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Smart Project Planner
Smart Project Planner:Template
Name Of Event
Version
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Position
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Date
Author
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Copyright Janna Couto 2013
All information contained within this publication represents the view of the author as of the date it was produced. The authors opinion can change without notice. The author has done their best to ensure that all information contained in this publication to be accurate and currently up to date, but takes no responsibilities because of changing conditions.
While every attempt has been made to verify the information provided, the author takes no responsibility for errors, omissions or inaccuracies. The author is not liable for any actions that may result from the information contained within this publication. The author shall not be held liable to any party or person for any, indirect, special, incidental, direct or any other consequential damages arising from use of the information contained in this publication. The material is provided as is and without warranties.
World rights Janna Couto. All rights reserved.
TABLE OF CONTENTS
CONTACTS LIST6THE 9 STEPS TO EVENT MANAGEMENT PROCESS8STAKEHOLDERS TO CONSIDER IN EACH STEP9SCOPE WHs9STAKEHOLDERS RELATIONSHIP WITH EVENT PROCESS9ADMOR DOMAIN RELATIONSHIP MATRIX10STEP 1: DISCOVERY10CLIENT BRIEF10CLIENT INTERVIEW FORM10EVENT GOALS AND OBJECTIVES14STEP 2: RESEARCH & DEVELOPMENT15DEVELOP THE EVENT CONCEPT15CONCEPT DEVELOPMENT * Reference Design Plan15DEVELOP THE EVENT STRATEGY32SCOPE + RESEARCH PLAN32CONDUCT SWOT ANALYSIS34SWOT ANALYSIS FORM34STEP 3: PROPOSAL DELIVERY35DEVELOP PROPOSAL & PITCH35STEP 4: CONFIRMATION STAGE GATE35CONFIRM INITIAL EVENT STRATEGY35STEP 5: PLANNING & DESIGN36PLANNING STRATEGY FOR EVENT & DESIGN36ADMINISTRATION PLAN36PROCUREMENT MANAGEMENT PLAN36STAKEHOLDER MANAGEMENT PLAN36INFORMATION MANAGEMENT PLAN38TIME MANAGEMENT PLAN39HUMAN RESOURCE MANAGEMENT PLAN40RACI MATRIX42QUALITY MANAGEMENT PLAN47COST MANAGEMENT PLAN47EVENT DESIGN STRATEGY49CONTENT DESIGN49CATERING DESIGN49INVITATION DESIGN50PROGRAM DESIGN50ENVIRONMENT DESIGN50ENTERTAINMENT DESIGN51PRODUCTION DESIGN51PROMOTIONS DESIGN51MARKETING STRATEGY52MARKETING MANAGEMENT52INVITATION MANAGEMENT53MATERIALS MANAGEMEN54MERCHANDISE MANAGEMENT55PROMOTIONS MANAGEMENT55PUBLIC RELATIONS55SPONSORSHIP MANAGEMENT55OPERATIONS STRATEGY55ATTENDEE MANAGEMENT56BRAND MANAGEMENT58COMMUNICATION MANAGEMENT58CONTENT MANAGEMENT58DCOR AND DESIGN MANAGEMENT60ENTERTAINMENT MANAGEMENT61HOUSING MANAGEMENT61INFRASTRUCTURE MANAGEMENT62LOGISTICS MANAGEMENT63SPEAKER MANAGEMENT63TECHNICAL PRODUCTION MANAGEMENT63WAYFINDING MANAGEMENT65CATERING MANAGEMENT CHECKLIST66SITE68SITE VISIT68RISK STRATEGY71RISK ASSESSMENT72DECISION MANAGEMENT72COMPLIANCE MANAGEMENT72DISASTER MANAGEMENT72LEGAL MANAGEMENT73HEALTH & SAFETY MANAGEMENT73SECURITY MANAGEMENT73EMERGENCY MANAGEMENT74EVENT INSURANCE MANAGEMENT74PERMITS & LICENSES74SOUTH AFRICAN NATIONAL STANARDARDS (SANS)74RISK ASSESSMENT FORM78STEP 6: APPROVAL STAGE GATE79APPROVAL OF EVENT & DESIGN STRATEGY79APPROVAL CHECKLIST79STEP 7: IMPLEMENTATION80EVENT EXECUTIVE SUMMARY80SETUP & BREAKDOWN SCHEDULE83CATERING MATRIX84ACCOMMODATION MATRIX85AV CUE SHEET86FLIGHT & TRANSPORT SCHEDULE87STEP 8: EVENT EXECUTION89TO DO LIST89STEP 9: CLOSURE90POST EVENT REPORT90
