Latest Cash Budget Ppt - Excel by qne14412

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									No   Chair                                 Plan status   Actions
1    IT -
2    Tie50
3    Events
4    Marketing
5    Finance
6    Sponsorship
7    Operations
8    Attendee sales & Partnerships
9    Exhibits
10   Emile
11   BPC/BBC



No   Committees
1    Operations
2    Event
3    Exhibit
4    Sponsor
5    Marketing and Advertising
6    Communication
7    Food & Beverages
8    Entertainment and Music
9    Finance
10   Business Plan Competition
11   IT / Web , and On-Line Registration
12   TiE - 50 Events
13   Transportation
14   Sales
15   On-Site Registration
16   Hotel Coordination
17   Core Planning Team
18   Other
Committee: Sponsorship

                                                          Sub-
A. Number PHASEs ( 1- 7)                                                         B. Task or activity
                                                          area



    1

                                                                 Create and maintain volunteer list for
    2
                                                                 SPONSORSHIP on Wiki

                                                                 Monitor and provide guidance for volunteer run
    3
                                                                 functions
                1 and 2. Initiation and Planning Phases




                                                                 Assign leads and volunteers, get contact info.
    4                                                            conduct regular meetings and conference calls with
                                                                 Sponsorship Volunteers

                                                                 Volunteer confirmation of assignments (including
    5
                                                                 backups)
    6                                                            Begin contacting 2008 sponsors
    7                                                            Scout new Sponsors for 2009

    8                                                            Obtain and track all sponsors

    9                                                            Set up meetings or calls with all potential sponsors

                                                                 Sync with speakers, exhibitors, keynotes, attendee
   10
                                                                 sales
   11
   12
   13
   14
   15
   16
                                                                 Field requests and complaints (who should volunteers
   17
                                                                 contact if there are issues)
                3 and 4. Review and Monitoring Phase




   18                                                            Assign volunters - hold training conf call

   19                                                            Monitor number of sponsorship dollars raised to date

   20                                                            Monitor and track sponsorship in kind services

   21                                                            Monitor and meet sponsorship goal of $30,000

                                                                 Monitor checks received and not received from
   22
                                                                 Sponsors
                                                                 Send email to sponsors whose payments have not
   23
                                                                 been received
         3 and 4. Review an
24

25

26

                                  Figure out how to identify sponsor guests, print
27                                appropriate list, badges (guest of sponsor - ask for
         5. Pre-Execution Phase   id?)
                                  Send email on what exactly to do on conf. days:
28
                                  Sponsorship Volunteers
29                                 REHEARSE PROCEDURE (thu/fri)
30                                Monitor and ensure smooth operation
31                                Handle crisis and emergency management
                                  Make sure arrangements for Sponsors (signage
32                                display, tripods, easels, etc.) have been arranged at
                                  Ritz
33

34                                Monitor and ensure smooth operation

35                                Handle crisis and emergency management
36                                Check in/Checkout - Sponsors
37
38
39
40
         6. Execution Phase




41
42
43
44
45
46
47
48
49
50
51
52
53
54
     Feedback Phase




55
      7. Closing and




56
57
58
59
                           E.       F.
                D. End          Complet    G. Human
C. Begin Date            Actual
                 Date              ion     Resources     H. Other Resources
    (Time)                End
                (Time)           Status   (Volunteers)
                          Date
                                  (Y/N)
10/22-10/24
10/22-10/24


22-Oct-09




10/22-10/24

10/22-10/24
10/23-10/24
               J.   K. Committee from L. Committee or
I. Budget or          which you need     user(s) of outputs
             Actual
 Estimated          inputs for this Task  from this Task
             Expens
  Expenses             (Choose from        (Choose from
               es
                      Committee List)     Committee List)




                      Sponsorship
M. Comments (Risks, Concerns, etc.)
A. Number   PHASEs ( 1- 7)                                          Sub-area




    1                                                                 Hotel


    2

    3
                         1 and 2. Initiation and Planning Phases




                                                                    Logistics


    4                                                              Volunteers

    5

    6

    7

    8                                                              Registration

    9
   10
   11
   12
   13
   14
   15
   16
                 3 and 4. Review and Monitoring




   17

   18
   19
                              Phase




   20
   21
   22
   23
   24
   25

   26
27                                Hotel

28


29


30



31                            Transportation


32                             Hospitality
     5. Pre-Execution Phase




                                Food /Bev

33

34

35

36

38


8                              Registration



9




39                             Volunteers

40
41
42
43                               ONSITE
44
45
46


47                             Hospitality

48
49
     6. Execution Phase
50                            Registration




         6. Execution Phase
51
52
53
54
55
56
57
58
59
68
61
62
63
64
65
66
     Feedback Phase
      7. Closing and




67
68
69

70
                                    B. Task or activity



Site details, room layouts, requirements from events, exhibitors, sponsors, BPC given to
hotel

