in a clear and concise form.

7. Issues and details that should be paid attention to during the activities:

Changes in the internal and external environment will inevitably bring some uncertainty to the implementation of the plan

Therefore, whether there are contingency measures when the environment changes, what is the probability of loss, how much loss will be caused, emergency measures, etc. should also be explained in the planning.

8. Activity leaders and main participants:

Indicate the organizer, participant names, guests, and units (if it is a group planning, the group name and person in charge should be indicated) .

Note:

1. This planning book provides basic reference aspects. Small planning books can be filled in directly; large planning books can be designed by themselves without sticking to tables, and strive to be detailed in content and pages. Beautiful;

2. The cover page can be specially made for the planning book, striving to be simple and solemn; the planning book can be packaged, such as using a designed logo as the header, with pictures and texts, etc.;

3. If there are attachments, they can be attached to the back of the planning book, or they can be bound separately;

4. The planning book needs to be bound from the long side of the paper;

5. A large planning book , there can be several sub-planning books.

Activity planning book (1)

1. Activity theme

Stimulate unlimited potential and show planning style

2. Activity purpose:

(1) Enrich the campus life of Guangdong Business School, build campus culture, stimulate the creative planning potential of our students, and provide our students with opportunities to learn and practice business planning;

(2 ) Strengthen exchanges and cooperation between Guangdong Business School and external companies, promote and improve the brand awareness and reputation of sponsoring companies through this event, and deepen the brand image in the minds of consumers;

(3) For Enterprises provide various planning plans and ideas with reference value;

(4) Provide enterprises with good opportunities to discover professional talents in business schools.

3. The ideas advocated by the activity:

(1) The activity advocates an atmosphere of civilized, healthy and fair competition;

(2) The activity is based on the principle of win-win , fully cooperate with merchants, and launch effective publicity campaigns for merchants in conjunction with competitions;

(3) Planning solutions to meet the actual needs of sponsoring companies;

(4) Planning We advocate the combination of professionalism and innovation, and the combination of practicality and efficiency.

4. Event time:

November 13th---mid-December

5. Event organizer:

Organizer Unit: Guangdong Business School *** Youth League Committee

Organizer: Guangdong Business School Southern Planning Society

Co-organizer:

6. Activity Overview:

1. Introduction to the session

This event is exclusively titled by the sponsor and consists of a series of links including public opinion survey, publicity and launch, consultation and registration, two rounds of competition, awards and results display. A planning competition for college students across the school, with additional sports and other competitions based on the needs of sponsors (see Appendix 2) and a full-length poster and broadcast promotion for more than a month, creating an extensive and in-depth brand promotion platform for enterprises.

2. Content designed for merchants

(1) The theme of the competition will be proposed by merchants based on their own circumstances. While merchants find planning solutions that meet their own needs, they can also use this opportunity to improve their brand image;

(2) All aspects of the event can be used to promote products according to the reasonable requirements of merchants;

(3) The merchants send personnel as judges, which can further understand the university market, and at the same time provide a direct opportunity for the company to select outstanding planning talents from universities;

(4) The competition prizes can be provided by the merchants’ services Or act as a product;

(5) Additional activities in the competition, such as intra-school cross-country competition and business school volleyball competition, can be sponsored and co-organized by merchants to further provide multi-faceted and in-depth publicity and make the brand positioning deeply rooted in the hearts of the people. .

VII. Main process of the event

Preparation for the first stage

1. On November 8th and 9th, students from all departments in the school will participate in this competition. Conduct a public opinion survey on the interests and opinions of the activities in the form of questionnaire survey (400 copies) and interview survey (100 people), and conduct survey statistics and analysis.

2. On November 14th and 15th, two bulletin boards on the school road with high traffic will use posters to promote the introduction of this competition (relevant units of the event, competition rules, entry methods, etc.), and pass The campus radio station broadcasts the newsletter during prime time.

The second phase opening ceremony and registration

1. On November 16, 500 activity leaflets will be distributed in the school and pasted in the classroom (focusing on the selling points and highlights of the publicity activity) , attracting everyone to the opening ceremony for registration consultation.