CONTACTS LIST
CLIENT
Company Name
Contact Person
Department
Phone Number
Cellphone Number
Emergency Number
Fax Number
Address
Vat Number
Website Address
Email Address
COMPANY
Event Organiser Name
Contact Person
Phone Number
Cellphone Number
Emergency Number
Fax Number
Address
Vat Number
Website Address
Email Address
VENDOR
Company Name
Contact Person
Phone Number
Cellphone Number
Fax Number
Emergency Number
Address
Vat Number
Website Address
Email Address
VENDOR
Company Name
Contact Person
Phone Number
Cellphone Number
Fax Number
Emergency Number
Address
Vat Number
Website Address
Email Address
VENDOR
Company Name
Contact Person
Phone Number
Cellphone Number
Fax Number
Emergency Number
Address
Vat Number
Website Address
Email Address
VENDOR
Company Name
Contact Person
Phone Number
Cellphone Number
Fax Number
Emergency Number
Address
Vat Number
Website Address
Email Address
VENUE
Company Name
Contact Person
Phone Number
Cellphone Number
Fax Number
Emergency Number
Address
Vat Number
Website Address
Email Address
SPEAKER
Company Name
Contact Person
Phone Number
Cellphone Number
Fax Number
Emergency Number
Address
Vat Number
Website Address
Email Address
THE 9 STEPS TO EVENT MANAGEMENT PROCESS
STAKEHOLDERS TO CONSIDER IN EACH STEP
SCOPE WHs
STAKEHOLDERS RELATIONSHIP WITH EVENT PROCESS
ADMOR DOMAIN RELATIONSHIP MATRIX
EVENT STRATEGY
STEP 1: DISCOVERYCLIENT BRIEF
CLIENT BRIEF OUTLINE
Insert Client Brief Here:
CLIENT INTERVIEW FORM
Primary Contact Person:
Time Frame:
Proposed Budget:
Event Name:
Date (s):
Length of Program:
Start Time:
End Time:
Attendance No.:
Dress code:
Choose an item.
Location/Address:
Venue Type:
Choose an item.
Proposed Sponsors:
Brand:
Brand Experience:
Procurement Process:
Type of Event:
Choose an item.
Frequency:
Choose an item.
Purpose:
Choose an item.
Objective:
Choose an item.
Choose an item.
Choose an item.
COST MANAGEMENT
Budget:
Vat Inclusive:
Contingency:
Payment Process:
Excludes:
Choose an item.
Per Head:
NOTES:
TIME FRAME
Total Project Time Line:
Step 3: Proposal Due Date
Step 4: Confirmation Stage Gate
Step 6: Approval Stage Gate
Step 8: The Event
Set up
Breakdown
Step 9: Closure
HUMAN RESOURCE MANAGEMENT
Personnel Requirements:
Acquisition Process:
Support Personnel:
Choose an item.
Duration Needed:
No.:
Other:
NOTES:
ATTENDEE MANAGEMENT
Attendance Mandatory:
Group Personality:
Choose an item.
Who is the Audience:
Male/Female Ratio:
Age Range:
Spouses
Attendance:
Childrens Ages:
Position/Profession of Guests:
Income Level:
Educational Background:
Where are Attendees Coming From:
Previous Attendance:
Cultural Background:
Cultural Restrictions:
Attendees Expectations:
* What has been done before? What did they like? What did they not like?
How do you Want Attendees to Feel After Event?
What do you Want them To Think?
Why must They Attend This Event?
NOTES:
INVITATION & REGISTRATION
Managed By:
Invitation Medium:
Choose an item.
Invitation Process:
Choose an item.
Invitee List:
Choose an item.
Invitation Date:
Reg. System:
Registration Process:
Choose an item.
Onsite Printing:
Choose an item.
Registration Personnel Required:
Registration Furniture:
Choose an item.
NOTES:
AMENITIES
Gifts Required:
Choose an item.
Type:
Choose an item.
Given To:
Choose an item.
Location:
Choose an item.