Food beverage agreements complete

Food menu decided
AV details confirmed from event chair
Entertainment, sessions, Tie50, Powerconnect, keynotes layout/reqmt confirmed from chairs
Arrange volunteer vouchers for food or suitable mechanism


Materials list produced (gifts, badges, supplies, posters Easels, locks, office supplies)
Decide awards supplier and list of reqmts

Create and maintain volunteer list for Operations on Wiki

Monitor and provide guidance for volunteer run functions

Assign leads and volunteers, get contact info. conduct regular meetings and conference
calls with Operations Volunteers

Volunteer confirmation of assignments (including backups)

Decide labels, printers, layout, volunteer needs

Decide tags for speakers, moderators, volunteers, keynotes
Review with hotel
Volunteer shirts




Field requests and complaints (who should volunteers contact if there are issues)

Assign volunters - hold training conf call




Email sponsors, exhibitors on requirements
Conduct pre-con meeting with hotel/convention center to confirm and review needs of
conference

Inspect meeting room layouts for setup and audio visual

Get hotel contacts information, procedure for troubleshooting (power, sound, network)
have support on standby

Get sponsor, exhibitor space arrangements finalized (power, lighting, signage, water,
glasses, supplies) (email)


Get transportation needs for speakers, VIPs


Ensure guests are taken care of - provide them contact info, assign volunteer to VIP

Order food/bev service

Handle crisis and emergency management

Ensure all contract obligations are met by all parties

Check shipping for all known deliveries

Meet with the venue daily to review prior days charges

Get wifi arrangements finalized


Purchase labels, printers, supplies


Design signage and place order if needed or decide how to print

Confirm name badges, keynote, speaker volunteer tags

REHEARSE PROCEDURE (thu/fri)

Send email on what exactly to do on conf. days: Operations Volunteers


Setup - Thursday/Friday morning
Monitor and ensure smooth operation
Handle crisis and emergency management
Ensure all contract obligations are met by all parties
Get arrangements for sponsor signage display, tripods, easels, pens, markers
Get volunteer food/beverage
Check in/Checkout - Speakers

Check shipping for all known deliveries
Meet with the venue daily to review prior days charges
setup tables booth printers stock pens etc
test registration
run
                                                                   Committee: Operations
                                                                          E.       F.
                                                               D. End          Complet
                                                                        Actual
                                 C. Begin Date (Time)           Date              ion
                                                                         End
                                                               (Time)           Status
                                                                         Date
                                                                                 (Y/N)




confirmed from chairs




                        RESPONSIBILITY OF CHAIRS - IN THEIR PLAN
mmittee: Operations
                                                                                            J.
                                                                             I. Budget or
                                                        H. Other Resources                Actual
                      G. Human Resources (Volunteers)                         Estimated
                                                                                          Expens
                                                                               Expenses
                                                                                            es




                 Nicole Raymond



                 Nicole Raymond and/or various Chairs

                 THIS WILL ALSO BE IN THE ONSITE PLAN




                 MOVE TO ONSITE PLAN
NICOLE


NICOLE


NICOLE
                                                           L. Committee or        M.
  K. Committee from which you need inputs for this Task   user(s) of outputs   Comments
             (Choose from Committee List)                   from this Task      (Risks,
                                                             (Choose from      Concerns,
                                                           Committee List)       etc.)




Volunteer




Sponsor/Marketing & PR
Sponsor/Marketing & PR

Volunteer




Sponsor




Sponsor
Marketing & PR



Sponsor


Nicole will handle Hospitality needs of speakers, sponsors, and keynotes




Sponsor



Marketing & PR/Sponsor

Sponsor




Speaker
Committee: Business Plan Competition

                                                                                                      C. Begin   D. End
A. Number   PHASE                                                   B. Task or activity                 Date      Date
                                                                                                       (Time)    (Time)


                                                       Develop Theme and Activities for the "Boot
    1
                                                       Camp" and Business Plan Competition

                                                       Finalize Format of Business Plan Competition
    2
                                                       and last date for receiving BPC Entries

                                                       Finalize Budget of "Prizes" and Awards
    3
                                                       ($5000) and Miscellaneous Expenses (of $500)
                                                       Identify Volunteers to work with the BPC
    4
                                                       Team

    5                                                  Identify and Finalize Speaker (Back up?)

    6                                                  Identify and Finalize List of Judges
             1 and 2. Initiation and Planning Phases




                                                       Identify and Finalize Review Committee (and
    7
                                                       review guidelines) for BPC Entries
                                                       Extend/Send Formal Invitations and
    8                                                  Registration information to the Speaker and
                                                       Judges and Review Committee Members
                                                       Share List of Judges, Speakers, Review
                                                       Committee Members, and Mentorship
    9
                                                       Committee Volunteers with the Registration
                                                       Committee
                                                       Develop Rules and Guidelines for Judging and
   10
                                                       Evaluating Entries

