Project Timeline
Submitted by jpt on Thu, 03/05/2009 - 18:51
This is the project timeline used in the first TechExpo conference. All activities are relative to the conference date.
Project Timeline:
- 6 months before conference
- Finalize dates
- Put together rough budget
- Develop preliminary event timeline
- Put together special invitation list
- Creative development / brainstorming
- Begin to source service vendors (printer, photographer?, etc.)
- Identify potential topics, speakers, exhibitors – contact and confirm interest (panel or presentation?)
- Put holds on all chosen service vendors
- Begin to gather/negotiate contracts (necessary?)
- Determine site logistics
- Have all proposals in for speakers/topics, with abstracts
- 5 months before conference
- Finalize speaker/topic list (committee selection)
- Finalize pricing strategy for event fees and membership discounts
- 4 months before conference
- Contract all service vendors
- Refine budget
- Refine event timeline
- Determine equipment rental requirements
- Determine in-house equipment available and any supplemental needs (tables, chairs, stands, technical)
- Finalize floor plans and exhibitor packet (contract, rules, etc.)
- Choose printed materials (invitations, programs, exhibitor packet, additional?)
- Send out save-the-date reminders
- Send out any deposits
- Begin planning menu
- Research giveaway/activity ideas
- Determine need for access credentials (laminated card?, pin?, etc.)
- Source hotel accommodations
- Begin to arrange for ground transportation (speakers, dignitaries, etc.)
- 2 months before conference
- Finalize meal menu selections
- Finalize any décor
- Mail targeted invitations:
- Known potential attendees
- Dignitaries
- Exhibitors
- Prepare (or order) credentials for event staff
- All service vendor contracts signed and deposits sent out
- Refine budget
- Finalize event timeline and send to all service vendors
- Review staffing requirements
- Secure necessary permits or site approvals
- Determine signage (directional or otherwise) requirements
- Begin first draft of program and remarks
- 1 month before conference
- Confirm menu
- Finalize menu changes
- Secure all basic technical arrangements (lighting, sound, video, etc.)
- Request any insurance need from service vendors
- Identify security issues (if any)
- Review last minute issues with service vendors
- Finalize second draft of program/remarks
- Finalize all giveaways (if any)
- Finalize and print event program
- 2 weeks before conference
- Complete schedule for load-in/load-out (including exhibitors)
- Send load-in/load-out schedule to all service vendors (include venue)
- Distribute schedules, logistics, and credentialing procedures to service vendors, crew, and on-site staff
- Send event timeline to all service vendors
- Follow up with any guests who have not replied
- Arrange for a venue walk-through with necessary staff/service vendors
- Prepare seating arrangements
- Get final meal counts to caterer
- Make any revisions to load-in/load-out schedule received by vendors
- 1 week before conference
- Follow-up on any missing shipments (giveways, décor, printed materials)
- Assemble on-site event packet to include:
- Load-in/load-out schedule
- Event timeline
- Floor plan(s)
- Contact list
- Specific logistics
- Confirm all arrival times for service vendors
- Reconfirm all speakers, dignitaries, and support staff, including arrival times and travel logistics for speakers and dignitaries
- Day of Conference
- All key staff on site
- Coordinate with venue contact
- Distribute communications
- Distribute credentials to staff and crew
- All services (food, greeting, registration) in place
- All setup complete at least 30 minutes prior to opening
- After the conference: survey, thank you's mailed, attendee list to vendors, lessons learned meeting, next year's initial planning