Gift Supplier:
Gift Number:
Gift Branding:
Choose an item.
Packaging:
Choose an item.
Printed Message:
Choose an item.
Colours:
Personnel:
Time:
Prizes:
Awards:
Logo Merchandise:
Programs:
Collateral Materials:
Conference Materials:
Register:
Printed Menus:
Name Placements:
Reserved Seat Place Card:
Reserved VIP Place Card:
Other:
NOTES:
SEATING REQUIREMENTS
Pre Assigned Seating:
Choose an item.
No. Reserved Seats:
Ushers:
Award Hostess:
NOTES:
SITE REQUIREMENTS
Type:
Size:
Breakaways:
Special Requirements:
Accommodation:
Activities:
Venue Set Up:
Choose an item.
Dance floor:
Storage Required:
Event Office Required:
Speaker Rehearsal Room:
Other:
NOTES:
HOUSING REQUIREMENTS
Name of Hotel:
No. of Rooms:
Types of Occupancy:
Choose an item.
Reservation Method:
Choose an item.
Arrival Date:
Departure Date:
Special Needs:
Amenities:
Choose an item.
Incidentals:
Billing Instructions:
Choose an item.
Room Drops:
Restrictions:
NOTES:
TRAVEL & TRANSPORT REQUIREMENTS
Flights:
Choose an item.
From:
Flight Class:
Choose an item.
To:
Transport:
Transport Types:
Choose an item.
Date:
Supplier:
NOTES:
DESIGN
CONCEPT/THEME
Concept:
Theme:
Message:
Tone:
Costumes:
Hook:
NOTES:
CATERING REQUIREMENTS
Food Required:
Choose an item.
Beverages Required:
Choose an item.
Type Food:
Choose an item.
Type Beverages:
Choose an item.
Service Style:
Choose an item.
Service Style:
Choose an item.
Special Requirements:
Choose an item.
Brands:
Choose an item.
No:
Welcome Drinks:
Choose an item.
Costing:
Choose an item.
Welcome Food:
Choose an item.
Number of Courses:
Choose an item.
Printed Menus:
Choose an item.
Water:
Choose an item.
Table Wines:
Choose an item.
Restrictions:
Replenished:
Choose an item.
NOTES:
CONTENT REQUIREMENTS
Photography:
Videography:
Presentations:
Video Footage:
Music/Sound:
Animations:
Show Reel:
Theme Video:
Scripting:
Voice Overs:
Mastering:
Editing:
Filming:
Graphics:
Speaker Intro Slides:
Holding Slides:
Copywriting:
Prezi:
NOTES:
ENTERTAINMENT REQUIREMENTS
Activity:
Choose an item.
Previously Used:
Wish List:
Master of Ceremonies:
NOTES:
AUDIO VISUAL REQUIREMENTS
* Essential items e.g. stage/lighting/screens not included here as they are standard required items.
Laptops:
Sound for Laptops:
Comfort Monitors:
Power Plugs on Stage:
Data Projector:
Podium:
Multimedia Pointer:
Flip Chart:
NOTES:
PROGRAM
Type:
Choose an item.
Teas/Coffees:
Pause Breaks:
Q & A:
Presentations:
Lunch:
Arrival:
Registration:
Welcome Drinks:
Ushering:
Opening:
Starters:
Mains:
Dessert:
CEO Speech:
Awards:
Entertainment:
DJ:
DJ:
Dancing:
NOTES:
BRANDING REQUIREMENTS
Select Requirements:
Choose an item.
Select Requirements:
Choose an item.
NOTES:
COMMENTS:
EVENT GOALS AND OBJECTIVES
Overall Goal:
Project Purpose:
Long Term Project Purpose:
Objective 1:
Choose an item.
Objective 2:
Choose an item.
Objective 3:
Choose an item.
Objective 4:
Choose an item.
Objective 5:
Choose an item.
