doTerra Global Convention: Event Plan

Description of Event

In September, doTerra will be holding their annual global convention in Atlanta, GA. The event is a three-day conference held at the
Infinite Energy Center in Duluth, GA. The conference is opened to anyone who is interested in essential oils, who already uses oils,
researchers, or anyone just looking to learn more. There are different sessions held throughout the conference that will be sure to
interest and inform attendees.

The executives of doTerra will talk about the new things doTerra is implementing and bringing to market. Reseearchers will have the
opportunity to talk about their latest findings and what they are focusing on. There will also be sessions that revolve around the
business model of doTerra to equip and empower individuals who use doTerra as their business.

Event Date
September 10-13, 2019

Key Publics
 Current doTerra users: this demographic is primarily women, specifically moms. This will be the biggest demographic of
attendees. This convention attracts a lot of current wellness advocates and top sellers in the nation, as well as individuals on
track to becoming a top seller.
 Researchers: anyone who is interested in natural remedies and people who are intrigued by the power of essential oils
 The event is also targeted toward anyone who is interested or heard of essential oils and is looking into doTerra specifically.

Goals
The goal for this convention is for attendees to leave more informed, with better community within the essential-oil world, and will
leave empowered and excited to go home to use oils and share with their friends and family;.

Objectives
 To have 1,000 people refer doTerra to a friend (will collect this data through email shares).
 To have doTerra executives sit on at least 5 panel discussions.
 To have at least 1,000 people purchase the new products unveiled at the convention..
 To effectively run and work with 50 volunteers throughout the three days.
 To move all the attendees through the check-in process within 45 minutes.
 To have a story published about the convention in three different news sources.
 doTerra Global Convention: Event Plan

 To create an excellent partnership with the media and to gain more attraction for essential oils within the local community.
 To get at least 750 new followers on doTerra’s social media platforms.

Event Planning Timeline

doTerra Global Convention 2019

Tasks/Steps Responsibility Task materials and requirements Do By

1) Book the Infinite Carrie  Contact Infinite Energy Center May 1
Energy Center for  Permit paperwork
September 9-13, 2019  Necessary signatures
Acquire any necessary  Permit payment
permits.  Pay deposit
2) Book entertainers and Workers 1-3  Obtain phone numbers for speakers. June 1
speakers for concert.  Call speakers.
 Arrange for speakers to sign contracts
 Book 1-2 bands for entertainment
 Call the entertainment
 Arrange for entertainment to sign contracts
3) Rent stage equipment. Carrie  Research and rent necessary equipment July 1
 Payment for equipment
 Connect with Infinite Energy to see what they provide
 Arrange a walk-through date to plan and draw up stage
4) Registration Worker 4  Create registration page July 2
 Include link in monthly doTerra emails
 Maintain availability to help with registration questions
 Update ticketing websites, doTerra website, and social
media
5) Planning Meeting Carrie + Executives  Planning meeting with executives July 10
 Plan order of sessions
 Walk away with short summary of what sessions will be
about – for handouts and press information
6) Create signage and Worker 5 & 6  Write, edit and create handouts for attendees August 1
 doTerra Global Convention: Event Plan

Tasks/Steps Responsibility Task materials and requirements Do By

handouts (Creative Team)  Create signage for inside and outside center
 Write, edit and distribute fact sheet to local print and
broadcast media
 Create press release, format, and distriibute

7) Plan logistics of Carrie + Workers 1-3  Walk through what check-in process should look like August 1
event/check-in process  Decide what rooms/spaces/stansions will be needed
 Draft number of volunteers/workers will be needed to
assist with check in

8) Plan media relations Carrie + all workers  Assemble press kits August 10
for day-of event  Organize hosting logisticis of media and create room and
goody bags for them inside
 Create press credentials and arrange for separate entrance
 Assign press person to help answer questions and
inquiries
 Assign specific person to social media – update
throughout the event
 Hire creative team for photos and videos during event
 Assign person to talk to attendees to gather stories and
testimonies of event
9) Create & Carrie  Book necessary travel accommodations for speakers and August 10
Communicate speaker entertainment
schedule  Email speakers/entertainment/executives where they need
to be and when
 Email them a schedule of the whole conference
 Communicate with their assistants to handle any
questions or concerns
10) Oversee Set- Workers 7-8  Hire event technicians, stage hands and outside September 9 & 10
Up/Production of production company, communicate with producers to
Conference confirm order of events
 Serve as a liaison between production company and PR
 doTerra Global Convention: Event Plan

Tasks/Steps Responsibility Task materials and requirements Do By

team before and during event
 Be the point-person for production and event staff

11) Report on event for Worker 9-12 + Carrie  Capture and record event for organization (via Twitter, Sept. 10-13
the organization. (In- Facebook, digital video camera)
house event reporter)  Interview attendees and performers/executives
 Troubleshoot when problems come up
 Stay on radio for constant communication with team
 Greet and host entertainment and speakers
 Host media and make sure they have everything they
need
12) Create and email Carrie  Write, edit and design mini-survey for event (Formstack) Survey – Sep. 1
survey.  Include the link in the follow-up email after the Distribution –
conference Sept. 14
 Be around to answer questions and talk to guests about
their experience when they leave the convention
13) Evaluate Everyone  Team Celebration for event September 15
effectiveness of event.  Hold 2 debrief meetings – 1 with the doTerra executives
and 1 with the event staff
 Go over survey results
 Celebrate wins from the event and note what needs to
change for next year
 Monitor social media for mentions and pictures
 Keep clippings and videos of coverage.
 Assemble and file event records.
 Follow up with media to thank them for coming
14) Debrief executives Carrie  Meet with doTerra executives and evaluate what went Sept. 20
on results well, what didn’t and brief them on the media coverage
done

In-house Coverage
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There will be two people leading a creative/social media team which will be made up of a 10-12 person team. There will be two
photogrhers inside the convention and two outside to capture some candid moments. There will also be 2 videographers walking
around the convention each day to get footage which will be used as a highlight video and content for promotional things next year.
We will have a staff member whose job the whole convention is to update social media and interact digitally with people attending the
convention. There will also be someone going around talking to attendees to hear stories of why they decided to attend the convention
and what they wanted to learn most while they were there.

Event Evaluation
The event will be evaluated by the results and feedback we receive from the survey that is sent out to all of the attendees after the
conference. The attendees will receive the survey on September 14th in an email that thanks them for coming, the highlight video from
the conference and the survey link at the end of the email.