   11                                                  Develop Templates for inviting BPC Entries

                                                       Prepare a document outlining Scope/Content,
                                                       Eligibility, Submission Format, Selection
   12                                                  Criteria, Prizes, submission method,
                                                       Important Dates (submission, notification),
                                                       etc.
                                                       Develop Flyer and Advertising Material for
   13
                                                       inviting BPC Entries
                                                       Provide Details of BPC Session for Handouts
   14
                                                       and Brochures
                                                       Develop and Set Up Website for receiving
   15
                                                       Business Plan Entries
   16                                                  Advertise BPC Competition as appropriate
17                                          Set Expectations -- Entries Review Committee


                                            Set Expectations -- Have Discussions with
18



     3 and 4. Review and Monitoring Phase
                                            Judges about expectations on the day of BPC
                                            Monitor Entries as they are received and send
19
                                            to the Review Committee
20                                          Review BPC Entries - Round - 1
21                                          Review BPC Entries - Round 2
22                                          Announce Semi-Finalists and Send Invitations

                                            Ask Semi-Finalists to send e-copy of
23                                          Presentations for the BPC Session along with
                                            write-up of their Bio/Co Info for Introductions
                                            Communicate Semi-Finalist Titles/Names and
24
                                            Presenters to the Event Chair
25                                          Forward Semi-Finalist Entries to the Judges
                                            Create Final Material and BPC details and
26                                          Event Description for Handouts on the Day of
                                            Event
                                            Get Itinerary information for Jusges and
27                                          Speakers and share with the Event Chair and
                                            Transportation Chair
                                            Ensure that Registration Tags for Speakers,
28                                          Judges, Review Committee, and Mentorship
     5. Pre-Execution Phase




                                            Committee are ready
                                            Get Date, Time, Room information from Hotel
29
                                            Venue Coordinator or Event Chair
                                            Visit the Facility with Key People to Familiarize
30
                                            with the Hotel Layout etc.
                                            Check to make sure that Final BPC
31                                          Presentations and Bio/Co information are
                                            received in correct format
                                            Prepare detail instructions for the day of the
32                                          event for - Chair, Speaker, Semi-Finalists,
                                            Judges, and Volunteers
                                            Send out specific instructions to the Chair,
33                                          Finalists, Judges, etc with a request to meet at
                                            a designated place at the Hotel
                                            Assemble at desiganted place at least one
34
                                            hour prior to the BPC Event
                                            Review the checklist to ensure that all
                                            relevant material is in place (Judging sheets,
35
                                            Final Score Sheet, Speaker Bio and slides,
                                            Semi-Finalists Bio and slides)
                          Introduce Chair, Speaker, Judges, and Semi-
36
                          Finalists


37                        Informal socialization among stake holders


                          Call Session to Order and introduce the
38
                          agenda and the Chair


                          Introduction of and Presentation by invited
39
                          speaker


                          Introduction and Background about the BPC
40
                          Competition


41                        Recognition of the Mentorship Committee



42                        Recognition of the Review Committee


                          Introductions of the Judges and their
43
                          background
     6. Execution Phase




44                        Introduction and Presentation -- First Entry


                          Introduction of Speaker and Presentation -
45
                          Second Entry


                          Introduction of Speaker and Presentation -
46
                          Third Entry


                          Introduction of Speaker and Presentation -
47
                          Fourth Entry


                          Introduction of Spealer and Presentation -
48
                          Fifth Entry

                          Vote of Thanks and announcement that
49                        Winner and Runnerup will be announced
                          during the Dinner/Key-Note event
                       Preparation of Prizes for distribution (Cheque
50
                       or Awards) for winners


                       Praise Efforts of the Mentorship Committee,
51
                       Judges, Participants, and Winners, etc.


52                     Award Prizes to the Winners



53                     Get Feedback forms from the Audience


                       Get Feedback form from the Judges, Speakers,
54
                       Winners, and Review Committee Members

                       Summarize Feedback and preapre "Lessons
55
                       Learned"

                       Document Standard Procedures and Project
56
                       plan for Next Year's BPC Committee
     Feedback Phase
      7. Closing and




                       Send Thank You Notes to all volunteers,
57
                       Speakers, Participants, etc
                       Send Draft Project plan (updated with Lessons
58                     Learned) to Event Chair and IT/Web
                       Committee for upload to Wiki
                       Advertise Snippets of BPC at the TiE Web-site
59
                       and announce winners on the Website
  E.       F.                                                       J.
       Complet    G. Human                           I. Budget or
Actual                                                            Actual
          ion     Resources     H. Other Resources    Estimated
 End                                                              Expens
        Status   (Volunteers)                          Expenses
 Date                                                               es
         (Y/N)




                                                      $5,500
 K. Committee from     L. Committee or user(s)
which you need inputs of outputs from this Task
     for this Task                                M. Comments (Risks, Concerns, etc.)
                      (Choose from Committee
    (Choose from                List)
   Committee List)

