🧩 Lesson 1: The Foundation — 3-Month Timeline

🧩 Lesson 1: The Foundation — 3-Month Timeline

📅 Key Milestones

• T-minus 3 months: Secure venue, define invitation list, involve partners, design customer survey

• T-minus 2 months: Send Save-the-Date email with survey

• T-minus 4 weeks: Dispatch formal invitations

• T-minus 2 weeks: Conduct reminder calls or visits

🧠 Core Strategy: “The Big Four”

1. Invitation List

   • Classify by industry + location

   • Prioritize 10-mile/1-hour radius

   • Extend to 3-hour range for branding

   • Rule: Count by Entities, Invite by Contacts

2. Venue Booking

   • Book early for preferred dates & discounts

   • Request floor plan for event layout

3. Principal/Partner Coordination

   • Secure speakers or strategic guests early

4. Customer Survey

   • Embed in Save-the-Date and registration QR

   • Focus on their challenges & interest areas

Here’s the FAQs and 10 MCQs for Lesson 1: The Foundation — 3-Month Timeline of your eLearning Module:

📌 FAQs – Lesson 1: The Foundation (3-Month Timeline)

Q1. Why should we classify invitation lists by both industry and location?

A: Classifying by industry ensures the relevance of event content, while location helps optimize attendance rates by targeting those within a convenient travel radius.

Q2. What’s the significance of prioritizing customers within a 10-mile or 1-hour radius?

A: These are the most likely to attend due to ease of access, so focusing on them improves your attendance success rate.

Q3. What does "Count by Entities, Invite by Contacts" mean?

A: While you may analyze attendance and RSVP by organization (entity), actual invitations should be sent to individual contact persons, ideally more than one per entity.

Q4. Why book the venue 3 months in advance?

A: Early booking secures preferred dates, layout flexibility, and potential cost savings like discounts or complimentary services.

Q5. Why is the floor plan important during venue booking?

A: It allows you to plan booth layouts, crowd flow, and positioning of key exhibits to maximize engagement and visibility.

Q6. When should we secure foreign speakers or principal partners?

A: As early as 3 months before the event, to ensure their availability, visa arrangements, and alignment with your event theme.

Q7. What’s the purpose of the customer survey in the Save-the-Date email?

A: It helps tailor the event content to the audience’s interests and needs, boosting both participation and satisfaction.

Q8. Can the survey also be used during check-in?

A: Yes, embedding it in the registration QR or linking it to lucky draw eligibility encourages completion and enriches your data.

Q9. Why is the Save-the-Date email sent 2 months before the event?

A: It gives invitees time to plan attendance, while signaling the importance of the event without overwhelming with detail.

Q10. What is the purpose of reminder calls or visits 2 weeks before the event?

A: These serve as a personal touch to confirm attendance, answer questions, and ensure the invite is top-of-mind.