Chapter2-EVENT-TEMPLATE-CRITICAL-PATH

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					EVENT:                                                   CONTACT:
DATE:

TASK NAME          TASK BREAKDOWN           ALLOCATION   RESOURCE   Aug   Sept   Oct   Nov   Dec   Jan   Feb   Mar
Room Booking
√       Dates required
√       Check availability
√       Breakout room bookings
√       Provisonal bookings

        Confirm Room requirements
        Sign contract if applic.
        Rooms Confirmed
Accommodation requirements
        Enquiry
        Provisonal bookings
        Cost
        Request on booking form

            Processing request & payment

            Confirm booking to delegate
            Confirm final numbers &
            details
            Send delegate check in inc.
            other details
Expected fees
            Projected costs
            Expected numbers
            Breakeven level
            Agreed Fees
Invitations

            List of contacts in existance
            Purchase Data
            Information for invitations
            PRF with Marketing
           Printed invitation

Prepare Booking form
            Booking form on Website
            Check bookings daily
            Confirm receipt if not auto
            Send payment requests
            electronically
            Process payment form
            Keep spreadsheet updating
            details
            Account code for event
Call for Papers
            Themes of conference
            Submission Criteria
            Presentation guidelines
            Speaker fee rate
            Submission form
            Poster
            Advert
            Request out
            Details on Website
            Email contacts list
            New data list
            Deadline for submission
            Short listing
            Acceptance of paper
Schedule
            Rooms listed
            Time slots
            Session Chairs
            Details of slot &
            responsibilities

           Car parking permit request

           Book place & forward details
Details of Breaks/evening
schedule
PDF version online
Details sent to Presenters
Amendments to slots
Requirements for
presentations reminder

Booking instructions to attend
Details to registered
delegates
Provisional schedule
Up to date version online

Details on travel from aboard

Details on Accommodation if
relevant
Details of evening social
events

Details to Keynote speakers
Need contact details from
organiser

Organiser to contact directly
PA details if applicable
Bio/presentation details
requested

Key speaker details on web
Details of Breaks/evening
schedule
Details of expense claims is
relevant
Details of slots &
responsilibties
Details on travel from aboard

Details on Accommodation if
relevant
Presentation requested
electronically
Prepare handouts
Presentation available on PC
on day

Car parking permit request

Book place & forward details
Confirm arrival time
Welcome & meet assigned
to…
Amendments to schedule
ongoing

Final amendments to schedule
Schedule to print/ or included
in booklet
Final checked & okayed
Send request to printers
Ready for delegate packs
Schedule displayed on LCD
screens on day
Availability of equip at
location

Alternative data projectors

Booking of
screens/mouse/keyboard etc
Prepare file as MS PowerPoint
presentation
          Upload file
          Responsibility of changing
          slide @time slots
                                         2 weeks
Layout of main room                      prior
          Top table
          Powerpoint
          Screen
          Flipchart boards
          Poser tables
          Boards

          Internet access presentation
          Audio equipment
          Network laptops
                                         2 weeks
Layout of breakout rooms                 prior
                                         3 weeks
          A/V equipment                  prior
                                         3 weeks
          Inform media services          prior
          Inform venue manager of        2 weeks
          layout                         prior
                                                   5 days
         Signage - Directional                     prior
Computer lab requirements
         Software requirements

          Check any software
          requirements with IT support
          Confirm ok, special require,
          licence
          Availability/book/confirm
          Book support for session
          request guest login &
          passwords
          Laptop requirements
Room requirements
         Security booking/ confirm
         times required
         Catering confirm
         requirements/availability
         Cleaners
         booking/requirements
         I.T support, support staff
         booked
         Job shopper support
         booked/confirmed
         Negotiate porter support (not
         auto available)
         Digital camera/ Video camera
         required
         Book equipment
         Arrange IT support to use
         equipment on day

          Check Keynote/chair/speakers
          ok for photos/video to be
          taken

          Requirements/ times/which
          sessions/whom photographic
          or record

          Download data on USP stick
Delegate Welcome Pack
          Publications
          Welcome letter from
          organiser
          Proof read letter
          Available electronically
          Print headed paper
          Organiser to sign
          Joining instructions letter
Schedule
Keynote speaker details
Delegate list

Check details form booking
Surname, first names,
Institution/org details
Keynote/ Chair presentation
handouts