2. On the afternoon of November 16, the opening ceremony of the Guangzhou Business Association Cultural Festival will be held in front of the laboratory building. The open-air performance will attract many students, and on-site consultation and registration for the planning competition will be conducted at the Southern Planning Society booth. , through the publicity board and staff to introduce the company and brand and announce the competition details, the company and the audience interact with the game to shorten the distance between the brand and consumers.

3. From November 15th to 18th, Set Point will accept consultation and registration.

The third stage of preliminary competition and preliminary publicity

1. After November 18, the two publicity columns will be replaced with company posters.

2. A planning competition exchange meeting will be held on the evening of November 27th (19:30-21:30). Teachers, company professionals and contestants will have face-to-face communication. Company representatives will further introduce the company to the contestants. and brand development.

3. On the evening of December 2, a dedicated person from the office will collect works.

4. On December 4, the jury will select the works that have entered the finals.

5. On December 6, posters will be posted on the two bulletin boards to announce the list of finalists and promote the brand and the finals.

Arrangements for the fourth stage finals

1. Place: Room 209 of the Laboratory Building (can accommodate 400 spectators)

2. Time: December 9

3. Participants:

Judges: Song Taiqing, Qiu Jianwei, 1-2 teachers (to be determined)

Guests: Company leaders, teacher Luo Yuyan, school league committee Secretary (to be invited)

Audience: Business school teachers and students

Contestants and their friends, hosts, etiquette, staff, etc.

4. Final process (The final is mainly divided into two parts, please see Appendix 3 for the detailed time schedule)

Part One: Within 15 minutes, contestants will explain their creativity with multimedia presentations such as POWERPOINT; experts will ask questions and answer questions.

Part 2: Comments from the judges and company representatives.

Venue layout and required materials: (see Appendix 4)

The fourth stage closing ceremony and subsequent publicity

1. At the closing ceremony, company representatives won awards Awarded to the winners and took photos with relevant personnel.

2. From December 20th to 24th, the relevant information and results of this planning competition will be displayed to all teachers and students in the school, and all efforts will be made to promote the last wave of promotion of this event to merchants.

8. Entry Methods

1. Competition content: Creative planning works (to be determined)

2. Participants

Southern Planning Society Outside members of the organizing committee

College students majoring in relevant majors at Guangdong University of Business

School planning enthusiasts at Guangdong University of Business

3. How to participate

Individual or group registration.

Based on the planning theme proposed by the merchant, the contestants will make a planning plan for the theme.

The submitted works include text version (in triplicate) and electronic version.

4. Registration method (publication of consultation phone number, person in charge and contact information)

The opening ceremony of the Society Culture Festival on the afternoon of November 16th at the booth of the Southern Planning Society

From November 15th to 18th, the office will accept consultation and registration in the evening; or on the afternoon of November 16th, on-site consultation and registration for the planning competition will be held at the Southern Planning Society booth in front of the laboratory building.

9. Scoring Rules

1. The jury will select the works that enter the finals and various awards based on scores, and the results will be tracked and reported through poster announcements, radio stations and school reporters. (See Appendix 6 for the score sheet)

2. Award setting

(1) There are 4 awards in this planning essay competition, namely first, second and third prizes. and Best Creative Award. The number of people for each award will depend on the actual results of the competition. Tentatively, there will be 1 first prize, 1 second prize, 2 third prizes, and 1 best creative award ( )

(2) Prizes:

First prize: 300 yuan, a certificate, corporate sponsorship prizes

Second prize, best creative award: 100 yuan each, a certificate, corporate sponsorship prizes

Third prize: 2 professional books, a certificate, corporate sponsorship prizes

10. Organizational structure

In order to make the activity more scientific and effectiveness, the event plans to establish three organizational structures:

1. Organizing Committee: guided by the Youth League Committee of Guangdong Business School, Professor Song Taiqing and Professor Qiu Jianwei, and composed of the backbone of the Southern Planning Society. The organizing committee is responsible for the leadership, decision-making and organization of the entire event.

