Marketing Event Contract Hotel

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					ABC Association                                                                                    406cd77f-ba76-4e23-9e0c-95b63d75ce62.xls - Page 1
                                                            Event Timeline
Printed: 3/21/2011 4:57 PM


     Event Name:                           Chapter Meeting Timeline                                                  Date(s): 16-Apr-09
     Target Date (First Day of Event):     04/16/09
                                                                                                                      Days
     Task                                    Due Date   Assigned To Notes                                                       Topic       Priority
                                                                                                                      Out
  Purchase Speaker Gifts                    03/17/09    Manager                                                       30      Planning      High

  Print Thank You Letters - Speakers        04/01/09    Manager                                                       15      Planning      High

  Set Date for Evaluation of Event          04/01/09    Committee                                                     15      Planning      Low

  Print Annual Report                       04/11/09    Manager      Annual Meeting Handout                            5      Speaker       High

  Pack: Printer/Cables/Power Cord           04/15/09    Manager                                                        1    Registration    High

  Set-up On-Site Registration               04/16/09    Manager                                                        0    Registration    Low

  Balance to Site is Due                    04/21/09    Manager                                                        -5     Planning      Low

  Send thank you letters to Exhibitors      05/01/09    Manager                                                       -15     Wrap-up       Low

  Develop Event goals & objectives          04/16/08      BOD                                                         365     Planning      High

  Create RFP for future event               04/16/08    Manager                                                       365     Planning      Low

  Develop event marketing plan              04/16/08    Committee                                                     365    Marketing     Medium

  Develop Event Theme                       04/16/08    Committee                                                     365     Planning     Medium

  Determine chain of command                04/16/08    Committee    Budget Impacting Items Approved by BOD           365     Planning     Medium

  Conduct site visits                       04/16/08    Committee                                                     365     Planning     Medium
   Create a list of potential attendees,
  presenters, exhibitors, sponsors          04/16/08    Committee                                                     365     Planning     Medium
     Determine Registration/Exhibitor
  Pricing                                   04/16/08    Committee                                                     365     Planning     Medium

  Assign responsible parties                04/16/08    Manager                                                       365     Planning     Medium

  Schedule Payment for Site/Vendors         04/16/08    Manager                                                       365     Planning     Medium

  Establish site contacts                   04/16/08    Manager      Sales: Penny / Catering: Erika                   365     Planning     Medium
ABC Association                                                                                     406cd77f-ba76-4e23-9e0c-95b63d75ce62.xls - Page 2
                                                          Event Timeline
Printed: 3/21/2011 4:57 PM


     Event Name:                         Chapter Meeting Timeline                                                     Date(s): 16-Apr-09
     Target Date (First Day of Event):   04/16/09
                                                                                                                       Days
     Task                                  Due Date   Assigned To Notes                                                          Topic     Priority
                                                                                                                       Out
  Schedule committee meetings             04/16/08    Manager                                                          365     Planning   Medium

  Establish Conference Budget             04/16/08    Manager                                                          365     Planning   Medium

  Cancellation Option Date                10/18/08    Manager      Last day to cancel event w/o penalty                180     Planning    High

  Select Service Vendors                  10/18/08    Committee                                                        180     Planning   Medium

  Set Tentative Schedule                  10/18/08    Committee                                                        180     Planning   Medium

  Invite/CFP Speakers/Presenters          10/18/08    Committee                                                        180     Planning   Medium

  Create Sponsorship opportunities        10/18/08    Committee                                                        180     Planning   Medium

  Select Presenters                       10/18/08    Committee                                                        180     Planning   Medium

  Prepare service RFPs                    10/18/08    Manager                                                          180     Planning   Medium

  Prepare site RFP                        10/18/08    Manager                                                          180     Planning   Medium

  Request Room Layouts from site          10/18/08    Manager                                                          180     Planning   Medium
   Begin promotion - newsletters, ads,
  media alerts, etc.                      10/18/08    Manager                                                          180     Planning   Medium

  Determine registration policies         10/18/08    Manager      Set Early Bird Dates, late fees, etc.               180     Planning   Medium
   Request government approval for
  items/events                            10/18/08      Site       Fire Marshall, etc.                                 180     Planning   Medium