Design Objectives: ROI
Marketing WOM:
STEP 2: RESEARCH & DEVELOPMENT
DEVELOP THE EVENT CONCEPTCONCEPT DEVELOPMENT * Reference Design Plan
Diagram 1: Client Concept Core
Diagram 2: Brainstorming Core
CONCEPT DEVELOPMENT
Diagram 3: Concept DMOR Core
Diagram 4: Design Brainstorming Core
Diagram 5: Marketing Brainstorming Core
Diagram 6: Operations Brainstorming Core
Diagram 7: Experience Brainstorming Core
Diagram 8: Stakeholder Core
DESIGN OBJECTIVES: ROI & WORD OF MOUTH STRATEGY
THEME STORYLINE
*Insert your theme storyline here. Include a beginning, climax, characters etc. Think through the experience that the guest will have from the first point of contact with your event (invitation). Think through each step. What guests sees, where they go, elevators, parking areas, entrance areas, toilet areas, every item that is part of the story.
DEVELOP THE EVENT STRATEGY
SCOPE + RESEARCH PLAN
CLIENT
COMPANY
VENDOR
VENUE
SPEAKER
BRAND MANAGEMENT
DOCUMENT MANAGEMENT
CONTRACT MANAGEMENT
SCOPE MANAGEMENT
PROCUREMENT MANAGEMENT
STAKEHOLDER MANAGEMENT
INFORMATION MANAGEMENT
TIME MANAGEMENT
HUMAN RESOURCE MANAGEMENT
QUALITY MANAGEMENT
COST MANAGEMENT
CONTENT DESIGN
CONCEPT & THEME
CATERING DESIGN
ENTERTAINMENT DESIGN
ENVIRONMENT DESIGN
INVITATION DESIGN
PRODUCTION DESIGN
PROGRAM DESIGN
PROMOTIONS DESIGN
MARKETING MANAGEMENT
INVITATION MANAGEMENT
MATERIALS MANAGEMENT
MERCHANDISING MANAGEMENT
PROMOTIONS MANAGEMENT
PR MANAGEMENT
SPONSORSHIP MANAGEMENT
ATTENDEE MANAGEMENT
COMMUNICATION MANAGEMENT
CONTENT MANAGEMENT
CATERING MANAGEMENT
DCOR AND DESIGN MANAGEMENT
HOUSING MANAGEMENT
INFRASTRUCTURE MANAGEMENT
LOGISTICS MANAGEMENT
TECHNICAL/PRODUCTION MANAGEMENT
SITE MANAGEMENT
TECHNICAL MANAGEMENT
WAYFINDING
RISK MANAGEMENT
RISK ASSESSMENT
DECISION MANAGEMENT
COMPLIANCE MANAGEMENT
DISASTER MANAGEMENT
LEGAL MANAGEMENT
HEALTH & SAFETY MANAGEMENT
SECURITY MANAGEMENT
EMERGENCY MANAGEMENT
EVENT INSURANCE MANAGEMENT
CONDUCT SWOT ANALYSISSWOT ANALYSIS FORM
*Once you have completed the Event Plan conduct a SWOT Analysis.
Strengths
STRENGTHS
WEAKNESSES
Weaknesses
Choose an item.
Choose an item.
Advantages
Disadvantages
Competitive Edge
Lack of Competitive Edge
USP
Vulnerabilities
People/Resources
Reliabilities
Marketing
Innovation
Price
Quality
Processes
Opportunities
OPPORTUNITIES
THREATS
Threats
Choose an item.
Choose an item.
Market Development
Political
Competitor Vulnerabilities
Legislative
Technology
Environmental
New Market
Market Demand
USP
New Technology
Research
Loss of Staff
Partnership
Financial Backing
Season
Economy
Weather
Season
Global Influences
Weather
STEP 3: PROPOSAL DELIVERY
DEVELOP PROPOSAL & PITCH
THE PROPOSAL
CONSIDER THE FOLLOWING:
What Format will the Proposal be in?
Who will be Responsible for Developing & Compiling this?
Time Allocated to Pitch
Proposal Medium (word, PowerPoint etc.)
Proposal Plan/Structure
Packaging
Production
References
Partners
Proposal Strategy
Personnel
*Insert the plan for the proposal. Use your Event Project Planner as a framework for your proposal and pitch.
THE PITCH
CONSIDER THE FOLLOWING:
How Will The Proposal Be Delivered?
What Will The Pitch Focus On?
Who Will Present The Ideas?
Theme Ideas?
How Much Time Do You Have To Pitch?
Equipment Required?
Room Set Up?
Who Will Be Attending The Pitch?
Expert Suppliers
Q & A S
Time Allocated To Pitch
Who Will Deliver The Ideas?