Include in booklet or separate
Check & confirmation of
text/format
Confirm quaintly needed
Send PDF versions & request
forms to printers
Production of materials
Ready for packs

Collate info for event booklet
Speaker bios'/ presentation
details
Format booklet
Booklet confirmation
Confirm quantity needed
Send PDF version & request
form to printers

Production of event booklet
Ready for packs
Materials
Check quantity available
Check quantity needed
Reorder if required
A4 or A5 pads
Pens
Health & Safety guidelines
Campus map
Name badges
Check enough badge
holders/lanyards/clips
Printing card available
Reorder stock
Use registration list to prepare
name badge list

Check organiser, key speakers,
chair, support staff names

Check details to be included
Use template
print & prepare
Collate badges
Batch in alpha order groups of
10
Floor map with rooms
highlighted
Prepare map with reg
area/refreshment
area/session rooms
Additional merchandise
Check budget allocation
What's required

Compare different suppliers
Print text

Agree deadline for delivery
Check proof
Check with organiser
Check with marketing
Agree proof
Production
          Goods available for Welcome
          packs
          Assign person to prepare
          packs

           Packs prepare in assigned area
           Packs ready
Registration list
           Check details from booking
           spreadsheets

          Name of event/date/UoG logo
          Surname, first names,
          Institution/org details,
          signature
          Update details
          Produce daily list
          Print list x3 copies

          Print issues list/outstanding
          matters list
          Details from booking details
          spreadsheet
Information stand
          Sign 'Information' clear &
          laminated
          Local info leaflets
          Check in stock
          Reorder if need be
          Tube time tables

          Evening social event details
          Campus map
          Visitor local maps
          Leaflets -relevant
          events/services
          Spare pads/pens
Post event
EVENT:                                               CONTACT:
DATE:

                                            ALLOCATIO
TASK NAME          TASK BREAKDOWN               N     RESOURCE   Aug   Sept   Oct
Collate info for website
            Conference title
            Dates/times
            Location
            Sub heading
            Image/graphics brief
            Brief
            Overview of event/ short
            summary

           Aims/goals/purpose/objectives
           Confirmed keynote speaker,
           organisation, talk title brief
           Themes/ workshop details
           Target delegates/
           organisations/sectors relevant
           to
           What will they again
           Cost/ concessions
           How to book
           Info details contact..
           Information on website
Marketing/publicity plan
           Target market or groups
           Key message
           Distribution of message
           Timescale agreed
Marketing publicity request form
           Poster draft
           Poster Design confirmed
           Poster production
           Poster distribution
           Poster on website
           Flyer draft
           Flyer design confirmed
           Flyer production
           Flyer distribution
           Flyer on website
Advertising
           Requirements
           Purpose
            Target market
            Key message
            Budget
            Timescale
            Types of media available
            Ad company booking
            Timescale evaluation
            Final text
            Artwork spec
            Final Artwork
            Final advertisement
            Publication
Publicity
            Brief
            PR team updated
            Press release info
            On What's on pages
            Main Uni news
            Press release date
Prepare Booking form
            Booking form on Website
            Check bookings daily
            Confirm receipt if not auto
            Send payment requests
            electronically
            Process payment form
            Keep spreadsheet updating
            details
            Account code for event
Call for Papers
            Themes of conference
            Submission Criteria
            Presentation guidelines
            Speaker fee rate
            Submission form
            Poster
            Advert
            Request out
            Details on Website
            Email contacts list
            New data list
            Deadline for submission
            Short listing
            Acceptance of paper
Nov   Dec   Jan   Feb   Mar   Post event
EVENT:                                         CONTACT:
DATE:

                                    ALLOCATIO
TASK NAME      TASK BREAKDOWN           N     RESOURCE       Aug          Sept           Oct       Nov
Expected fees
           Projected costs
           Expected numbers
           Breakeven level
           Agreed Fees