 BPC Chair                Marketing Oordinator



 Communication Chair      BPC Chair



                          BPC Chair




                          BPC Chair


 Finance Chair            Marketing Oordinator

 Event Chair              Event Chair




                          BPC Chair



                          BPC Chair

 IT / Web , and On-Line
                          Event Chair
 Registration Chair




 Marketing Oordinator     Sales Chair
Event Chair

Communication Chair
 1 Operations Chair



 2 Event Chair



 3 Exhibit Chair



 4 Sponsor Chair



 5 Marketing Oordinator



 6 Communication Chair



 7 Food & Beverages Chair



 8 Entertainment Chair



 9 Finance Chair



10 BPC Chair



11 IT / Web , and On-Line Registration Chair



12 TiE - 20 Chair
13 Transportation Chair



14 Sales Chair



15 On-Site Registration Chair



16 Hotel Coord Chair



17 Core Team


18 Other
Committee: IT and Registration



 A. Number   PHASEs ( 1- 7)                                   Sub-area




     1                                                         Website



     2
     3


     4
                   1 and 2. Initiation and Planning Phases




     5


     6


     7
     8

     9


    10



    11


    12
    13
    14
    15                                                       Registration

    16
    17                                                       Social Media

    18
                   3 and 4. Review and Monitoring Phase




    19
    20
    21
    22                                                          Links
     3 and 4. Review and Monitoring Phase
23
24
25                                             Wiki

26
27
28
29

30                                            Website


31
     5. Pre-Execution Phase




32
33

34                                          Mobile web

35                                             Email

36                                          Registration

37
48
49

50                                             Wiki


51                                          Social Media

52
53                                            Webite

54
55
56

57

58                                             Email
     6. Execution Phase




59
60
61
62
63                                           Pre-conf

64
                      6. Executio
      65
      66
      67
      68                                  onsite

      69
      70
      71
      72
      73
                7. Closing and Feedback




      74

      75
                         Phase




      76
      77
      78




Committee: Business Plan Competition

Instructions:
ration


                                                                C. Begin             E. Actual
                                                                           D. End
                             B. Task or activity                  Date               End Date
                                                                         Date (Time)
                                                                 (Time)               (Time)




         Obtain word docs from wiki for all areas


         Website up for press release
         Agenda


         Pricing


         TIE50


         Powerconnect


         Bootcamp
         Exhibitors

         Sponsors


         Entertainment



         News


         About
         TieConmidwest News Synchronization in web
         Website up for press release
         Pricing information complete and approved
         Registration open
         Confirm roles with Marketing
         Define scope, membership roles and owners (facebook,
         twiteer, orkut etc)
         create TiEcon setup on social media (or update)




         Define and setup links to and from web site
Setup googl analytics
Perform SEO work
Setup owners
Perform training
Set up access for volunteers
Train volunteer to be owner of the wiki



Update web site with new content

upload podcasts, video, audio as needed
setup links to partners and add their logo
Setup live streaming capability and test it
Setup mobile web pages for TieCon (add more tasks and
owner- reqmts, design, build, test, release)
setup email analytics
Setup mobile registration




Wiki access, requests for changes

Add members to social media - registered only


upload podcasts, video, audio, photos as needed
update news as needed
update exhibitors, sponsor, speaker info
post interviews as needed

Fixed dates for updates (version 2, version 3 and final)

Email campaign for Registration to non Registrants
Email campaign to Registrants(latest activities)
General Email campaign( approx for every 15 days)




Registration - close early bird
Registration - preowls
                  switch for onsite rates, close online?




                  Onsite web site updates
                  Onsite registration system setup
                  onsite printing test
                  onsite mobile test
                  onsite social media support



                  send out surveys

                  update web site with thanks
                  add 2010 plans
                  post presentations



                1. Please fill-in all the columns (A - K)


                2. For List of Committees, please refer to Worksheet-1.
                "Committee List"

                3. Please do provide Comments (Risks, Concerns, etc.) in
                Clumn "K"

                4. Please do provide a list for specific items that you would need
                -- Pencils, Pads, Printers, etc.


                5. Please fill out all the Phases (as shown in Column "B")

                6. Please feel free to contact Sanjay or me if you have any
                questions.

                7. Please e-mail me and upload your file at the Wiki by 30-th
                May'09



n Competition




                Create Speaker presentation registered people access
                mechanism
    F.
                                                                               J.
Complet                                                         I. Budget or
             G. Human Resources            H. Other Resources                Actual
   ion                                                           Estimated
                 (Volunteers)                                                Expens
 Status                                                           Expenses
                                                                               es
  (Y/N)




          Up-to-date Agenda
          Test the registration links,
          feedback and suggestion to
          improve

          Content


          Content


          Content
          Content

          Sponsors list and marketing
          material

          Entertainment list, agenda and
          marketing materials

          Latest press release, Blogs,
          News updates about
          tieconmidwest


          News Sychronization
                               L. Committee or
  K. Committee from which
                              User(s) of Outputs
you need inputs for this Task
                                from this Task        M. Comments (Risks, Concerns, etc.)
  (Choose from Committee
                                 (Choose from
            List)
                               Committee list)

 event, ops, exhibits, BPC,
 Tie50, sponsors
 (MARKETING)