  Initial Deposit to Site is Due          12/17/08    Manager      $500                                                120     Planning   Medium

  Design Registration Brochure            12/17/08    Manager                                                          120     Planning   Medium

  Print/Send registration forms           01/16/09    Manager                                                          90     Marketing   Medium

  Request Exhibit Floor Layout            01/16/09    Manager                                                          90      Planning   Medium

  Receive Menus & Pricing from Hotel      01/16/09    Manager                                                          90      Planning   Medium

  Approve Registration Brochures          01/16/09    Committee                                                        90      Planning   Medium
ABC Association                                                                                   406cd77f-ba76-4e23-9e0c-95b63d75ce62.xls - Page 3
                                                          Event Timeline
Printed: 3/21/2011 4:57 PM


     Event Name:                         Chapter Meeting Timeline                                                         Date(s): 16-Apr-09
     Target Date (First Day of Event):   04/16/09
                                                                                                                           Days
     Task                                  Due Date   Assigned To Notes                                                              Topic       Priority
                                                                                                                           Out
  Negotiate site contracts                01/16/09    Manager                                                              90      Planning     Medium

  Negotiate vendor(s) contracts           01/16/09    Manager                                                              90      Planning     Medium

  Send Speaker Packets                    01/16/09    Manager
                                                                    Speaker Agreement, Transportation & Lodging Info,
                                                                    Registration Form
                                                                                                                            90      Speaker      Medium

  Order event Supplies                    02/15/09    Manager
                                                                    Name Badge Inserts/Holders, Ribbons, Paper, Labels,
                                                                    Folders, Envelopes, Easel Pads, Pens, Markers, Tape
                                                                                                                            60      Planning      High

  Develop seating/room diagrams           02/15/09    Manager                                                              60      Planning     Medium

  Determine promos/giveaways              02/15/09    Committee                                                            60      Planning     Medium

  Request AV / Furniture Needs            02/15/09    Manager                                                              60      Planning     Medium
   Make room reservations for
  staff/speakers                          02/15/09    Manager                                                              60      Planning     Medium

  Monitor room block/pickup               02/15/09    Manager      Ongoing                                                 60      Planning     Medium

  Develop Evaluations                     02/15/09    Committee                                                            60    Registration Medium

  Assign Exhibit Space                    03/17/09    Manager                                                              30      Planning      High

  Create Signage - registration           03/17/09    Manager      2 ABC Banners                                           30      Planning      High
   Create Signage - Exhibitors,
  Sponsors                                03/17/09    Manager                                                              30    Registration    High

  Speaker Bios & Synopsis are due         03/17/09    Manager                                                              30      Planning      High

  Order promos                            03/17/09    Manager                                                              30      Planning      High

  Request Checks for Speaker Fees         03/17/09    Manager                                                              30      Planning      High

  Train Staff Members                     03/17/09    Manager                                                              30      Planning      High

  Post Exhibitor/Sponsor Info on Web      03/17/09    Manager
                                                                    Ongoing - remains on website for 1 year after
                                                                    conference
                                                                                                                            30      Wrap-up       High

  Customize Emergency Plans               03/17/09    Manager                                                              30      Planning      Low
ABC Association                                                                                       406cd77f-ba76-4e23-9e0c-95b63d75ce62.xls - Page 4
                                                          Event Timeline
Printed: 3/21/2011 4:57 PM


     Event Name:                         Chapter Meeting Timeline                                                        Date(s): 16-Apr-09
     Target Date (First Day of Event):   04/16/09
                                                                                                                          Days
     Task                                  Due Date   Assigned To Notes                                                             Topic     Priority
                                                                                                                          Out
  Approve Menus                           03/17/09    Committee                                                           30      Planning   Medium
   Finalize travel arrangements for
  Speakers                                03/17/09    Manager      Mary St. Pierre - arriving Wed.                        30      Planning   Medium

  Finalize Schedule                       03/17/09    Manager                                                             30      Planning   Medium
   Confirm AV/Meals/Needs with site
  contact                                 03/17/09    Manager                                                             30      Planning   Medium

