EVENT ORGANIZING PROCESS MODE 
Knowledge Sharing Seminar, Workshop, Symposium & Conferences (Virtual)

Preface

This initiative has been taken as per indication of Honorable Chairman Sir, BoT, Daffodil International University to create a model event against the proposal of Prof M Nawaz Sharif, Program Director, University of Maryland University College, Adjunct Professor, Johns Hopkins University & Visiting Professor of George Washington University, USA for organizing National Webinar Conference. Accordingly, Team CDC, DIU organized an event titled National Virtual Conference on  “Industrial Technology Innovation Management for Sustainable Economic Development of Bangladesh"  in-association with   Skill.jobs,  Bangladesh Association   of Call Center & Outsourcing (BACCO) and American Chamber of Commerce (AmCham) in Bangladesh on last September 25, 2021(Saturday). 

Accordingly we take the initiative for archiving all the Documentation, Database and event conduction/organizing process map against said event of National Virtual Conference on “Industrial Technology Innovation Management for Sustainable Economic Development of Bangladesh '' through Wiki Module of DIU SmartEdu System.

0.1 Event Planning: The event planning process has been designed in 03 segment : a.  Pre-event work
b. Event Day work and
c. Post-event work.

Step 1: Nomination
In the preliminary stage,

  1. CDC will ask to recommend Resource Persons/ Organization from their respective industries who they think will benefit the students or Organizations;

  2. The Department can propose to CDC o Top Management may nominate
    Note: In case of recommendation coming from the Top Management, Concern Heads of the Department will be informed for further process

Step 2: Develop Event Concept Note and obtain Official Approval from respective Authority/Management

Upon receiving final recommendation/approval from Heads, details of the nominee and other necessary information will be sent to the Vice Chancellor’s office/Registrar Office or Concerned Authority with detailed Concept Note of the event. For event’s detailed planning -  Please see (Annexure-1)

Step 3: Guest Confirmation

Upon receiving approval, CDC will get in touch with relevant personnel to issue invitation and discuss proposed date with guest to reach a mutually beneficial time for both parties. After confirmation of the date, proceed according to event checklist


Step 4: Event Preparation


  1. Committee Formation with the relevant personnel of different Departments/Offices and prepare checklist to execute the Event. For details - Please see (Annexure- 7)

  2. Planning with Management and fix the target Participants from relevant sectors and also need to confirm the Guests accordingly. For details- detail -  Please see (Annexure-10)                         

  3. Invitation Letter Prepare with Consent of Vice Chancellor sir (Proofread take from English Dept)  and send to Targeted Group. For details- (Please see (Annexure- 12)

  4. Event Co-Organizer nominate from good Association like (BACCO, BASIS, AMCHAM, DCCI, BSHRM)

  5. Inaugural session Speaker nominate for the respective event.

Step 5: Event Promotional Activity

  1. Make Web Page and Registration Link (From Web Team)

  2. Banner and Promotional content prepare from Design section after confirmation the chief guest and special guests. For details- Please see (Annexure- 9)

  3. Facebook Event Create for Promotion

  4. Email Template prepare and Send email to Target database from Smart Edu System or Official Email (Recommended to send email by Name). For details- Please see (Annexure- 4 & Email Template Module of DIU SmartEdu System )

  5. Invitation Card Prepare with Program Schedule details from design section and sent to Participants

  6. Coordination Meeting call with all relevant personal like (SMM Group, PR, Media Lab, IT, Event Committee member and CM Office)

  Step 6: Event Day (Virtual Event)

  • Ensure Streamyard/Zoom Link for guest and every Participants

  • Ensure Technical support for the Program


0.2 Post Event Works

  1. Ensure proper documentation of the event, including video. For details- Please see (Annexure- 5)

  2. Letter of Gratitude send to the Guest and Participants. For details- Please see (Annexure- 3)

  3. Posting press release and media coverage on website/ Facebook and other relevant social media. For details- Please see (Annexure- 6 & 8)

  4. Updating relevant websites

  5. Writing a press release and sending it to relevant parties etc.

0.3 Annexures for necessary relevant Document:

  1. Documentation for Concept Note, Keynote address along with Technical Session Schedule, Invitation Letter, Program Details etc.: Click Here

  2. Database Directory of NVC-2021 Click Here

  3. Letter of Gratitude Click Here

  4. Email Template Click Here

  5. Video Record Link of Program Click Here

  6. News Coverage Click Here

  7. Task Checklist Click Here

  8. Press note Click Here

  9. Design Work of the event Click Here

  10. Handouts of Plenary Session Click Here

  11. Participants List of the event Click Here

    All Documents (Doha sir's archive)

Document Prepared by: Md. Hasanuzzaman (Asst. Administrative Officer, CDC) & Mr. Md. Shumsud Doha(Assistant Director, CDC) :   Full Document Link

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