2. Jury: composed of Professor Song Taiqing and Professor Qiu Jianwei, 1-2 professional teachers (to be determined) and leadership and planning talents from sponsoring businesses. The main task of the jury is to select preliminary and final works and select various awards.

3. Executive Committee: It is composed of effective members of the Southern Planning Society and members of relevant units within the school. The execution team is responsible for executing the specific activities arranged by the organizing committee.

(See Appendix 5 for the specific list of institutions)

11. Budget:

1. Naming: 1,800 yuan

2 , Activity preparation expenses

Survey expenses: 500 copies of questionnaires 50 yuan

3. Publicity expenses

Promotional leaflets (contest and business information): 500 copies 100 yuan

Banner: 200 yuan for 2 pieces

Exhibition board (opening ceremony): 300 yuan

Film, developed photos: 80 yuan

Posters: 4 copies of inkjet posters cost 600 yuan

2 copies of self-painted posters cost 100 yuan

4. Venue fee

Opening ceremony booth layout: 150 yuan

Final venue: 150 yuan

5. Final layout and materials

Rental of audio cables, sockets, and microphones for 70 yuan

Guest badges and 80 yuan for banquets

Subtitles: 200 yuan

Invitations: 45 yuan for 15 copies

6. Prize fees

Prize money: 500 yuan

Certificate: 30 yuan

Books: 100 yuan

7. Office expenses

Data printing: 50 yuan

Copy of information: 50 yuan

Rental of consultation point: 100 yuan

8. Labor cost 600 yuan for 20 people

9. Other expenses and unpredictable Fee 300 yuan

Total 5655 yuan

We sincerely hope that your company and the planning agency will work together to create a better future.

Activity Planning Book (2)

1. Foreword

Dear classmates, the stars are passing by, and the years are like songs. Thirty years ago, when we were in our prime and prosperous as scholars, we met in Shuangxi Society. Although we had our own dreams and visions, we shared the same enthusiasm and passion. Thirty years ago, we met and got to know each other, although we did not know the true meaning of life. , but together they experienced the purest and most beautiful middle school time in life. Thirty years later, the friendship and friendship between classmates has flowed like a river and turned into a lake. Thirty years later, when we are middle-aged, we are still dreaming about it. What we cannot let go of and cannot forget is still the high loess slopes in Shuangxi. The green years spent in the society. In the blink of an eye, thirty years of separation and thirty years of caring have now given us enough reasons to meet each other.

No matter your appearance is old, or you are still young;

No matter you are prosperous, or you are still content with being ordinary;

No matter you are just a few steps away, Or travel to the ends of the earth;

As long as it is not a last resort, as long as the friendship between classmates is still there,

Please come here to participate in the first class of Shuangxi Club

Graduation **Anniversary gathering event, witness this moment that belongs to us together. We are just like you, how many times have we met in dreams and how many times have we been fascinated by each other. For this reason, we would like to invite you to take a walk in the past, listen to long-lost voices, look at long-lost faces, and talk about your thoughts about parting. Let you and I put aside the hustle and bustle of the world, abandon the worries around us, come together, and enjoy the warmth of old classmates gathering together - talk about intimate words and talk about classmates! Come back, dear classmates! Pairs of eager and affectionate eyes are looking forward to it, and the fiery and young hearts are calling...

In order to ensure the smooth progress of this class reunion, this reunion has been specially designed. Plan the plan.

2. Name of class reunion event

30th anniversary class reunion of Shuangxi Club Middle School

3. Theme of class reunion event

" Reminisce about the unforgettable time of classmates, share thirty years of separation experience, and talk about the bright future of life."

4. The purpose of class reunion

To narrate the friendship between classmates and deepen the harmony The aim and purpose is to expand friendships among classmates and promote the exchange and communication of life experiences among classmates.

