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South West RDA Sector Marketing was appointed to the South West RDA’s Marketing Services Framework for Event Management and Consultancy in June 2008. In June 2009, we successfully tendered for the complete event management of the RDA’s Stakeholder Conference and Annual Public Meeting as part of a mini competition involving five other agencies. Our responsilibilities included marketing and design services as follows :
Event microsites design : As the morning session was by invitation only, we created two event microsites, one for the Stakeholder Conference and one for the Public Meeting. Both websites were hosted on the Sector Marketing website. Each website was designed to capture all relevant delegate information, including disabled access, hearing or impaired vision and any dietary requirements accordingly. It also provided useful information including maps and directions to the venue, accommodation options and the conference programme.
Staging : Both the morning conference and afternoon public meeting were designed to present as few barriers to the audience as possible in order to avoid creating a ‘them and us’ environment. The staging was only 1ft high to enable and encourage speakers to freely interact with the audience. As a backdrop we designed and produced low cost, high impact graphics with a removable panel that could be taken away following the morning session.
Event branding and design concepts: Based on the need to engage stakeholders, strengthen partnerships and promote the need to address the current economic climate, we proposed and used the following title : Working together for recovery. We particularly wanted to use the wording ‘working together’ rather than partnership; as it is more inclusive and represented a definite call to action. We adopted a sky graphic to reinforce and underpin the South West RDA’s values of being open and adaptable. As well as to subtly promote the ‘blue sky’ thinking that would be required to identify innovative and effective ways in which partners could successfully work together for the benefit of the region.
Event Material : Sector Marketing worked closely with the South West RDA to design and print all supporting event materials including comments cards, programme, directional signage and evaluation forms. Where possible, we printed using recycled stock and all unused items were kept for recycling after the event.
eDM (electronic direct mail) campaign Following personalised letters for the Stakeholder Conference, which were sent to all invited delegates, follow up eDM’s were sent inviting delegates to register attendance online. Accordingly the eDM contained a link to the registration page on the conference event micro site, as well as a contact email address for the Sector Marketing event team in order to answer queries and provide further information. |
