Event Preparation¶
Overview¶
Plan and execute BrainSAIT presence at healthcare conferences, product launches, webinars, and customer events across Saudi Arabia and the GCC region.
Channel Structure¶
Event Channels¶
| Channel | Purpose | Members |
|---|---|---|
#event-[name] | Main event coordination | Event team |
#event-[name]-logistics | Venue, travel, materials | Ops + Marketing |
#event-[name]-content | Presentations, demos | Product + Marketing |
#events-calendar | All upcoming events | All |
Event Types¶
Healthcare Conference¶
🏥 Healthcare Conference
├── Examples: HIMSS Arabia, Saudi Health, eHealth Summit
├── Duration: 2-3 days
├── Team: Sales, Marketing, Product, Exec
├── Goals: Brand awareness, lead gen, partnerships
└── Investment: High
Product Launch¶
🚀 Product Launch Event
├── Format: Virtual or hybrid
├── Duration: 2-4 hours
├── Team: Product, Marketing, CS
├── Goals: Awareness, adoption, press coverage
└── Audience: Customers, prospects, partners
Webinar¶
💻 Webinar
├── Format: Virtual presentation + Q&A
├── Duration: 45-60 min
├── Team: Marketing, Product/Expert
├── Goals: Lead gen, thought leadership
└── Audience: Targeted prospects
Customer Event¶
⭐ Customer Event
├── Format: Roundtable, advisory board, appreciation
├── Duration: Half-day to full-day
├── Team: CS, Exec, Product
├── Goals: Retention, advocacy, feedback
└── Audience: Key customers
Event Planning¶
8 Weeks Before¶
- Confirm event and budget approval
- Create event channel
- Assign event lead and team
- Book venue/booth (if conference)
- Confirm speakers and topics
- Create event brief
4 Weeks Before¶
- Finalize presentations and demos
- Order marketing materials (booth, swag, brochures)
- Confirm travel and accommodations
- Set up registration (if owned event)
- Create promotional content
- Begin outreach and invitations
2 Weeks Before¶
- Rehearse presentations and demos
- Prepare demo environments
- Finalize attendee list
- Ship materials to venue
- Confirm all logistics
- Brief team on goals and messaging
Day Before¶
- Booth/venue setup
- Tech check for demos and AV
- Team briefing
- Prepare lead capture process
- Review schedule and assignments
Event Day¶
- Arrive early for setup
- Document everything (photos, videos)
- Capture leads
- Network and engage
- Post real-time updates
Post-Event¶
- Lead follow-up within 48 hours
- Share event recap
- Calculate ROI
- Document lessons learned
- Update CRM with leads
Key Messages¶
Event Kickoff¶
🎯 Event Kickoff: [Event Name]
Event: [Name] Date: [Date] Location: [Venue/Virtual]
Team:
- 👤 Event Lead: @[name]
- 🎨 Marketing: @[name]
- 💻 Product/Demo: @[name]
- 💼 Sales: @[name]
Goals:
- [Goal 1 with metric]
- [Goal 2 with metric]
Budget: [X] SAR
Key Dates:
- [Date]: Content finalized
- [Date]: Materials shipped
- [Date]: Event day
Resources:
- Event Brief: [Link]
- Asset Folder: [Link]
- Run of Show: [Link]
Pre-Event Brief¶
## Pre-Event Brief: [Event Name]
**Date:** [Date]
**Location:** [Venue]
**BrainSAIT Team:** [Names]
### Event Overview
- **Type:** Conference / Webinar / Customer Event
- **Expected Attendance:** [X]
- **Our Booth/Room:** [Location]
### Goals
1. Generate [X] qualified leads
2. Schedule [X] follow-up demos
3. Connect with [X] target accounts
4. [Other goal]
### Key Messages
- **Primary:** [50% rejection reduction, 98% clean claims]
- **Proof Points:** [Customer names, metrics]
- **Differentiators:** [NPHIES-native, Arabic-first]
### Target Attendees
| Company | Contact | Priority |
|---------|---------|----------|
| [Name] | [Person] | High |
### Demo Scenarios
1. ClaimLinc validation in action
2. PolicyLinc eligibility check
3. End-to-end claims workflow
### Schedule
| Time | Activity | Owner |
|------|----------|-------|
| [Time] | [Activity] | @[name] |
### Lead Capture Process
- Use [tool/app] for lead capture
- Qualify leads on-site
- Sync to CRM within 24 hours
- Follow-up assigned by [Date]
Event Recap¶
## Event Recap: [Event Name]
**Date:** [Date]
**Location:** [Venue]
**Team:** [Names]
### Results vs. Goals
| Goal | Target | Actual | Status |
|------|--------|--------|--------|
| Leads | [X] | [X] | 🟢/🟡/🔴 |
| Demos scheduled | [X] | [X] | 🟢/🟡/🔴 |
| Target accounts met | [X] | [X] | 🟢/🟡/🔴 |
### Lead Summary
- Total leads captured: [X]
- MQL-ready: [X]
- Hot leads (immediate follow-up): [X]
### Highlights
- ✅ [Win 1]
- ✅ [Win 2]
- ✅ [Win 3]
### Key Conversations
| Company | Contact | Notes | Next Step |
|---------|---------|-------|-----------|
| [Name] | [Person] | [Brief] | [Action] |
### What Worked
- [Positive 1]
- [Positive 2]
### What to Improve
- [Improvement 1]
- [Improvement 2]
### ROI
- Investment: [X] SAR
- Pipeline generated: [X] SAR
- Expected ROI: [X]x
### Photos & Content
📸 [Link to photo folder]
📹 [Link to videos]
### Action Items
- [ ] [Action] - @[owner] - Due: [Date]
Saudi Healthcare Events Calendar¶
| Event | Timing | Location | Type |
|---|---|---|---|
| Saudi Health | March | Riyadh | Conference |
| HIMSS Arabia | Q2 | Riyadh | Conference |
| eHealth Summit | Q3 | Various | Conference |
| Vision 2030 Healthcare | Q4 | Riyadh | Government |
| Insurance Summit | Q4 | Riyadh | Industry |
Integration Points¶
- Eventbrite/Hopin: Registration
- CRM: Lead tracking
- Notion: Event planning docs
- Google Drive: Assets and photos
- Calendar: Team scheduling