ALL ABOUT F.I.V.E G
From the beginning to event cancellation step-by-step
Future In Virtual Experience Greece (F.I.V.E G ) is a technology event we planned as a team for the needs of our last semesters’ classes, with mrs. Betty Tsakarestou and mrs. Athena Fradelou, for the ad and PR Lab of Panteion University.
We were asked to plan a technological event similar to the Mobile World Congress in Barcelona, that would hypothetically take place in a year from the start of our classes. There were many challenges and difficulties that we were called to face since it was for all of us our first time planning an event from beginning to end, we should consider even of the smallest detail, and so we did.
Our goal was to think of a global technological event that would promote not only the Greek market but also the international market era in anything that has to do with technology and its future uses and possibilities. We first thought that it would be great to organize an exhibition where people could rent a small kiosk for their stores and promote their products, this way either companies or individuals could visit us and learn about new technologies. Then we thought that we would like to offer something more than that, the interaction between people interested in technology would fundamental for our event but what about the ones that are now indulging into it? We would like to give people to know the basics or to know more than the basics and all that by experts, so we thought alongside to the exhibition it would be very interesting if technology experts were giving speeches about technology, the future in it, or their experiences, their companies and anything else they would find interesting to share. Future In Virtual Experience Greece should be the place to begin and at the same time the place to evolve. Placing it in Greece we focus on the development of the conference tourism, as much as the promotion of our human capital, it would give the country a great opportunity to promote its people and their abilities, we should not forget that in Greece, Antikythera there was found the first analogue computer it is estimated to have been built in the late second century BC or the early first century BC.
ABOUT F.I.V.E G
Why? We decided to organize a global event, in which, every communication and technological company from all over the world can participate and through this event they will have the ground to present their innovative products and services. The event will often welcome celebrities from the technological and economic world, who often give talks or present new products. One of those previous speakers were Mark Zuckerberg (founder of Facebook), Hiroshi Mikitani (founder of Rakuten) and Kim Yong Kin (President of the World Bank).
When? First and foremost, we must ensure the center’s available days. Our event shouldn’t collide with any other event. We must also ensure that there isn’t another similar event going on at the same time as ours. Our final decision is for the event to take place on the 28th May till the 31st May 2021. That way the Ramadan will have already ended and our visitors from Muslim countries will be able to travel again. The weather will be exceptional, since it is going to be sunny and warm. This is a 4-day event with approximately 100.000 visitors so it is only wise that it should run for the majority of the day.
Where?The event will take place at the Metropolitan EXPO in Athens. The venue was wisely chosen because of its location and facilities. The exhibition center Metropolitan Expo is located at Athens International Airport “Elefterios Venizelos” in Spata- Attica. Since this is an international event and it will have visitors from all around the world, we thought that a place near the airport would be much better. The Airport area is a very important business and shopping destination in Greece, with high quality services and facilities (transport, hotels, high ways) and absolute acknowledgement. It is also 35’ from city center.
Target group. It is attended primarily by device manufacturers, network equipment providers, representatives of wireless carriers, the press and people. Specifically, visitors are men and women between 25–50 who are sophisticated and have a medium or high income. Also, have a lifestyle focus on state-of-the-art devices, a good professional background and a good occupational rehabilitation. They are people with high social class, they immediately want to use reputable recognizable products with a strong brand in the market. They choose products that are acceptable in their circle and have a good reputation (word of mouth).
IMPLEMENTATION: Sponsorship, tickets, incomes
Planning an international event and trying to attract people and companies from all over the world requires a big amount of money in order to organize something outstanding and attractive to the audience. Our main source of income would be sponsorship, by companies that are all about technology and want people to get to know them, or they are already known and want to keep in touch, get involved. Therefore we created five different sponsorship packages for the companies to choose the most suitable ones for them and their needs. From the most to least expensive sponsorship package the company, firm or brand would be more or a little less advertised and promoted by the event’s organization.