5. Principles of class reunions

1. Adhere to the principle of voluntariness;

2. It is recommended that the party expenses be raised as appropriate, and of course, the more sponsorships, the better;

3. Adhere to the principle of financial disclosure;

4. Adhere to the principle of simplicity in everything.

VI. Implementation methods for class reunion activities

(1) Investigation, understanding and publicity and mobilization. The first class reunion of Shuangxi Club was initiated by class monitor Chen Guang. In this gathering, Xiao Zhongquan, Mao Chongxi, Mao Qingqing, Zhang Jinxia, ??Ganlu and other students had a comprehensive understanding of the basic situation of the class and discussed with the class respectively. Get in touch with the classmates to solicit their opinions and suggestions, learn about the support and participation rate for this class reunion, and further confirm the number of participants and the mentality of the classmates.

(2) Implement gradually according to the situation. After contacting by phone, extensively soliciting the opinions and suggestions of most students, and soliciting the opinions of the department teachers, we decided to hold this class reunion event.

(3) Establish an organization and clarify the division of responsibilities.

According to needs, form a preparatory team for the 30th anniversary reunion of the first graduates of Shuangxi Club, responsible for the formulation and preparation of event plans, as well as the organization of the gathering, liaison and reception.

Composition of the preparatory team:

President: Chen Guang

Responsible for the overall coordination of this class reunion, and responsible for organizing work such as contacting and inviting teachers, And responsible for reviewing expenditures.

Liaison officer: Gan Siqing

The preparatory group consists of six groups:

Secretary group: Fan Renfu is responsible for the overall planning of this class reunion event. , and is responsible for the host's remarks, speeches and speeches for this class reunion, as well as the writing and proofreading of the commemorative book and classmates' address book, and other writing work.

Contact group: Ganlu is responsible for summarizing all confirmed attendees and their contact information for centralized sign-in and making an address book for future contact (contact information data include: name, gender, marital status , birthday, workplace and home phone number, office phone number, mobile phone, QQ, Email, etc.); responsible for the coordination, operation and transportation arrangements of party activities, etc. Format:

Name

Gender

Work unit

Home address

Occupation

Postal code

Contact number

QQ number

Email address

Conference security team: Student Mao Qingqing is responsible for this class reunion activity Check-in reception, accommodation and catering arrangements, and venue layout.

Theme class meetings and sorority parties: Zhang Jinxia is responsible for the planning, arrangement and hosting of the theme class meetings and sorority parties in this class reunion.

Financial Management Group: Fan Renfu is responsible for the collection of activity funds, expense expenditures and disclosure of financial details for this class reunion.

For example, be responsible for the income and expenditure of this class reunion event, be responsible for purchasing sorority prizes, giving gifts to teachers, tobacco, alcohol, mineral water, fruits, melon seeds and other related items.

Every expenditure for this class reunion will be reviewed by the Secretary-General.

Camera Outreach Group: Students are responsible for the photography and video arrangements of this class reunion (outside professionals are hired). The whole process was followed and recorded to truly record everyone's joy when they met, the excitement of the activities, their demeanor when they were drunk, and their reluctance when parting. We also collaborated with other parties to prepare party souvenir books, commemorative CDs, classmates’ address books, and group photos.

(4) Time and place of class reunion event

Time: Scheduled from April 29th to May 1st, ** year

Location: Xianning Hot Spring Hyatt Hotel

(5) Arrangements for Class Reunion Events

1. At 3 pm on April 29, the organizing committee members will go to the hotel to prepare for relevant matters.

2. Sign-in (9:00 a.m. to 9:30 a.m. on April 29): At the hotel conference center, students sign in, fill in their personal information, and chat and meet together. Sign-in reception staff: Mao Qingqing, Gan Siqing.

3. Conference room layout: Ruan Jianeng, Hu Aimin. Conference host: Zhang Jinxia. Conference master of ceremonies: Fan Manzhi.

4. The meeting will be held at 10 a.m. on April 29. Have dinner at the hotel at noon after the meeting.

5. On the afternoon of April 29, I revisited my alma mater and felt the vicissitudes of my alma mater over the past thirty years. After the tour, return to the hotel for dinner in the evening.

