TL;DR

Don’t have time (or want to) read the whole newsletter?

Here’s a summary of this week’s prompt:

Learn to plan an industry-specific event using AI. This prompt helps you craft a 6-month timeline while optimizing your budget, ensuring a successful and impactful event.

See The Prompt In Action

Click here to read our conversation with ChatGPT!

Instruction:
Act as an expert event planner specializing in healthcare. Your goal is to help organize an event by creating a detailed 6-month timeline.

Information:
-Event Type: Medical Conference

-Industry: Healthcare

-Budget: $100,000

-Expected Attendance: 500

-Key Features: Guest Speakers, Networking Sessions, and Interactive Demos

Context:
You are planning a medical conference with a set budget. The event will take place in 6 months, and the goal is to showcase the latest innovations in medical technology and foster networking among professionals. Your timeline should include milestones such as venue booking, marketing campaigns, guest speaker confirmations, logistics coordination, and post-event follow-ups.

End Goal:
Create a 6-month timeline with actionable steps and deadlines to ensure the event’s success.

Response After We Tried

6-Month Medical Conference Planning Timeline

6 Months Before the Event

Objective: Lay the foundation for the event.

1. Define Goals and Objectives (Week 1)

   • Confirm event theme: Innovations in Medical Technology.

   • Define target audience demographics (e.g., physicians, researchers, healthcare administrators).

   • Set specific KPIs for success (e.g., attendance rate, attendee satisfaction).

2. Budget Allocation (Week 1-2)

   • Divide budget across categories: venue (20%), catering (15%), marketing (20%), speakers (25%), interactive demos (10%), contingencies (10%).

3. Venue Selection (Week 1-3)

   • Research and shortlist venues accommodating 500 attendees, with AV support and breakout rooms for networking.

   • Negotiate contracts and confirm venue booking.

4. Build Core Team (Week 1-3)

   • Assign key roles: event coordinator, marketing lead, speaker liaison, sponsorship manager, logistics manager.

5 Months Before the Event

Objective: Focus on speaker recruitment, partnerships, and marketing setup.

1. Secure Guest Speakers (Week 4-6)

   • Identify and invite industry leaders, innovators, and influencers.

   • Confirm 3-5 keynote speakers and create contracts outlining expectations.

2. Sponsorship Outreach (Week 4-6)

   • Develop sponsorship packages (e.g., platinum, gold, silver tiers).

   • Reach out to potential sponsors: medical tech companies, pharmaceutical firms, and healthcare startups.

3. Initial Marketing Campaign (Week 5-8)

   • Launch event website with registration capabilities.

   • Start email marketing campaigns targeting healthcare professionals.

   • Create save-the-date materials and promote on LinkedIn, Twitter, and industry-specific platforms.

4. Plan Interactive Demos (Week 6-8)

   • Identify demo participants: startups, tech companies, or research groups.

   • Confirm space and logistical needs for demo areas.

4 Months Before the Event

Objective: Intensify marketing and logistics planning.

1. Boost Marketing Campaigns (Week 9-12)

   • Launch paid ads on LinkedIn, Google, and healthcare platforms.

   • Share speaker announcements and event highlights on social media.

2. Finalize Networking Sessions (Week 10-11)

   • Designate specific times and spaces for networking.

   • Consider interactive elements like speed networking or moderated discussion tables.

3. Vendor Coordination (Week 10-12)

   • Confirm AV provider, catering service, and event furniture rentals.

   • Order branded materials: signage, lanyards, and conference packets.

4. Begin Registration Tracking (Week 12)

   • Monitor ticket sales and adjust marketing strategies based on performance.

3 Months Before the Event

Objective: Begin detailed operational planning.

1. Draft Event Schedule (Week 13-14)

   • Finalize agenda, including speaker sessions, breaks, and networking time.

   • Share draft schedule with speakers for input.

2. Confirm All Vendors (Week 13-15)

   • Ensure contracts are signed, deposits are paid, and timelines are shared.

3. Interactive Demo Dry Runs (Week 14-16)

   • Schedule test runs with demo participants to address technical or space concerns.

4. Expand Marketing Push (Week 13-16)

   • Offer early-bird registration discounts.

   • Post teaser videos featuring guest speakers or demo previews.

2 Months Before the Event

Objective: Test, finalize, and promote.

1. Run Logistics Tests (Week 17-18)

   • Test AV equipment, seating arrangements, and demo setups at the venue (or virtually).

2. Distribute Final Invitations (Week 17)

   • Send personalized invites to key industry players.

3. Conduct Team Training (Week 18-19)

   • Host training sessions for on-site staff, ensuring familiarity with roles and contingency plans.

4. Intensify Marketing Efforts (Week 18-20)

   • Shift focus to last-minute registrations.

   • Release promotional blog posts and case studies about demo participants.

1 Month Before the Event

Objective: Fine-tune details and prepare for execution.

1. Confirm Attendance (Week 21)

   • Reach out to registered attendees with final details and reminders.

   • Confirm travel and accommodation arrangements for speakers.

2. Rehearsals (Week 21-22)

   • Conduct a full event walkthrough with the team, including speakers and vendors.

3. Prepare Materials (Week 22-23)

   • Print programs, attendee badges, and other event materials.

   • Assemble conference kits with schedules, sponsor materials, and giveaways.

4. Press Outreach (Week 23-24)

   • Share press releases and media kits with healthcare publications.

Event Week

Objective: Execute the event seamlessly.

1. Day Before

   • Final setup at the venue (e.g., AV equipment, signage, demo booths).

   • Host a pre-event briefing for staff and volunteers.

2. Event Day

   • Ensure all sessions start on time.

   • Facilitate networking and provide real-time updates on social media.

   • Gather attendee feedback via live polling tools.

Post-Event (Week After)

Objective: Evaluate and close out.

1. Send Thank-You Notes

   • Acknowledge speakers, sponsors, and attendees.

2. Analyze Feedback

   • Review surveys and attendee data to identify strengths and improvement areas.

3. Create Post-Event Report

   • Highlight achievements, attendee stats, and sponsor ROI.

4. Follow-Up Marketing

   • Share event highlights and recordings to maintain engagement.

By adhering to this timeline, you’ll ensure a well-executed and impactful medical conference.

Neesh AI In the Media

From Marine Corps Discipline to AI Mastery: Justin Coats' Journey
In a recent interview with The Homebase AI, Justin Coats, Co-Founder and CEO of Neesh.ai, shared his unique path from serving as a Marine Corps helicopter mechanic to becoming a leader in AI education and integration.

After successfully running and exiting an Amazon consulting agency, Justin recognized the transformative potential of AI, realizing he could perform the work of 30 contract copywriters using AI tools. This revelation led him to develop a comprehensive three-part foundational series aimed at guiding businesses from AI basics to advanced implementation.

Justin emphasizes that effective AI adoption is not merely about implementing tools but transforming how humans collaborate with AI, focusing on automating routine tasks to allow individuals to concentrate on areas requiring human judgment and creativity. Read more.

Missed a newsletter or just joined our community?

No worries! You can explore all past issues in our Neesh AI Newsletter Archives online. Stay up-to-date with insights, tutorials, and AI trends from the very beginning.

Visit the Newsletter Archives here!