-Diamond level
Package Cost: 100.000 €
The Diamond Sponsors will be acknowledged as the premium supporters of the Conference, enjoying maximum exposure both before and during the Conference, with the highest priority of branding in all documentation and on-site signage. We give the opportunity for a Senior Director to deliver a conference presentation or be a speaker within a panel discussion. Also, we will include the sponsor’s name during the opening and closing sessions of the conference. We will provide a special-build Exhibition Booth (16 m2) in high priority position. The Exhibition Booth includes a variety of services such as information and coordination services during the assembly and dismantling of stands and during the exhibition power, internet and cleaning of public areas of the exhibition hall. The company will have access to a meeting room at the conference venue during the official conference dates. Large logo and company’s profile featured in Congress printed and electronic program materials. Large logo displayed on the website of the conference with hyperlinked leading to the sponsorship company website. Large logo on Congress promotional material including signage displayed at the venue through the Congress. Large logo displayed within the Congress app with company profile, website and contact details. We will provide 65 words for the description and company logo in conference guide and mobile app. We will give 5 delegate passes. 30 % discount offer for additional passes. Posts regarding the sponsor on social media platforms. Specifically, 10 social media posts mentioning the sponsor company and linking to its account. Full page ad in the conference program. Opportunity to be included in the welcome bag with branded material (pens, notebooks, stickers).
-Platinum level
Package Cost: 80.000 €
Recognition as a premium sponsor of the Conference, with second highest priority branding among sponsor levels, after Diamond. We give the opportunity to a Senior Director to deliver a conference presentation. Exclusive sponsorship and branding on one exhibition booth. We will provide a special-build Exhibition Booth (14 m2) in high priority position. The Exhibition Booth includes a variety of services such as information and coordination services during the assembly and dismantling of stands and during the exhibition power, internet and cleaning of public areas of the exhibition hall. The company will have access to a meeting room at the conference venue during the official conference dates. We will give 3 delegate passes. 25 % discount offer for additional passes. . Large logo and company’s profile featured in Congress printed and electronic program materials. Large logo displayed on the website of the conference with hyperlinked leading to the sponsorship company website. Large logo on Congress promotional material including signage displayed at the venue through the Congress. Large logo displayed within the Congress app with company profile, website and contact details. We will provide 50 words for the description and company logo in conference guide and mobile app. Posts regarding the sponsor on social media platforms. Specifically, 8 social media posts mentioning the sponsor company and linking to its account. Half page ad in the conference program. Opportunity to be included in the welcome bag with branded material (pens, notebooks, stickers).
-Gold level
Package Cost: 60.000 €
Three Gold sponsors will have the chance to exhibit in one of the 3 Exhibition Suites. Since these rooms are located in the hub of the conference, these exhibition suite sponsors will enjoy a very high profile at the event. Recognition as major sponsor of the Conference with priority branding below Diamond & Platinum sponsor level. We give the opportunity to a Senior Director to deliver a conference presentation. We will provide a special-build Exhibition Booth (10 m2) in priority position. The Exhibition Booth includes a variety of services such as information and coordination services during the assembly and dismantling of stands and during the exhibition power, internet and cleaning of public areas of the exhibition hall. The company will have access to a meeting room at the conference venue during the official conference dates. Medium logo and Company profile featured in Congress printed and electronic program materials. Medium logo displayed on the Congress website with Company profile and hyperlink to the sponsorship company website. Medium logo on Congress promotional material including signage displayed at the venue through the Congress. Medium logo displayed within the Congress app with Company profile, website and contact details. We will provide 40 words for the description and company logo in conference guide and mobile app. We will give 1 delegate pass. 20 % discount offer for additional passes. Posts regarding the sponsor on social media platforms. Specifically, 6 social media posts mentioning the sponsor company and linking to its account. Quarter page ad in the conference program. Opportunity to be included in the welcome bag with branded material (pens, notebooks, stickers).
-Silver level
Package Cost: 40.000 €
Silver sponsors will have the opportunity to take ownership of specific rooms in specific hours which are sized to accommodate small meetings. We will provide a special-build Exhibition Booth (6 m2) in priority position. The Exhibition Booth includes a variety of services such as information and coordination services during the assembly and dismantling of stands and during the exhibition power, internet and cleaning of public areas of the exhibition hall. We give the opportunity to a Senior Director to deliver a conference presentation. Recognition as a sponsor of the Conference, with branding below Diamond, Platinum & Gold sponsor levels. Small logo and Company profile featured in Congress printed and electronic program materials. Small logo displayed on the Congress website with company profile and hyperlink to the sponsorship company website. Small logo on Congress promotional material including signage displayed at the venue through the Congress. Small logo displayed within the Congress app with Company profile, website and contact details. We will provide 30 words for the description and company logo in conference guide and mobile app. 15 % discount offer for passes. Posts regarding the sponsor on social media platforms. Specifically, 4 social media posts mentioning the sponsor company and linking to its account.