6. After dinner, go to the Qigu Hotel for cultural activities. Tell a story, sing a song, or dance. After the event, we went back to the Hyatt Hotel to sleep.

7. At 8 a.m. on April 30, we gathered at the Hyatt Hotel to travel to Wuyuan, Jiangxi. {Responsible by Xianning Kanghui Travel Agency}.

8. Return to Xianning in the afternoon of May 1st. After dinner, the rally ends.

(6) Fund Raising

There are two sources of funding: first, sponsorship, and second, voluntary contributions from participants. According to the budget, this is the first reunion of 30-year-old classmates, and the scale is relatively grand. It is estimated that each student will need about 1,000 yuan per capita expenditure, which is mainly used for: accommodation, catering and banquets during the gathering; photography, group photos, and production of CDs and classmates’ address books. etc.; transportation expenses during the event; other expenses such as signs, banners, teacher souvenirs, classmate souvenirs, flowers, etc. Participating students voluntarily submit registration fees to the financial management team based on their own circumstances and expectations for this class reunion when registering (anything less will be raised by the preparatory committee. If there is any leftover, it will be put into the class reunion fund account after the party is announced, as Funds for the next class reunion activity).

VII. Key requirements and precautions for the class reunion

1. Once the organization structure of the class reunion preparation is determined, it is hoped that the personnel of each group will obey the unified arrangements of the preparatory group in the overall situation and be sincere Cooperate, be serious and responsible, and strive to make this class reunion a united, victorious, and fruitful conference that will leave unforgettable memories for the students!

2. Students from each group in the preparatory group will work out specific and feasible implementation plans for each group as soon as possible and submit them to the Secretary-General’s Office for confirmation so that they can be improved and implemented.

3. During the class reunion, all students must follow the party procedures and act in a unified manner. In principle, they should not act alone. It is best not to leave without reason during the gathering. If you need to leave, please explain the situation to more than two members of the preparation and implementation team.

4. In principle, this class reunion is a pure class reunion, without family members or children.

5. Each student participating in the meeting is required to prepare an entertainment program or a club learning story for the class reunion.

6. When registering, please complete your mailing address and contact number so that you can send commemorative books, commemorative CDs, and classmates’ address books. Students who have old photos of the school and classmates are also asked to provide them to the camera outreach. The team produced a commemorative CD.

In addition to the videography team arranging dedicated videography for this class reunion, students with cameras and DV machines are also invited to take their own photos.

7. The conference security team should try its best to arrange the students’ accommodation, activity venues and gathering places.

8. Theme class meetings and classmate association groups should arrange party activities. Pay special attention to rendering and adjusting the atmosphere of the entire event. Design and organize class activities and party activities. The content should be rich and the activities should be diverse.

9. The financial management team should do a good job in collecting and registering expenses, and conscientiously complete the budget and final accounts.

10. Since its establishment, the preparatory group has been a permanent organization among our classmates and a bridge of friendship.

11. This class reunion focuses on participation. All students must talk about unity, style, and mutual help and compromise.

12. During this class reunion, all students are asked to behave in a civilized manner, abide by disciplines and laws, control drinking, and pay attention to the safety of personal life and property.

8. Activity results

1. Class reunion commemorative book

2. Class reunion commemorative CD-ROM

3. Classmate address book

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4. Group photos

5. Electronic photo album (shared by the first batch of graduates in the club’s QQ group)

6. Photos taken by the students themselves Photos can also be sent to the QQ group for students to share.

9. Conclusion

Memories are the strangest things in human beings. We are used to hiding them in the velvet box in our hearts and cherishing them for a long time. Let’s see if we can keep the memories at this class reunion. Open the treasure box and regain the joy of thirty years ago! This is really:

I have been classmates for several years, as warm as yesterday, and still stay in my heart!

The years of youth are like a dream, I hope I will always remember you and me!

Activity Secretary Team