On-Stage Event Planner

Focused upon showcasing the cultural heritage of the state and fostering engagement with the Indian community in Moscow.

A. Pre-Departure:

1. Venue Selection:

  • Choose a venue that accommodates the expected audience size, has good acoustics for performances, and is accessible to the Indian community in Moscow.

  • Ensure the venue has necessary facilities, including a stage, seating, and technical equipment.

2. Entertainment and Performers:

  • Book artists and performers specializing in traditional and contemporary Indian cultural acts.

  • Consider local Russian artists who can add a multicultural dimension to the event.

3. Catering Arrangements:

  • Select caterers who can provide authentic Indian cuisine, accommodating a range of dietary preferences including vegetarian options.

  • Plan for a menu that showcases the state's culinary diversity.

4. Technical Requirements:

  • Coordinate with the venue’s technical team to manage sound, lighting, and visual presentations.

  • Schedule a rehearsal to test equipment and finalize performance logistics.

5. Decor and Branding:

  • Design the event space to reflect the state’s cultural themes and colors.

  • Use banners, posters, and digital screens to promote state tourism and cultural heritage.

B. Marketing and Promotion:

1. Community Outreach:

  • Engage with the local Indian community through social media, community centers, and local Indian associations to promote the event and encourage attendance.

2. Invitations

  • Send personalized invitations to dignitaries, community leaders, and influencers within the Indian and broader international community in Moscow.

3. Media Engagement:

  • Coordinate with the Media Coordinator to secure event coverage by local and expatriate media outlets.

  • Prepare press releases and event summaries for distribution.

C. On the Day of the Event:

1. Venue Setup and Coordination:

  • Oversee the venue setup, ensuring all areas are prepared according to plan, including the stage, seating, catering, and reception areas.

2. Team Briefing:

  • Conduct a final briefing for all staff and volunteers, clarifying roles, responsibilities, and the event timeline.

3. Guest Management:

  • Manage guest registration and welcome procedures.

  • Ensure VIP guests are greeted and escorted to their seats.

4. Performance Coordination:

  • Oversee the smooth execution of the event program, managing performance transitions and addressing any unforeseen issues promptly.

5. Catering and Hospitality:

  • Coordinate the catering service to ensure timely and organized meal and refreshment distribution.

D. Post-Event:

1. Feedback Collection:

  • Gather feedback from attendees, performers, and partners to evaluate the event's success and identify areas for improvement.

2. Event Debrief:

  • Conduct a debrief meeting with the organizing team to review the event, discuss feedback, and document learnings for future events.

3. Media Follow-Up:

  • Coordinate with the Media Coordinator to ensure post-event coverage and share event highlights through appropriate channels.

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