                                all teams, public
 Kas has to give up-to-date
 agenda

 TiEconmidwest EC team

 Need content and
 competition plan for website
 Need content and what is
 powerconnect whom should       all teams, public
 attend




                                all teams, public




                                                    Setup SMM for Tieconmidwest in Linkedin,
                                                    Facebook, youtube, Twitter and Myspace
event, ops, exhibits, BPC,
Tie50, powerconnect,
sponsors (MARKETING)




Speaker
IT Systems Plan for TiE Con 2009
Website                                                                           Timeline
Website hosting                                                                   6/11- 6/13
Initial content for each pages                                                    6/13- 6/15
Next level of content                                                             6/15 - 7/15
Links to Tieconmidwest from other website and SMM                                 6/15 - 10/15
Google Analytics                                                                  7/15 - 10/15
SEO and Marketing website                                                         7/15 - 10/15
Updeates for website content                                                      7/15 - 10/15
Uploading podcost, videos of Tieconmidwest                                        8/1-10/15
Online Registration                                                               Timeline
Test run                                                                          6/10-6/30
Questionnarie and Survey                                                          6/15 - 6/25
Early Bird Registration                                                           6/25- 7/31
Late Owls Registration                                                            8/1-10/22
OnSite Registration                                                               10/23-1024
Mobile registration?                                                              7/1-10/22
Wiki Management                                                                   Timeline
Wiki Management                                                                   6/12- 10/24
Wiki Training                                                                     6/12- 10/24
Access of Wiki pages                                                              6/12- 10/24
Access of Documents                                                               6/12- 10/24
Social Media Management                                                           Timeline
Setup SMM for Tieconmidwest in Linkedin, Facebook, youtube, Twitter and Myspace   7/15 - 10/15
Blogs                                                                             7/15 - 10/15
Podcosts                                                                          7/15 - 10/15
Videos                                                                            7/15 - 10/15
Tieconmidwest news in SMM                                                         7/15 - 10/16
Links to SMM to Tieconmidwest website and vice versa                              7/15 - 10/17
News                                                                              Timeline
Press realease, detroit.tie.news, TieConmidwest/news, Blogs                       7/15-10/22
Interviews                                                                        7/15-10/22
Email Campaign                                                                    Timeline
Email analytics                                                                   7/1 - 10/22
Email campaign for Registration to non Registrants                                7/1 - 10/22
Email campaign to Registrants(latest activities)                7/1 - 10/22
General Email campaign( approx for every 15 days)               7/1 - 10/22
Flyers                                                          Timeline
Printed Flyers for monhly event attendees                       7/15 - 10/15
Desgining Flyers for Marketing                                  7/15 - 10/15
Flyers for TieconMidwest event                                  7/15 - 10/15
Videos and Pictures                                             Timeline
Record monthly event and upload it to youtube (for marketing)   6/20 - 10/15
Pictures of TieConmidwest, monthly event ( for marketing)       7/15 - 10/15
Record Tieconmidwest Video                                      7/15 - 10/15
Live telecost of Tieconmidwest in internet                      7/15 - 10/15
Mobile registration?                                            Timeline
Registration process                                            8/1 - 10/22
Test run                                                        8/1 - 10/23
Mobile Registration                                             8/1 - 10/24
Sending updates via mobile
Audience   Cost   Dependencies
General
General           EC-Chairs
General           EC-Chairs
General
General
General
General           EC-Chairs
General           Marteking Team
Audience   Cost   Dependencies
TiE- EC           TiE-EC
General
General
General
General
General
Audience   Cost   Dependencies
TiE- EC
TiE- EC
TiE- EC
TiE- EC
Audience   Cost   Dependencies
General           Marketing Team
General           Marketing Team
General           Marketing Team
General           Marketing Team
General           Marketing Team
General           Marketing Team
Audience   Cost   Dependencies
General           Marketing Team/Emile
General           Marketing Team/Emile
Audience   Cost   Dependencies
General
General
General
General
Audience   Cost   Dependencies
General           Marketing Team
General           Marketing Team
General           Marketing Team
Audience   Cost   Dependencies
General
General
General
General
Audience   Cost   Dependencies
General
General
General
Committee: Marketing & PR


   A. Number     PHASEs ( 1- 7)                                   Sub-area




       1                                                         Press Release



       2

       3                                                             Plan

       4                                                             Print

       5
                       1 and 2. Initiation and Planning Phases




       6




       7                                                            Online

       8

      10


      11


      12                                                              AV


      13

      14                                                            Scripts


      16


      17
                       3 and 4. Review and Monitoring Phase




      18
      19
      20
      21
      22
      23
      24
      25
      26
      27
     3 and 4. Review and
28
29
30                              Print
31


33

34

35


     5. Pre-Execution Phase
36
37
38                               AV
39
40                             Online

41                            Affilliate

42
43
44
45
46
47
48
49

50                            Phase 1

51
52
53
54
55
56
57
58
59

60                            Phase 2
     6. Execution Phase




61

62                            Phase 3

63

64                            Pre-conf


65
          6. Execut
66                    Confernence


67
68
69
70
71
72
73
74
     7. Closing and
        Feedback
75       Phase
76
77
78
                                              C. Begin Date
           B. Task or activity                                D. End Date (Time)
                                                  (Time)


Press release - review web site, print and
electronic media content


Online ppt, web site - VERSION 1 high level

Develop marketing plan
Design material- flyers, posters
Design Ads
Decide souvenir book

Provide ppt Templates, Word templates,
Logos, etc. to Chairs for their use and
communication with speakers, etc.

