Essential Event Planning Tasks and Management Activities

Pre-event planning

Define event objectives and key performance indicators (KPIs)

Develop a project timeline and milestones

Assign roles and responsibilities within the team

Conduct feasibility studies and risk assessments

Create a detailed budget and secure funding sources

Establish partnerships with sponsors, media, and key stakeholders

Venue Selection & Logistics

Secure the Parc des Princes as the venue

Plan seating arrangements and crowd capacity management

Coordinate security measures with local authorities and private agencies

Arrange permits and licenses for large-scale events

Organize catering and hospitality services for VIP guests

Plan for medical services, first aid stations, and emergency response teams

Develop a transportation and parking plan for attendees

Ensure accessibility accommodations for people with disabilities

Sponsorship & Partnerships

Identify and approach potential sponsors (e.g., AXA, Danone, Crédit Agricole)

Negotiate sponsorship agreements and deliverables

Develop branded marketing materials for sponsors

Coordinate sponsored activations and booths at the venue

Maintain ongoing communication and relationship management with partners

Marketing & Promotion

Design and launch a website for The Humanity Cup

Create and manage social media campaigns (Instagram, Twitter, Facebook, TikTok)

Partner with influencers and celebrities for promotional content

Develop email marketing campaigns targeting football fans and humanitarians

Design and distribute physical and digital promotional materials (posters, flyers)

Organize press releases, media coverage, and press conferences

Launch ticket sales campaigns and promotional discounts

Coordinate with broadcasters for global livestreaming

Talent & Entertainment coordination

Confirm participation of football legends and international celebrities

Secure contracts for halftime concert artists and performers

Plan rehearsals and soundchecks for artists and speakers

Organize meet-and-greet sessions for VIP ticket holders

Coordinate travel and accommodations for talent and special guests

Ticketing & Revenue management

Set pricing tiers for general admission, VIP packages, and livestream access

Develop an online and offline ticketing system

Partner with ticketing platforms for seamless sales (e.g., Eventbrite, Ticketmaster)

Create QR codes and digital tickets for easy access control

Implement fraud prevention measures for ticket sales

Event Operations & On-Site management

Set up event signage and wayfinding systems

Manage entry and exit flow to prevent congestion

Train staff and volunteers for customer service and crowd management

Organize on-site food and beverage vendors

Coordinate merchandise sales and fundraising activities

Ensure all audiovisual and stage equipment is functioning properly

Live Broadcast & Digital Experience

Partner with global broadcasting networks and streaming platforms

Set up multiple camera angles for a professional broadcast experience

Ensure real-time social media coverage and live interactions

Create interactive elements for online viewers (polls, donation buttons, chat engagement)