Budget Forecast
                                               Day 1                                  Day 2
Variable costs:                                   £ p/p     qty/del TOTAL £           £ p/p       qty/del
Evening Meal                                        £0.00         50    £0.00                           50
Contingency                                         £0.00         80    £0.00                           50
Morning break                                       £0.00         90    £0.00             £0.00         90
Mid-morning break                                   £0.00         90    £0.00             £0.00         90
Afternoon break                                     £0.00         90    £0.00             £0.00         90
Lunch                                               £0.00         90    £0.00             £0.00         90
Merchandise & packs                                              150    £0.00             £0.00
Total                                              £0.00                £0.00             £0.00
Fixed costs:
Room hire                                          £0.00           90         £0.00       £0.00          90
External Room hire                                 £0.00           90         £0.00       £0.00
Contingency                                        £0.00           90         £0.00
Water                                              £0.00           90         £0.00       £0.00          90
Jazz                                                                                      £0.00          90
Gifts/gratuities                                   £0.00           90         £0.00
Speaker expences
Printing (inc flyers)                              £1.00        100       £100.00         £1.00       100
Total                                              £1.00                  £100.00         £1.00
Sub-total                                          £1.00                  £100.00         £1.00


                                                                        P/P           Total
Total conference variable costs                                                0.00        0.00
Total for main conference fixed costs                                          2.00      200.00
Total costs                                                                    2.00      200.00

Conference fee (average)                                                                 110.00
Contribution per delegate                                                                108.00
Break even (delegates needed to cover costs)                                                  2
Delegates expected                                                                           50

Revenue if 50 delegates pay £110                                                                     5500
Surplus/(deficit)                                                                                    5300
Sponsorship revenue
           ??Company     £
           ??Company     £
           ??Company     £
           Total       GBP
   Dec          Jan       Feb        Mar      Post event




             Day 3
Total £        £ p/p     qty/del Total
     £0.00       £0.00         90     £0.00
     £0.00       £0.00         90     £0.00
     £0.00       £0.00         90     £0.00
     £0.00       £0.00         90     £0.00
     £0.00       £0.00         90     £0.00
     £0.00       £0.00         90     £0.00
     £0.00       £0.00                £0.00
     £0.00       £0.00                £0.00

    £0.00        £0.00          90    £0.00
    £0.00

    £0.00        £0.00          90    £0.00
    £0.00

                 £0.00          90    £0.00
  £100.00
  £100.00        £0.00                £0.00
  £100.00        £0.00                £0.00
  £
  £
  £
GBP
EVENT:                                            CONTACT:
DATE:

                                         ALLOCATIO
TASK NAME        TASK BREAKDOWN              N     RESOURCE   Aug   Sept   Oct   Nov
Monitoring
           Prior review
           Event delegate bookings
           Spending
           Match timescale against
           actual
           Criteria/objectives measure
           against
           Evaluation form for
           delegates
           Preparation of form
           Check ok
           print form
           distribution during event X
           time
           Projected forecast against
           actual
           Delegate fees up to date
           Invoices received
           Surplus/deficit
Evaluation Categories post event
           Marketing
           Schedule
           On-line bookings
           Communications
           Fees
           Social Activities
           Support
           IT
           FM
           Catering
           Security
           Job shopper
           Events team
           Rooming
Dec   Jan   Feb   Mar   Post event
EVENT:                                                     CONTACT:
DATE:

                                               ALLOCATIO
TASK NAME          TASK BREAKDOWN                  N       RESOURCE   Timeslot   Post event
Welcome/Registration desk
         Materials
         Welcome/registration sign/
         laminated
         Registration list
         Pens
         Outstanding issues list
         Name badges
         Delegate packs
         Receipts for collection
         Friendly Greet
         Check name
         Conference event
         Signature of delegate
         Overview of what's in pack
         Details of info stand

           Mention evening social activities
           Point out refreshment area
           Will be shown to main room
           Here to help!
Support During Event
           Cover for registration desk
           Cover for information desk
           Cover for tours
           I.T support for set up

            All AV equipment on & working
            LCD screens on & Presentation
            slide on
            I.T support for main sessions
            Welcome slide
            Upload main presentations
            I.T support for start of all
            sessions
            Check room layout correct
            Signage correct, enough
            directional
            Support staff all arrived
            Table clothes on tables/pined
            neatly
            Refreshments/catering arrived
            Catering tables setup/white
            table clothes
            Check against booking sheet for
            times
            Food labelled clearly
            Labelled neatly
            Enough
            napkins/cups/plates/glasses
            Bins located nearby
            Top tables water & glasses
            recheck at replacement slots




EVENT:                                                    CONTACT:
DATE:

                                              ALLOCATIO
TASK NAME          TASK BREAKDOWN                 N       RESOURCE   Aug   Post event

				
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posted:7/30/2012
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