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Event Planning Process

This guide outlines how we manage requests for attending, sponsoring, or organising events. By streamlining our approach, we ensure clarity, efficiency, and impactful participation in every event. Please use this guide to understand how to submit requests, expectations, and next steps after submission.

Find the

Boundless Field Marketing Strategy here⁠

How the Process Works

Step 1: Submit an Event Request Form

All event-related requests must begin with the

Events & Conferences Request Form⁠

This includes:

Attending an external event or conference.

Sponsoring an event with a booth, workshop, or speaking slot.

Organising a Boundless-hosted event, such as workshops or networking (e.g. Dublin breakfast).

Key Fields to Fill:

Event name, date, location

Strategic objectives

Estimated budget and resource requirements

Additional details depending on the event type (attend, sponsor, or organise)

Step 2: Initial Review

Once the form is submitted, the Marketing team will:

Review the request to ensure alignment with company goals.

Reach out for clarification if necessary.

Get back to you within 3 business day with next steps.

Step 3: Planning and Execution

Upon approval, we will schedule a kickoff with you to collect additional details about your proposal, goals and next steps coordinate our approach.

The requester and marketing lead will collaborate using the appropriate timeline template.

Weekly updates will be shared with stakeholders to track progress.

Key deliverables will be completed as per the timeline.

No additional deliverables may be requested with less than 10 business days notice prior to the event.

Step 4: Post-Event Follow-Up

Leads and feedback from the event are uploaded into HubSpot

A survey link (

Events & Conferences Feedback Form⁠

) will be shared with all attendees immediately after the event (e.g., via email or Slack). Responses must be submitted within 24–48 hours to capture fresh impressions.

The team members involved in planning the event will prepare a Post-Event Report to:

Summarise responses received from the feedback form.

Evaluate ROI.

Share learnings with the team.

Expectations for Events to be Approved

Clear Objectives: Every event request must have defined goals (e.g., target audience, expected outcomes).

Collaboration: Teams involved must adhere to deadlines in the timeline template.

Feedback & Reporting: Post-event surveys and debriefs are mandatory for continuous improvement.

⁠

Event Categories & Definitions

1. Attending Events

Purpose: Networking, learning, or brand representation.

Expectations:

Align with event goals and objectives.

Collect leads and document learnings.

2. Sponsoring Events

Purpose: Brand visibility, lead generation, and thought leadership.

Expectations:

Ensure deliverables (e.g., booth setup, presentations) meet standards.

Collaborate with event organisers for seamless execution.

3. Hosting/Organising Events

Purpose: Engage with the target audience directly and build brand authority.

Expectations:

Create an exceptional attendee experience.

Align with the Boundless brand and values.

⁠

Step-by-Step Instructions for Using the Request Form

1. Access the Form

Click

here⁠

to access the Event Request Form.

2. Select the Event Type

Choose from Attend, Sponsor, or Organise.

Depending on your selection, additional fields will appear.

3. Fill Out the Form

Provide all required details (*marked with an asterisk).

Be as detailed as possible, especially in sections like “Strategic Objectives” and “Expected Outcomes.”

4. Submit the Form

After submission, you’ll receive a confirmation email.

5. Next Steps

Marketing will review your request and notify you of the decision within 3 business days.

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FAQ

Q: What’s the timeline for approval?

A: You’ll hear back within 3 business days after submission.

Q: Who approves event budgets?

A: Budget approvals are coordinated between Marketing, Finance, and Leadership.

Q: What happens if my request is rejected?

A: Marketing will provide feedback and suggest alternatives.

Q: How long in advance should I submit an event request?

A: Requests to attend events may be submitted up to 5 business days in advance, as long as marketing support is not required to attend. Requests to organise or sponsor events must be submitted a minimum of 8 weeks in advance.

Q: Where can I find relevant Marketing collateral for events?

A: All event collateral is organised in the shared

Marketing Google drive here⁠

. Please locate the folder for the event you’re interested in and you’ll be able to find resources available in there. If you do own any relevant resources, please make sure to add them into their corresponding folder.

Q: Why do I have to fill out the event feedback form?

A: Filling out the event feedback form is crucial for evaluating the success of our participation and improving future events. Your insights help us understand what worked well, what could be improved, and whether we achieved our goals. Your feedback is a key part of creating more impactful and efficient event strategies for everyone involved.

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