  Room Block Release Date                 03/27/09    Manager      Block Met - 59 nights                                  20      Planning   Medium

  Load Speaker's Programs onto A/V        04/01/09    Manager                                                             15      Speaker     High

  Assemble Liaison Packets                04/01/09    Manager                                                             15      Speaker     High

  Assign Volunteers / Roles               04/01/09    Committee                                                           15      Planning    High

  Email Confirmations to Exhibitors       04/01/09    Manager                                                             15      Planning    High

  Confirm all presenters                  04/01/09    Manager                                                             15      Planning    High

  Duplicate Handouts (as needed)          04/01/09    Manager      Mary St. Pierre - all others bringing own handouts     15      Planning    High

  Review Rooming List                     04/01/09    Manager      Check against registrations.                           15      Planning   Medium

  Initial Walk-Thru of Site               04/02/09    Manager                                                             14      Planning    Low

  Meet with hotel staff                   04/02/09    Manager                                                             14                  Low

  Email Confirmations to Attendees        04/06/09    Manager                                                             10      Planning    High

  Finalize Registration Process           04/06/09    Manager                                                             10      Planning    High

  Final BEOs received from site           04/06/09    Manager                                                             10      Planning    High

  Make meeting room assignments           04/06/09    Manager                                                             10      Planning   Medium

  Final Program to Printer                04/09/09    Manager                                                              7      Planning    High

  Approve Final BEOs                      04/09/09    Manager                                                              7      Planning    High
ABC Association                                                                                      406cd77f-ba76-4e23-9e0c-95b63d75ce62.xls - Page 5
                                                          Event Timeline
Printed: 3/21/2011 4:57 PM


     Event Name:                         Chapter Meeting Timeline                                                         Date(s): 16-Apr-09
     Target Date (First Day of Event):   04/16/09
                                                                                                                           Days
     Task                                  Due Date   Assigned To Notes                                                              Topic       Priority
                                                                                                                           Out
  Print Conference Program                04/11/09    Manager      Include in Registration Packet                           5    Registration    High

  Assemble Speaker Packets                04/11/09    Manager                                                               5    Registration    High

  Create Sales Signs                      04/11/09    Manager      Oral Medication Safety Guide $5 Web Link $100            5    Registration    High

  Create Annual Meeting PowerPoint        04/11/09    Manager      N/A - unable to have a/v at meeting.                     5      Speaker       High

  Print Election Ballots                  04/11/09    Manager                                                               5      Speaker       High

  Print Member Certificates               04/11/09    Manager      Annual Meeting Handout                                   5    Registration    High

  Finalize Direct Billing with Site       04/11/09    Manager                                                               5      Planning      High

  Assemble Exhibitor Packets              04/11/09    Manager
                                                                    To Include: Name Badge, Receipt, Program, Copy of
                                                                    Contract, Calendar, Sponsor Flyer
                                                                                                                             5    Registration    High

  Assemble Attendee Packets               04/11/09    Manager
                                                                    Name Badge, Receipt, Program, Evaluation, Flyer for
                                                                    Aug Workshop, Calendar of Events, Med Form
                                                                                                                             5    Registration    High

  Batch Name Badges                       04/11/09    Manager                                                               5    Registration    High

  Batch Invoices/Receipts                 04/11/09    Manager                                                               5    Registration    High

  Print Evaluation Forms                  04/11/09    Manager                                                               5    Registration    High

  Pack: Banner                            04/14/09    Manager                                                               2    Registration    High

  Assemble Registration Binder            04/14/09    Manager                                                               2    Registration    High

  Print Attendee Certificates             04/14/09    Manager                                                               2    Registration    High

  Print Speaker Certificates              04/14/09    Manager                                                               2    Registration    High

  Pack: Blank Badges                      04/15/09    Manager                                                               1    Registration    High

  Pack: Extra supplies                    04/15/09    Manager                                                               1    Registration    High

  Pack: Registration Packets              04/15/09    Manager                                                               1    Registration    High

  Pack: Supplies Box                      04/15/09    Manager                                                               1    Registration    High

				
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Description: Marketing Event Contract Hotel document sample