-Bronze level
Package Cost: 20.000 €
This is a straight entry-level sponsorship, not linked to an exclusive element of the conference. Recognition as a sponsor of the Conference, with branding below Diamond, Platinum, Gold & Silver levels. We will provide a special-build Exhibition Booth (3 m2) in priority position. The Exhibition Booth includes a variety of services such as information and coordination services during the assembly and dismantling of stands and during the exhibition power, internet and cleaning of public areas of the exhibition hall. Small logo and Company profile featured in Congress printed and electronic program materials. Small logo displayed on the Congress website with Company profile and hyperlink to the sponsorship company website. Small logo on Congress promotional material including signage displayed at the venue through the Congress. Small logo displayed within the Congress app with Company profile, website and contact details. We will provide 25 words for the description and company logo in conference guide and mobile app. 10 % discount offer for passes. Posts regarding the sponsor on social media platforms. Specifically, 2 social media posts mentioning the sponsor company and linking to its account.
Our next important source of income would be the tickets sold to visitors. People are the main factor to declare if your event was successful and if you achieved your goals or if there should be changes in future planning of the same event. People give breath to the event, they interact with each other, learn by each other, they are the ones stepping into the future.
It was our responsibility to create ticket offers and give them a variety of choices for their visit.
3 DAY TOUR- PROGRAMME PLUS SIDE EVENTS
Price: € 1.000,- ex VAT
Government Tour
• Expo Entrance Ticket (Visitor Pass)
• Visit Holland Pavilion
• Inspirational Knowledge Session Mobility
• 3 Day Expo Tour Program
• Innovation Tour
• Dutch Mobile Community VIP Dinner
• Holland Pavilion Hospitality Services
• Price with Silver Pass: € 2.000,-, with Gold Pass € 3.000,-
TOUR FAST TRACK EXPO HIGHLIGHTS
Price: € 900,- ex VAT with expo visitor pass
€ 150,- without expo visitor pass
Innovation Tour (optional expo Visitor Pass)
• Expo Entrance Ticket (Visitor Pass) — optional
• Innovation Tour to visit the Expo Highlights
• Hospitality Services
• Ideal for corporates which like to offer a tour for customers and prospects. For a group of
10 people we offer a package price of € 1.500,- (Price is excluding Expo visitor passes)
EVENT EXCLUSIVE VIP NETWORKING
Price: € 800,- ex VAT with expo visitor pass
€ 100,- ex VAT without expo visitor pass
DUTCH MOBILE COMMUNITY VIP DINNER (optional Expo Visitor Pass)
• Expo Entrance Ticket (Visitor Pass) — optional
• Dutch Mobile Community VIP Dinner & Networking Event
• Meet 300–400 (Inter)national Executives
• Exclusive Restaurant “Marina Bay @Floisvos’’
• It is a great way to relax, connect, share insights, discuss ideas and find new inspirations.
TICKET CONGRESS ENTRANCE
Price: € 2.499,- ex VAT
CONGRESS TICKET (GOLD PASS)
• Official Congress Entrance Ticket (Gold Pass)
• Enterprise Summit is an Official GSMA Reseller
• Discount 5–10 Tickets: € 2.200,- per ticket
• Discount 10+ Tickets: € 2.000,- per ticket
TICKET CONGRESS ENTRANCE
Price: € 2.099,- ex VAT
CONGRESS TICKET (SILVER PASS)
• Official Congress Entrance Ticket (Silver Pass)
• Enterprise Summit is an Official GSMA Reseller
• Discount 5–10 Tickets: € 1.899,- per ticket
• Discount 10+ Tickets: € 1.780,- per ticket
TICKET EXPO ENTRANCE
Price: € 799,- ex VAT
EXPO TICKET (EXHIBITION PASS)
• Official Expo Entrance Ticket (Gold Pass)
• Enterprise Summit is official GSMA Reseller
• Discount 5–10 Tickets: € 760,- per ticket
• Discount 10+ Tickets: € 720,- per ticket
• Sponsors can order additional Tickets at € 699,- per ticket
EVENT CANCELLATION AND CANCELLATION POLICY EXPLAINED
The next step after planning the event would be to cancel it. Hypothetically we followed our communication plan and three months before F.I.V.E G opens its gates for the people of technology a pandemic breaks out. Our main concern now is everyone’s health and after investigating if there is any other way for our event to take place unfortunately we are forced to proceed to its cancellation.
