Dominic Agnes

TECH SUMMIT 2024 PLANNING DOCUMENT Prepared by : Dominic Agnes Date: Saturday Nov 16 , 2024 Client: DanieKeys Tech Hub TABLE OF CONTENT 1 Venue 2 Budget Overview 3 Catering Options 4 Audiovisual Equipments 5 Event Schedule (Agenda) 6 RSVP and Registration Process 7 Networking Activities 8 Sponsorship VENUE OVERVIEW To host the Tech Conference 2024, we are evaluating venues with a minimum capacity of 500 attendees, equipped with essential facilities such as Wi-Fi, breakout rooms, ample parking, and accessibility features. Each venue listed in the next slide has been researched based on these requirements, with a focus on cost-effectiveness and convenience VENUE COMPARISON Venue Capacity Location Cost Estimate Amenities Contact Details Venue A (Marquee Tents) 1,500 Badagry ₦350,000 Microphone, Air Conditioner, Chairs, Sound Speakers, Power Generator, Changing room, Tables - Venue B (Emirates Mall) 800 Amuwo Odofin ₦600,000 Microphone, Air Conditioner, Chairs, Sound Speakers, Power Generator, Changing room, Tables, Heated floors - Venue C (Event Hall) 500 Ipaja ₦290,000 Microphone, Air Conditioner, Chairs, Sound Speakers, Power Generator, Changing room, Tables, Projector, Internet, Sectionals, Refrigerator - RECOMMENDATIONS Based on the comparison, Venue C (Event Hall) appears to be the best option, offering both adequate capacity and comprehensive amenities, including a built-in stage and breakout rooms. BUDGET OVERVIEW CATEGORY ESTIMATED COST NOTES Venue Rentals ₦800,000 Includes space for main hall and breakout rooms Catering ₦5,000,000 Lunch, coffee breaks, and a closing reception Audiovisual ₦100,000 Equipment rental, tech support Marketing ₦200,000 Promotion, ads, printed materials Speaker Fees ₦300,000 Keynote speakers and panelists Staffing ₦200,000 Event staff, security, registration assistants Miscellaneous ₦200,000 Emergency funds, unexpected expenses Total Estimate ₦6,800,000 RECOMMENDATIONS ● Contingency Funds: Consider setting aside an extra 5-10% of the budget for unforeseen expenses, which can be crucial for a large event. ● Budget Allocation Flexibility: Keep flexibility for adjustments based on actual vendor quotes and potential sponsorships. CATERING OPTIONS Catering Provider Menu Cost Per Person Notes Contact Details Pan Africa Buffet, Catering Services vegetarian options ₦7,500 Flexible menu customization - Ganador Catering Plated meals, Services coffee service ₦6,500 Available for all-day- events Eliezer Group ₦7,000 Available for all-day- events Buffet , Formal dinner RECOMMENDATIONS After reviewing options, Pan Africa Catering Services appears to be the best fit due to their full-service setup, variety of menu choices, and flexibility with dietary needs. Eliezer Group is a strong alternative if we need a lower-cost option that still offers variety AUDIOVISUAL REQUIREMENTS AUDIOVISUAL NEEDS OVERVIEW Basic Requirements: • Microphones (handheld, lapel mics for speakers) • Projectors and screens for presentations • Speakers and sound systems for large rooms • Lighting equipment (if needed for certain areas or stages) • On-site tech support to handle any issues during the event For Tech Summit 2024, we require a full range of AV support to accommodate keynote presentations, breakout sessions, and interactive panels. The equipment list includes microphones, projectors, and reliable sound systems suitable for a venue of 500+ attendees AUDIOVISUAL RENTAL OPTIONS Vendor Name Equipment Cost Estimate On-site Support Additional Services Contact Vendor A (Sights and Crafts Event Tech) 5 mics, 2 projectors, 4 speakers ₦65,000 Yes Setup, teardown, live streaming - Vendor B (Xtraminds Concept ) 3 mics, 1 projector, basic sound system ₦60,000 Yes Lighting equipment rental available - Vendor C (Lansrock Nigeria) 6 mics, 3 projectors, advanced sound system ₦55,000 No Equipment delivery only - RECOMMENDATIONS Based on cost and services, Vendor A is the preferred option for this event. They provide comprehensive AV support, including live streaming options, which can enhance attendee engagement. Vendor B is also a strong candidate if budget becomes a priority, as they offer lighting equipment, which could improve the visual experience EVENT SCHEDULE (AGENDA) Time Session Details 8:00 AM - 9:00 AM Registration & Networking Attendees check in, morning refreshments 9:00 AM - 10:00 AM Opening Keynote Speaker: A.B. Chukwuma 10:30 AM - 12:00 PM Breakout Session 1 Topics: [AI in Business] 12:00 PM - 1:00 PM Lunch Catered lunch provided 1:00 PM - 2:00 PM Workshop Session Hands-on activities, small group sessions 2:30 PM - 3:00 PM Coffee Break Refreshments and Networking 3:00 PM - 4:30 PM Closing Remarks & Reception Closing by DanieKeys This agenda provides a structured outline but remains adaptable based on speake availability. Adjustments will be made closer to the event date to ensure smooth transitions between sessions. RSVP AND REGISTRATION PROCESS SELECTING A REGISTRATION PLATFORM PLATFORM FEATURES PROS CONS Eventbrite Customizable registration, payment options User-friendly, offers attendee tracking Charges fees for paid events Cvent Advanced registration, analytics Ideal for large events, robust features Higher cost, may need training Google Forms Basic registration, free Simple, Limited to basic customizable form, functionality free RECOMMENDATIONS To streamline the check-in process, we recommend using Eventbrite to manage registration. This platform provides customizable ticketing and real-time attendee tracking, allowing us to adjust the event layout based on confirmed attendance NETWORKING ACTIVITIES ACTIVITY DESCRIPTION PURPOSES Breakout Sessions Small group discussions based on specific topics. Encourage in-depth conversations among attendees. Speed Networking Timed sessions where attendees meet multiple people quickly Promote quick introductions and connections. Roundtable Discussions Organized tables where attendees discuss a specific theme Foster open dialogue and idea sharing. Icebreaker Games Fun activities designed to help attendees meet each other Break down barriers and create a relaxed atmosphere Networking Reception An informal gathering with food and drinks post-conference Allow for casual interactions and deeper connections SPONSORSHIP Sponsorship Level Contribution Benefits Gold ₦700,000 Logo placement, keynote slot Silver ₦500,000 Logo on materials, session intro Bronze ₦300,000 Logo on website, social mentions