Design material- flyers, posters
Design Ads

Marketing using blogs, social media
channels
Decide mobile marketing approach and
plan
Script AV and decide formats for web
streaming
TV script, length, content, presenters
decided
develop Scripts for volunteers for word of
mouth
List conferences, meetings, associations,
schools, colleges
Event brochure, map, agenda                                    2 weeks before event

Orders for onsite posters - sync
                                                               2 weeks before event
w/operations
Get TVs ready for digital posters




Prepare interviews, podcasts, tv, audio
material




update mobile marketing and web sites

Pubish Ads




update phase 1 with final material and repeat all activities



update phase 2 with final material and repeat all activities



Final marketing activities - print, online,
affiliate, word of mouth
close social media
close web site
close affiliate links
get lessons learned
get feedback from partners/affiliates
                                      G. Human
                     F. Completion                  H. Other Resources
E. Actual End Date                    Resources
                      Status (Y/N)
                                     (Volunteers)
2 weeks before event

2 weeks before event
                                  K. Committee from     L. Committee or
I. Budget or                        which you need     User(s) of Outputs
 Estimated     J. Actual Expenses inputs for this Task   from this Task
  Expenses                           (Choose from         (Choose from
                                    Committee List)     Committee list)

                                                            IT Systems
                                    exhibits, events, Tel, sponsors



                                                            IT Systems
                                    exhibits, events, Tel, sponsors



                                    Volunteer
Speaker
  M. Comments
(Risks, Concerns,
       etc.)
1 Operations Chair
2 Event Chair
3 Exhibit Chair

4 Sponsor Chair
5 Marketing Oordinator

6 Communication Chair
7 Food & Beverages Chair


8 Entertainment Chair

9 Finance Chair
10   BPC Chair
11   IT / Web , and On-Line Registration Chair
12   TiE - 20 Chair
13   Transportation Chair
14   Sales Chair
15   On-Site Registration Chair
16   Hotel Coord Chair
17   Core Team
18   Other
 Team:


Number


Event
   1
   1.1

   1.2


   1.3

   1.4

   1.5
   1.6
   1.7
   2
   2.1

   2.2


   2.3


   2.5

   2.6
   2.7
   2.8

   2.9

   3
   3.1
   3.2
   3.3
   3.4
   3.5
   3.6
   3.7
   4


   4.1
4.2
4.3
4.4

4.5

5
5.1
5.2
5.3
5.4
                                          Task/Activity




Planning
Get space info from hotel

Outline agenda for each day


Identify pool of keynote candidates

Assign Track Chairs

Assign topics and times for tracks
Develop criteria for panelist selection
Has A/V budget been finalized
Readiness
assign moderators per session
finalize keynotes and send out confirmation letter; initial inquiry should be made as to
travel arrangements and accomodations for keynote speaker

track chairs must identify final panelists for each session and deliver bios; track chairs must
identify any panelists that require travel arrangements and accomodations

Track Chairs must make contact with panelists in session and make request for initial draft of
presentations
Track Chairs must receive draft of presentations from panelists
Track Chairs to confirm with assigned moderators that content is on track or needs modification
Moderators to provide feedback to panelists and receive fnal presentations
Confirm with Keynote and Track Chairs that travel arrangements and accomodations for all
keynotes and panelists have been finalized; schedule call with track chairs and moderators to
trouble spot
Check in with other chairs
BPC
Entertainment
Powerconnect
TiE 50
Registration
Sponsorship
Marketing
Pre-Conf
Publish final agenda, Bios and Photos
Based on final agenda, confirm logistics with hotel coordinator and a/v coordinator
confirm food and beverage with hotel coordinator
Get final setup to hotel
ensure registration works, badges, special priviliges setup
run through final agenda with all chairs and run through registration checklist, exhibitor checklist,
entertainment checklist, and track and keynote checklist
Conference
support during conference
tear down
send thank you''s and leads
write lessons learned, update $$
save on Google Docs, Notify Prakash and Sanjay (see wiki for contact). Do not save on your hard drive

                                                   Human
                                          Complet           Other
                               Actual             Resourc                        Budget or       Actual
  Begin     End Date                         ion           Resourc
                                End                  es                            Est.          Expens
Date (time)  (time)                        Status            es
                                Date              (Volunte                       Expenses          es
                                            (Y/N)
                                                    ers)



