If the committee decides that an archive is a desirable component of
an event, an archivist can be recruited from within the committee or
a professional can be hired. A simple archive may consist of the event
planning timeline, financial spread sheets, any and all printed
materials used in pre-marketing and at the event, press clippings, etc.
A more complex archive can include all of the above, along with text
copies of all presentations and workshop materials, training manuals,
product materials, photographs, video and sound recording, and copies
of all paper and electronic correspondence generated around the event.
To best create a future resource archive, an honest documentation of
all stages of the event, noting both successes and trouble-spots, should
be kept.
An archive is especially useful if the event is a continuing one, as
future organizing committees will be able to use it for planning and
budgetary purposes. It is also useful to provide materials for sponsorship
and/or partnership kits. Well archived training and marketing events
can be useful as part of a new employee orientation to the company.
Finally, it is a ready source of PR materials for the host organization.
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Conventions.com
Event Planning 101
Chapter 10: Additional Services
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