Planning an event includes planning a cancellation policy for any possible form of cancellation, the human factor is imponderable and for any reason someone should be able to cancel their participation. On the other hand, we had to consider our options and responsibilities if for any reason we should proceed to the events cancellation. Below there is our Cancellation Policy
What are the options in case a registrant wants to cancel their ticket:
- They can give their ticket to a friend. If you are unable to attend the event we welcome substitute delegates attending in your place at no additional cost. For security reasons, all requests for substitutions must be received via email at least 24 hours before the event with the name, job title and contact email for both the registered and replacement delegates: enventing@gmail.com
- Cancellations made 4 weeks or more in advance of the event date, will receive a 100% refund.
- Cancellations made within 3 weeks will receive a 70% refund (there will incur a 30% cancellation fee*).
- Cancellations made within 2 weeks to the event will receive 50% refund (there will incur a 50% cancellation fee).
- Cancellations made within 1 week to the event will receive 20% refund (there will incur an 80% cancellation fee).
- Cancellations made within 6–0 days to the event will not receive refund.
- If a registrant fails to attend the event there will be no refund.
What is the policy in case the event is cancelled by the organizers, Enventing:
Enventing reserves the right to cancel an event due to low enrollment, inclement weather or other circumstances which would make the event non-viable. If Enventing cancels an event, registrants will be offered a full refund. Should circumstances arise that result in the postponement of an event, registrants will have the option to either receive a full refund or transfer registration to the same event at the new, with no extra charge.
What are our options:
1.Amendments: The organizers reserve the right to modify the program up to the day of the event. They can put programs together through extensive and on-going research in order to provide the most up-to-date and relevant information. This means that occasionally the programs change over the duration of the campaign. Other times it may be necessary, due to unforeseen circumstances, to alter the program, venue and/or speakers. Regrettably, this means no refunds or credit-notes can be issued in line with the cancellation policy.
2.Cancellation: If unforeseen circumstances cause Enventing to cancel an event all delegates will be informed as soon as possible and there will be a choice between:
1. a full registration fee refund or
2. a secured entrance when FIVE G will take place again, with no extra charge.
3.Cancellation: If, for any reason, Enventing has to cancel an event, Enventing accepts no responsibility for covering travel, hotel or other costs incurred by registrants. For the travel, hotel, transportation and other costs provided to our guests there will be further discussions with each company in order to arrange payments.
As you can see in our case, according to cancellation policy by the organizers we have the right to cancel the event since it is non-viable and due to law enrollment which suggests that crowded places should be avoided and we could not find a way to apply all the precautionary measures and still host our visitors. Also we could not predict exactly the escalation of the pandemic, in order to apply new terms for both our visitors and our guests.
Considering all the above we present our 7 steps to the final F.I.V.E G cancellation:
1. We will send an email to our sponsors and partners to thank them and to inform them about the cancellation. In case, they were the first to end our partnership we will respond to them in order to thank them for their help until now.
2. Then our guest speakers will also receive an email announcing the event’s cancellation. They very important to us and we would also like to thank them for accepting our invitation and hope they would work with us again in the future.
3. We will send an email to our registrants, in order to inform them firstly about the event cancellation and then about their options for the tickets they have paid, how can they get a refund.
4. Our next step will be to get in touch with airline companies and ask for refunds for the tickets booked for our guests since flights have been cancelled.
5. We will also contact the hotels we booked rooms at and come to a settlement to cancel the reservations with no other charge than the payment in advance.
6. Directly after all that a press release will follow with the official announcement for the event’s cancellation.
7. There will also be similar posts uploaded at the FIVE G event’s social media.
Our experience planning a global event such as Mobile World Congress has been amazing, enlightening, educating and extremely innovating. Searching for what excites people we learned a lot about their preferences and their free-time activities. Creating an event for tech beginners and tech experts has been a challenge for us and we enjoyed each moment of it. A detailed event organization may take up to years to complete and being able to design everything from the event’s logo to its budget and finally its cancellation has taught us a lot and we are now able to see a lot further than just an event. Research is the key to everything you attempt, you must know to who you’re talking to and who you want to attract. Respond to your needs and you may go a step further, respond to people’s needs and you will find yourself years ahead.
PHOTO GALLERY
“To create something exceptional, your mindset must be relentlessly focused on the smallest detail.” said Giorgio Armani
Special thanks:
Our Team, AD-icted:
