Project or Event Planning Checklist and Worksheet Event Planner Marketing Event Needs Itemized by JKMarketingAndEvents

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									         Project Brief                                                                                           K
                                                                                                                J Marketing and Event Management                                      Topics
         Program name: King of Hearts, 2010 Gala                                                                                                                                      Committee Assigned
         Created for: Christ the King                                                                                  Event Dates:                      February 19, 2010            Event Space
                                                                                                                                                                                      Vendor Tasks


         Project overview: Review of Event Needs including open and closed items. Advising client on possible additional needs, and review of
         Day of Event Support                                                                                                                                                         Advertising          Sponsorship


         Update Schedule: Client determined, weekly review is recommended
         Project Brief Completion Guide: Blank = pending; check mark = completed

   1 Check Mark Project Launch                       Due By                                 Owner   Notes / Follow - Up:                                                     Vendor   Cost                 Hours
                                                                                                                                                                                                                          HOW TO SORT YOUR TO DO
   2            Start Up                                                                     JK                                                                                                                           LIST IN THE PROJECT BRIEF:
                Provide Client with Estimate (JK
   3            Marketing and events only)                                                   JK     with in budget review                                                                                                 To print the list with checked off
   4            Provide Client with Contract                                                 JK     with in budget review                                                                                                 items, type the letter a in the
                                                                                                                                                                                                                          Done? column to make a check
   5            Provide Client Project brief                                                 JK     Internal reviews                                                                                               1.00   mark appear.
   6            Determine On-site support at event                                           JK                                                                                                                    5.00
   7            Determine Project Management                                                 JK                                                                                                                           You can use the AutoFilter
   8            Provide Budget                                                               JK     Internal reviews                                                                                               1.00   feature of Excel to quickly identify
                                                                                                                                                                                                                          the tasks that you have done or
   9            Determine vendors                                                            JK     Internal reviews                                                                                                      that you still need to complete. In
                Provide Estimate and Proposal                                                                                                                                                                             the Done? column, click on the
  10            elements                                                                     JK                                                                                                                           arrow to view filtered lists.
                Recommended - open/closed items list
a               of all details                                                               JK     Internal reviews
  12
  13 Check Mark Committee N/A                        Due By                                 Owner   Notes / Follow - Up:
  14
  15 Check Mark Invitation and Mailing               Due By                                 Owner   Notes / Follow - Up:
  16        a Mailing                                                                               01.08.10, 2600


    17                  Follow up calling                                                           Board of Directors TBD

                                                                                                    Events.org? Listing of replies, table assignments, guest
a                       RSVP                                                                        entry process
                        Master income listing - tickets tables
a                       and donations - see sponsorships
a                       Political Invitations?                                                      Special Letter to be Written                                                                           nc
                        Flyers/handouts to community
  20                    Personal Phone Call Invitations                                             Area Princials and Politicians
  21
                                                                                   Due By   Owner   Notes / Follow - Up:                                                                                                  HOW TO SORT YOUR TO DO
  22 Check Mark On Site Needs
                                                                                                                                                                                                                          LIST IN THE PROJECT BRIEF:
  32        a Catering                                                                       JK     Handles Garbage, what is included, corkage fee?
a               Day of Event Timeline                                                               Chorus time, dinner time, band time, dancing time, live                                                               To print the list with checked off
                Floorplan, layout of event and traffic                                                                                                                                                                    items, type the letter a in the
a                                                                                                                                                                                                                         Done? column to make a check
                patterns
                                                                                                                                                                                                                          mark appear.
  24        a Orchestra                                                                      JK     Gentleman of Leisure
                                                                                                                                                                                                                          You can use the AutoFilter
                                                                                                                                                                                                                          feature of Excel to quickly identify
                                                                                                                                                                                                                          the tasks that you have done or
    25             a Valet                                                                   JK     Where are they parking cars, overflow concerns?                                                                1.00   that you still need to complete. In
                                                                                                    Décor: red carpet? Heart cutouts - have kids do?,                                                                     the Done? column, click on the
                                                                                                                                                                                                                          arrow to view filtered lists.
a                       Décor                                                                JK     banners, center pieces, themes, Hearts for (KOH), Kings                                                        5.00
                                                                                                    High End Themes: Dipping Bars, Tasting Menus, Fountain                                                                To see filtered lists:
    27                  High End "Guest Experience"                                          JK     Flavors, Bubble Machine, UP LIGHTING!
                                                                                                    Placecards, Table Assignments with RSVPs, Guest                                                                       To see a list of items that are not
    28                  Seating Assignments                                                  JK     Admission (ticketless entry?)                                                                                  1.00   completed and still need to be
                                                                                                                                                                                                                          checked off, select (Blanks) in the
                                                                                                                                                                                                                          drop-down menu.
a                    Name Badges for VIP, Staff, Volunteers                                  JK     Internal reviews
    30               Day of event scripts/talking points                                            Emcess, live auctioneer talking points, announcements                                                                 To see a list of items that are
                                                                                                                                                                                                                          checked off, select a in the drop-
    31             a Donated Liquor                                                          JK     Quantity of Beer, Wine, Hard? Contact info for donor and
                                                                                                                                                                                                                          down menu.

a                       CTK Brand Building                                                          Video Loop with kids and new building photos?                                                                         To see all the tasks again, select
                                                                                                                                                                                                                          (All) in the drop-down menu.
                                                                                                    Emcess, live auctioneer talking points, announcements


a                       Raffle                                                                      Is there a raffle for onsite ticket sales
                                                                                                    Centerpieces completed. Lighting (hallway, café and
a
                   a Flowers, Lighting, Sound                                                JK     gym), Sound Needs (for orchestra?)
    35               Volunteer/Staff Management                                              JK     Checklist for duties and assignments, pre expectations
    36
    37 Check Mark Board of Directors                                               Due By   Owner   Notes / Follow - Up:                                                                                                  HOW TO SORT YOUR TO DO
                                                                                                                                                                                                                          LIST IN THE PROJECT BRIEF:
a                 Host Committee                                                                    Board to act as Honorary Commitee "host committee" -
    39            Board Commitment                                                                  Call Board 1 month prior to event - get commitment on # of tix to sell                                         1.00   To print the list with checked off
    40            Email Board                                                                       Email board bi-weekly to keep event front of mind                                                              5.00   items, type the letter a in the
    41        a Jr. Board roles
    42
    43 Check Mark Vendor Management                                                Due By   Owner   Notes / Follow - Up:                                                                                                  HOW TO SORT YOUR TO DO
                  Vendor Master List with Cell Phone                                                                                                                                                                      LIST IN THE PROJECT BRIEF:
    44            Numbers                                                                           Internal reviews                                                                                                      To print the list with checked off
    45            Vendor Site Visit                                                                                                                                                                                       items, type the letter a in the
a                 Vendor Confirmations of Elements                                                  Garbage cans, deliveries, etc.                                                                                        Done? column to make a check
    47            Photographer                                                                      Walking around or staged area?                                                                                        mark appear.
    48
    49
                  Sponsorships/Advertisers/Progra                                                                                                                                                                         HOW TO SORT YOUR TO DO
       Check Mark                                                                  Due By   Owner   Notes / Follow - Up:                                                                                                  LIST IN THE PROJECT BRIEF:
    50            m Book
a             a Sponsorship Solicitation (calling)                                                  Julie Lynch                                                                                                           To print the list with checked off
                  Sponsorship/Advertiser Master Listing                                                                                                                                                                   items, type the letter a in the
                  with contact info - include ticket sales                                                                                                                                                                Done? column to make a check
a                 and donations                                                                                                                                                                                           mark appear.

a                    Signage and Marketing needs                                                    What do sponsors get with their package?                                                                              You can use the AutoFilter
    54             a Advertisers Solicitations                                                      Julie Lynch? obtain ads, ad listing (checklist)                                                                1.00   feature of Excel to quickly identify
    55               Printing Costs, Deliveries, Proof Book                                                                                                                                                        5.00   the tasks that you have done or
                                                                                                                                                                                                                          that you still need to complete. In
                                                                                                                                                                                                                          the Done? column, click on the
                                                                                                                                                                                                                          arrow to view filtered lists.
a
                        Tracking Fullfillment, Payment, Seating                                                                                                                                                           To see filtered lists:
                                                                                                                                                                                                                          To see a list of items that are not
                        in VIP                                                                                                                                                                                            completed and still need to be
a                       Program Book Pages                                                          Determine Program Book Pages, Cover, TOC, Presidents                                                           1.00   checked off, select (Blanks) in the
    58                  Sponsorship Fullfillment                                                    fullfillment and tax letter?
    59
                                                                                                                                                                                                                          HOW TO SORT YOUR TO DO
    60 Check Mark Auction                                                          Due By   Owner   Notes / Follow - Up:
                                                                                                                                                                                                                          LIST IN THE PROJECT BRIEF:

a                  a Auction Items Master Listing - 18 items                                        Live Items or Silent - Internal review                                                                                To print the list with checked off
    62               Auction Packaging                                                              Display boxes, clipboards, checkout needs,                                                                            items, type the letter a in the
                     Auction Solicitation and Follow up                                                                                                                                                                   Done? column to make a check
a                    calling                                                                        donation form, fullfillment and tax letter?                                                                    1.00   mark appear.
                                                                                                                                                                                               You can use the AutoFilter
a                      Auction Checkout                                             Events.org On site support? Nancy Sullivan and Sue Bestivo                                  5.00           feature of Excel to quickly identify
                                                                                                                                                                                               the tasks that you have done or
     65                Who handles set up                                                                                                                                                      that you still need to complete. In
                                                                                                                                                                                               the Done? column, click on the
                                                                                                                                                                                               arrow to view filtered lists.
a                      Signage needs for auction                                                                                                                                1.00
  67
  68
                                                                   Due By              Owner       Notes / Follow - Up:                                                                        HOW TO SORT YOUR TO DO
  69 Check Mark        Public Relations
                                                                                                                                                                                               LIST IN THE PROJECT BRIEF:
a           a          PR                                                                          Free Press, pitch stories to local media, local paper
  71                   Advertising                                                                 PSA Announcements to local media                                                            To print the list with checked off
  72                   Community Advertising/Awareness                                             Internal reviews                                                             1.00           items, type the letter a in the
a                      Political Liasons                                                                                                                                        5.00
  74
  75
  76 Check Mark        Marketing                                   Due By              Owner       Notes / Follow - Up:                                                                        HOW TO SORT YOUR TO DO
                                                                                                                                                                                               LIST IN THE PROJECT BRIEF:
  77        a          Raffle / Tickets/ Prize                                                     Internal reviews
a                      Sponsorship Signs                                                           Internal reviews                                                                            To print the list with checked off
a                      General Signage                                                             Coat Check, Auction Area, Welcome Board,                                                    items, type the letter a in the
  80                                                                                                                                                                                           Done? column to make a check
  81 Check Mark                                                    Due By              Owner       Notes / Follow - Up:                                                                        mark appear.
                       POST EVENT RETROSPECTIVE
  82                   Debriefing, 2011 Agenda                                                                                                                                                 You can use the AutoFilter
                                                                                                                                                                                               feature of Excel to quickly identify
     83                Database consolidation                                                      donor database update, future solicitations gala update,                     1.00           the tasks that you have done or
                                                                                                                                                                                               that you still need to complete. In
     95                Day of Event Arrival Times, Set Up, etc.        11/26/07 Belvon/JK
     96
                   PRE EVENT CHECK LIST On Site
          Check Mark                                               Due By              Owner       Notes / Follow - Up:
     97            Handouts and Set Up Items
     98          a Alumni Brochure or Annual Report                    11/26/07       Belvon


     99                Applications for CTK Center Programs            11/26/07       Belvon                                                                  CTK
    100
                       Name Badges for CTK Related Persons             11/26/07       Maria
    101                CTK Annual Report                               11/26/07       Belvon

    102                                                                11/26/07          JK        JK Design and Printing - see above


    103
    104 Check Mark Contact Info                                    Due By              Owner       Notes / Follow - Up:


    105                Joanne Klee                                 jkleemarketing@yahoo.com                                       773.677.0783 - C
    106
    107                                                                                                                                                             $3,075.00          41.00




                                                                         JK Marketing and Event Management
                                                                       From the Everyday to the Extraordinary
                                                                  Service Excellence | Detailed | One Stop Solutions
                                                      Chicago | IL | Phone: 773.677.0783 | Email: jkleemarketing@yahoo.com
                       Event Management Checklist or Project Summary                                                                                                      Project Brief Topics
                                                                                                                                                                          Project Launch           Vendor Management
                                                            Program name: [Insert Event Name]                                                                             Post Event
                                                                                                                                                                          Contact Info             Board of Directors
                                                                                                                                                                          Retrospective            On Site Needs
                                                                Created for: [Insert Client Name]                             Event Dates: [Insert Event Date]            Marketing                Invitation and Mailing
                                                                                                                                                                          Public Relations         Committee
                                                                                                                                                                          Auction                  N/A
                                                                                                                                                                          Sponsorships
                      Project overview: Insert Description of this Checklist. Example: Review of Event Needs including open and closed items. Advising client             Advertising
                      on possible additional needs, and review of Day of Event Support                                                                                    Program Book
                                                                                                                                                                                                                            THIS SECTION DOES NOT PRINT

                      Update Schedule: Insert how often this checklist will be updated/circulated. Client determined, weekly review is recommended                                                                          TO PRINT GO TO > Page Break Preview

sert Item Number for SortingBrief Completion Guide: Blank = pending; check mark = completed
                     Project Purposes                                                                                                                                                                                       And Adjust the Page Line Break
                 1    Check Mark   Project Launch                               Due By            Owner      Notes / Follow - Up:                                Vendor   Cost                     Hours Allocated
                                                                                                                                                                                                                                     HOW TO SORT YOUR TO DO
                                                                                                                                                                                                                                     LIST IN THE PROJECT BRIEF:
                 2                 Start Up                               [Insert Dates] Consultant
                                   Provide Client with Estimate event                                                                                                                                                                To print the list with checked off
                                                                                                                                                                                                                                     items, type the letter a in the
                 3                 manager                                [Insert Dates] Consultant with in budget review
                                                                                                                                                                                                                                     Done? column to make a check
                 4                 Provide Client with Contract                          Consultant with in budget review                                                                                                            mark appear.
                 5                 Provide Client Project brief                          Consultant Internal reviews                                                                                        1.00
                 6                 Determine On-site support at event                    Consultant                                                                                                         5.00                     You can use the AutoFilter
                                                                                                                                                                                                                                     feature of Excel to quickly identify
                 7                 Determine Project Management                          Consultant                                                                                                                                  the tasks that you have done or
                 8                 Provide Budget                                        Consultant Internal reviews                                                                                        1.00                     that you still need to complete. In
                 9                 Determine vendors                                     Consultant Internal reviews                                                                                                                 the Done? column, click on the
                                   Provide Estimate and Proposal                                                                                                                                                                     arrow to view filtered lists.
                 10                elements                                              Consultant
                                   Recommended - open/closed items list                                                                                                                                                              To see filtered lists:
                 11
                                   of all details                                        Consultant Internal reviews
                                                                                                    Consultant? Listing of
                                                                                                    replies, table assignments,
                 12                RSVP                                                     TBD     guest entry process
                                   Master income listing - tickets tables
                 13                and donations - see sponsorships                         TBD
                 14                Political Invitations?                                   TBD     Special Letter to be Written                                                                   nc
                                                                                                    Chorus time, dinner time,
                                                                                                    band time, dancing time,
                                                                                                    live auctioneer time,
                                                                                                    Deliveries, volunt
								
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