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SARDINES 
CONFERENCES

Digital & Hybrid

Circumstances may necessitate events going virtual or hybrid. While face-to-face interaction will remain a vital part of conferencing and events, there are simply times we can not deliver this. This can be due to a global health crisis, inclusivity concerns, budget constraints, or simply because you want to maximise a sustainable and green alternative. Online events and digital strategies are a viable and exciting choice that enables you to deliver an engaging and informative experience. By approaching an online component as an event that reaches far beyond the computer screen, we are able to reach larger audiences, create memorable moments, and drive success!

At Sardines Marketing and Event Consultancy, we strive to help businesses, and education providers of all sizes, therefore we have put together three levels of support. While each event is unique pricing is tailored to your needs. The packages bellow are indicative and all elements can be discussed individually.

Get in touch today for a free quote. 

WHAT IS A HYBRID EVENT?

It is any meeting that has a defined onsite component, but where attendees can also participate online. It combines the best of both worlds. But it isn’t as simple as merely dropping a cameraman at the event and streaming your talks. The onsite and virtual participants are on different event journeys, and it’s up to the event organiser to ensure that both have an equally valuable track, while also creating spaces for both to meet and network.

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BRONZE PACKAGE

Expert guidance through event consultancy and strategic planning

A bronze package is a predominantly consultancy and advisory package. Whereby we hand you all of the tools for a successful virtual or hybrid conference based on your resources and objectives. The package contains several tools related to the event cycle. 

All packages start with an initial conversation, whereby the objectives, measurable results, and resources are discussed. Hereafter we provide you with an initiation document, detailing your requirements and our recommendations. After the parameters set out in this document are agreed we provide you with the elements below. The following list is not exhaustive and some items may not be relevant for your event.

 

STRATEGIC PLANNING

The strategic planning document will provide you with a roadmap to a successful conference. This will include a detailed timeline and event checklist.  It will set out the parameters of the conference in great detail and how the success of the event is measured. It will also include sections on accessibility and sustainability.

FINANCIAL PLANNING

Here the financial viability and budget of the conference will be set-out. The document will include information about vendor selection, sponsorship, exhibitors, and any other potential sources of income. A number of scenarios, with different variables, will be calculated to reach the best pricepoints. The client will be given a spreadsheet to keep track of expenses to ensure they remain within the forecasted budget.

PROMOTION

The promotion of your event is essential for exposure and to attract potential attendees, within the bronze package Sardines will write a communication plan and a social media strategy, it will also advise you on branding.

CONTINGENCY PLANNING AND RISK ASSESSMENT

Having a predefined Plan B is vital when things don’t actually go as planned. Knowing exactly how to rectify things and who is responsible allows for glitches to be resolved quickly. In conversation, we will create such a plan. While a risk assessment is more important for an on-site conference, it might be necessary to include this if e.g your event is hybrid and keynotes are being recorded in a studio.

AT- EVENT MANAGEMENT

In order to ensure you deliver the planned experience, we will assist you in creating a running-order. A member of the team will also be available throughout the event for advice.

POST-EVENT WRITE UP AND ANALYTICS

While you have to spend a lot of time, energy, and resources in your event, you want to know if this has been worthwhile. Measuring return on investment (ROI) is essential, in the bronze package we will provide the customer with a post-event survey template and a basic ROI report, on which event organizers, administrators and sponsors can build a full report. We will also have a debrief moment, where we can discuss what worked well and what could be improved for any future events.

SILVER PACKAGE

Expert guidance through event consultancy and management of key elements 

Like the bronze package, the silver package will hand you all of the tools for a successful virtual or hybrid conference based on your resources and objectives. The difference is that we will provide you with more hands-on guidance and will manage a few key elements. These elements are predominantly in financial planning, promotion, and at-event management.
All packages start with an initial conversation, whereby the objectives, measurable results, and resources are discussed. Hereafter we provide you with an initiation document, detailing your requirements and our recommendations. After the parameters set out in this document are agreed we provide you with the following elements. The following list is not exhaustive and some items may not be relevant for your event.

 

STRATEGIC PLANNING

The strategic planning document will provide you with a roadmap to a successful conference. This will include a detailed timeline and event checklist.  It will set out the parameters of the conference in great detail and how the success of the event is measured. It will also include sections on accessibility and sustainability.

In the silver package of a number of the actions described in the planning document will be actioned by us.

FINANCIAL PLANNING

Here the financial viability and budget of the conference will be set-out. The document will include information about vendor selection, sponsorship, exhibitors, and any other potential sources of income. A number of scenarios, with different variables, will be calculated to reach the best pricepoints. The client will be given a spreadsheet to keep track of expenses to ensure they remain within the forecasted budget.

In the silver package, we provide the client with market research. We will also actively collaborate to find sponsorship, negotiate with vendors on your behalf and we will manage the exhibitor experience.

PROMOTION

Promotion of your event is imperative for exposure and to attract potential attendees, here the silver package really differs from the bronze package. While we will create a communication plan and social media strategy, we will also create your branding. We can set-up your event website and virtual conference platform and we will manage your social media. In addition, we will handle a number of key promotion emails.
Bespoke marketing material can also be created in conversation with our partners (e.g. animation, instruction videos, etc.)

CONTINGENCY PLANNING AND RISK ASSESSMENT

Having a predefined Plan B is vital when things don’t go as planned. Knowing exactly how to rectify things and who is responsible allows for glitches to be resolved quickly. In conversation, we will create such a plan. While a risk assessment is more important for an on-site conference, it might be necessary to include this if e.g your event is hybrid and keynotes are being recorded in a studio.

AT- EVENT MANAGEMENT

In order to ensure you deliver the planned experience, we will assist you in creating a running-order. We will be on-hand to manage your virtual event and deal with technical problems and organiser and attendee queries.

POST-EVENT WRITE UP AND ANALYTICS

While you have to spend a lot of time, energy, and resources in your event, you want to know if this has been worthwhile. Measuring return on investment (ROI) is essential, in the silver package we will manage your post-event survey and ROI report, in conversation with all the event organizers, administrators, and sponsors we deliver a full report. We will also have a debrief moment, where we can discuss and present what worked well and what could be improved for any future events.  

GOLD PACKAGE

Excellent service delivery

Explaining the gold package is fairly simple, you give us the objectives and tolerances of the project and we deliver it for you! Certainly we will send you regular updates, and feedback moments will be build in at every step of the way. Essentially this package includes all of the elements above, but with day-to-day management including but not limited to all communication with delegates, all administrative tasks, set-up and management of the virtual spaces, financial management, etc.  
If your conference is an academic conference we are also able to manage the review process.

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