                                                                                 0
on your hard drive



                       Input needed from ? (team or                                  Comments (Risks,
                                                             User(s) of output
                                 person)                                                Concerns)




                     Site Team (operations)
                     core team, sponsor team, marketing      site mgmt, marketing,
                     (std graphics), operations - to print   sponsorship
                                                             marketing,
                     Keynote chair
                                                             sponsorship
                                                                                     need to confirm who is
                     Core Team
                                                                                     assigned for what track
                     Core Team and Track Chairs
                     Core team and Track Chairs




                                                                                     need 12
                                                             marketing,
                     keynote chair
                                                             sponsorship

                                                             marketing,
                     Track Chairs
                                                             sponsorship

                                                                                     $ for volunteer meeting
                                                                                     coffee etc
                     review by Track Chairs
coordinate with all chairs
IT team, registration, logistics
                                   see TiE Con event
include track chairs, moderators   execution chart for
                                   checklists

operations-onsite, registration
operations-onsite
   Team:                                                              save on Google Docs,

                                                                                      End     Actual
                                                                        Begin
  Number                         Task/Activity                                        Date     End
                                                                      Date (time)
                                                                                     (time)    Date

Exhibitors
     1       Planning
    1.1      Get space info from hotel

    1.2      Decision on size, layout, qty and options for exhibits

    1.3      Decision on exhibitor pricing
     2       Readiness
             Develop exhibitor packet (forms, brochure with
    2.1
             layout, features, benefits, costs, contact etc)
    2.2      setup wiki with files and tracking sheet
             Get target exhibitors listed on wiki (last year,
    2.3
             sponsors)

    2.3a     Get contact list from others

             Meet with TiE Partnerships chair to coordinate
    2.4
             exhibits for partners

             Determine volunteer need and assign tasks,
    2.5
             meeting times, checkpoints, email/update process

             Write exhibitors script for volunteers (see sponsor
    2.6
             script)
             Web site: exhibitors page with brochure, info,
    2.7
             contact, email, forms
    2.8      Registration option for exhibitors
    2.9      Create plan for driving traffic
   2.9 a     Design collateral for traffic driving activities
     3       Execute Plan
             Assign volunteers to call/visit, coordinate with
    3.1
             attendee sales, sponsors, speakers

    3.2      get forms back from team, update wiki, web site

             Summarize reqmts for hotel, IT, registration,
    3.3
             logistics, food/bev
             Checkpoint till sold - work with other chairs to
    3.4
             coordinate
    3.5      Procure trafic driving collateral
    3.6      All exhibits sold
     4       Pre-Conf
    4.1      Confirm arrangements w/exhibitors
      Communicate with exhibitors with details on hotel
4.2
      setup, charges, logistics

      Get final setup to hotel, let exhibitors know of
4.3
      add'l costs
      ensure registration works, badges, special priviliges
4.4
      setup
4.5   get volunteers from onsite team for exhibitors
5     Conference
5.1   support during conference
5.2   tear down
5.3   send thank you''s and leads
5.4   write lessons learned, update $$
gle Docs,
            Complet                           Budget
                                      Other           Actual
               ion  Human Resources           or Est.
                                    Resources         Expens Input needed from ? (team or person)
             Status   (Volunteers)            Expens
                                                        es
              (Y/N)                             es




                                                                 core team, sponsor team, marketing
                                                                 (std graphics), operations - to print
                     Core team                   update          core team agreement on price
                                                 budget

                     marketing, PR,              print
                                                                 marketing-std. pictures etc.
                     sponsorship                 budget
                                                                 IT team/wiki owner

                                                                 IT team/wiki owner




                                                 0               Partnerships - Tel, Sanjay


                                                 50


                                                                 review by Tel


                                                                 IT team

                                                                 IT team


                                                                 Marketing



                                                                 attendee sales, sponsors, speakers

                                                                 attendee sales, sponsors, speakers

                                                                 hotel

                                                                 attendee sales, sponsors, speakers




                                                                 operations
operations


operations, volunteers


IT team

operations


operations-onsite
operations-onsite
marketing, PR
finance
                     Comments (Risks,
 User(s) of output
                        Concerns)




                     decide who will print
site mgmt
                     the exhibitor brochure




marketing, PR, IT
team, registration
exhibits volunteer

volunteers
                     Need to be fully
                     coordinated with
                     Sponsors and
                     marketing



                     $ for volunteer meeting
                     coffee etc

volunteers


exhibitors

exhibitors           Need to elaborate




site team, hotel,
operations
Committee: TiE 50
                                                                        Begin     End
     Number                                 Task                         Date     Date
                                                                        (time)   (time)

        1           Define Nomination Criteria


        2           Define Verticals for Industries

                    Define TiEcon, TiE 50 - short, crisp message for
        3
                    emails

        4           Define judge selection criteria



        5           Open nominations
        6           Marketing to link TiE50 to TiECon
        7           Prepare package for judges

        8           Finalize judges

        9           Prepare package for companies (Questionnaires)
        10          Marketing Buzz before closing nominations
        11          Send questionnaire to companies (company metrics)
        12          Implement voting systems
        13          Close nominations
        14          Start screening
        15          Close screening
        16          Start Judging
        17          Close judging
        18          Finalize 30 companies per vertical
        19          Contact companies with confirmation of top 30
        20          Open voting




                    .
Actual Complet                               Other
                    Human Resources                    Budget or Est.    Actual
 End     ion                               Resources
                      (Volunteers)                       Expenses       Expenses
 Date   Status
                 Tie50 chair, Tel, Kas,
                 Charter member

                 Tie50 chair, Tel, Kas,
                 Charter member

                 Tie50 Chair

                 Tie50 chair, Tel, Kas,
                 Charter member


                 IT System
                 IT system
                 Tie50 Chair
                 Tie50 chair, Tel, Kas,
                 Charter member
                 Tie50 Chair
                 Tie50 Chair, marketing
                 Tie50 Chair
                 IT Systems
                 Tie50 Chair
                 Tie50 Chair
                 Tie50 Chair
                 Judges
                 Tie50 Chair
                 Tie50 Chair - committee
                 Tie50 Chair - committee
                 Tie50 Chair - committee
  Input needed                 Comments
                  User(s) of
from ? (team or                 (Risks,
                   output
     person)                   Concerns)
Number                                              Task


         ID list of organizatios (take from wiki)
         ID reps for each organization
         Contact partnership chair to agree on contact method
         contact sponsors, exhibits, speakers chairs to sync list
         Prepare brochures (sycn with marketing if different)
         Print brochures
         Print tickets to give (or receipts)
         Start campaign
         Keep making checkpoints
         Assess Progress and adjust sales stategy


         Partners
         1. identify conference partners and their roles

         2. meet with conference partners and agree on activities and dates

         3. Set up partnership team from volunteer list
         5. Set up database on wiki

         http://spreadsheets.google.com/ccc?key=0AjH89Ih9TkcecjNqcGNKNU9IQkRTYjF
         WbVdsTFBQWXc&hl=en


         What partners can do




         1. sponsoring partners (cash and in-kind)


         2. speaker acquisition
         3. put TiECon logo and link on their web site
         4. add TiECon to their newsletters, marketing brochures
         What we need to provide
         1. Collateral
           a. one paragraph summary (note this for the marketing team as a requirement)
           b. official logos
           c. link to web site, link to registration
           d. PDF files of collateral
           e. printed collateral to give to them for their offices/events
         2. Registration logistics
- how will partner be identified (promo code or they have to call us?)
                                 Complet                      Other Budget
                        Actual
                                    ion    Human Resources   Resourc or Est.
Start Date   End Date    End
                                  Status     (Volunteers)      es    Expens
                         Date
                                   (Y/N)                               es
         Input
Actual          User(s)   Comments
        needed
Expens            of       (Risks,
        from ?
  es            output    Concerns)
       (team or
       person)
Number   Week
Activity



Agree upon PR plan and assignments
Press release questionnaire completed for TiE 50 and TiEcon press releases


Agreement on goals for PR program
TiE to provide previous press registration list
TiE 50 press release first draft completed
TiEcon press release first draft completed
TiE spokespersons availability for media meetings


Draft press kit materials (fast facts, trends, FAQs, Bios)


Begin media outreach for meetings


Develop media list
Continue outreach for media meetings
Finalize TiE 50 and TiEcon press releases and determine distribution strategy
Prepare briefing materials for press meetings




Activity
TiE 50 press release issued
Media tour (select meetings with press) begins
Research and pitch event calendars




Media tour (select meetings with press) continues
Follow up with media from meetings to encourage coverage
Draft and issue Tweetup Media Advisory – invites, panel, host, podcast
TBD
TiEcon press release issued and promoted to press to encourage coverage and press registration
Continue to promote Tweetup to key media
Make outreach to media to attend the TiE 50 awards event
Tweetup occurs
Follow up with press from Tweetup to encourage coverage
Develop press release advisory with speakers/keynotes




Activity
Develop press release templates for TiE 50 winners
Issue Press Advisory with Speakers/Keynotes
Provide information about winners to PR team
Develop press release announcing winners
Screen select winners in key categories for media outreach
Maker media outreach around TiE 50 winners
Announce TiE 50 winners at event
Continue press registration for TiEcon
Share the press list with appropriate sponsors




Activity
Make media outreach to promote the show, encourage attendance
Coordinate media attendance at the show
Issue wrap up press release
                        Complet Human                             Input
                                          Other Budget
               Actual      ion  Resourc                  Actual needed User(s)
Start   End                              Resourc or Est.
                End      Status    es                    Expens from ?     of
Date    Date                               es    Expens
                Date      (Y/N) (Volunte                   es   (team or output
                                                   es
                                  ers)                          person)
Owner/Comments

								
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