Where Will The Pitch Take Place
No. People Pitching To?
*Insert the plan for the pitch
STEP 4: CONFIRMATION STAGE GATE
*The confirmation stage gate step will take place when you have been awarded the event project. The initial information proposed will need to be confirmed so that you can move into the planning & design stage.
CONFIRM INITIAL EVENT STRATEGY
CONFIRMATION STAGE GATE
THE FOLLOWING MUST BE CONFIRMED BEFORE MOVING ONTO NEXT STEP:
Agreed upon Quantities/pax
Agreed upon Date
Agreed upon Venue
Agreed upon Vendors
Agreed upon Budget
Agreed upon Timing Schedule
Agreed upon Administration
Agreed upon Design
Agreed upon Marketing
Agreed upon Operations
Agreed upon Risk Management
Agreed upon Concept
Agreed upon Program Outline
Agreed upon Design Plan
*Insert the plan for the proposal
CLIENT TO SIGN OFF
STEP 5: PLANNING & DESIGNPLANNING STRATEGY FOR EVENT & DESIGNADMINISTRATION PLAN
SCOPE
Procurement
Stakeholder
Information Management
Time Management
Human Resources Management
Quality Management
Cost Management
ADMOR: Admin, Design, Ops, Risk
Logistics, F & B, Travel
9 PHASES/STEPS
1. Discovery
2. R & D
3. Proposal Delivery
4. Confirmation Stage Gate
5. Planning & Design
6. Approval Stage Gate
7. Implementation
8 The Event Execution
9. Closure
WHs
What
Why
Who
Where
How
When
What If
DOCUMENTS
Client Interview Form
Contracts & SLA''
Task Trackers
Document Storage Links
Contact List
RACI Matrix
Budgets
Scope Confirmation & Approval
SWOT Form
Scope & Research Plan
To Do List
CATEGORIES BELOW:
Procurement Management Checklist
Stakeholder Management Checklist
Information Management Checklist
Time Management Checklist
Human Resource Management Checklist
Quality Management Checklist
Cost Management Checklist
PROCUREMENT PLAN
PROCUREMENT MANAGEMENT PLAN
INSERT INFORMATION
DISCOVERY
ASSESS PROCESS
Assess Procurement Management Process
Client's Preferred Suppliers Process
Tender Process
Invoicing & Payments
RESEARCH & DEVELOPMENT
PROCUREMENT & SOLICITATION PLANNING
Procurement Planning
Solicitation Planning
Research Preferred Suppliers
CONFIRMATION STAGE GATE
CONFIRMED SOLICITATION PLAN
Procurement Planning Confirmation
Solicitation Planning Confirmation
Client to Confirm How Suppliers are Chosen/Criteria
What is the Process?
Discuss Supplier Quotes with Client
Make any Amendments Necessary
Award Supplier
PLANNING & DESIGN
SOURCE SCOPE
Source Selection
APPROVAL STAGE GATE
SOURCE APPROVAL
Awarding Source Tender/Job
IMPLEMENTATION
CONTRACT ADMINISTRATION
Contract Administration
THE EVENT
PROCUREMENT MANAGEMENT
Manage Vendors. Venues, Speakers on Day of Event
PROCUREMENT MANAGEMENT PLAN
CHECKLIST
INSERT INFORMATION HERE
PROCUREMENT FOR 9 STEPS
Purchase Order Number
Assess Procurement Management Process
Client's Preferred Suppliers Process
Procurement Planning
Solicitation Planning
Research Preferred Suppliers
Awarding Source Tender/Job
STAKEHOLDER MANAGEMENT PLAN
CHECKLIST
INSERT INFORMATION HERE
DISCOVERY
*See CIF
1. DISCOVERY
*See CIF
Identify who Stakeholders and Committees Are & What their Roles & Responsibilities are For the Project.
*Interview with Client will reveal the stakeholder scope.
RESEARCH & DEVELOPMENT
2. RESEARCH STAKEHOLDERS
Pre - Select Internal Project Team
Source/ Pre - Select Vendor
Source/ Pre - Select Venue
Pre - Select Speakers
PROPOSAL
3. PROPOSAL
CONFIRMATION STAGE GATE
4. CONFIRMED IDENTIFIED STAKEHOLDERS BY CLIENT
Present Proposed Project Team
Present Proposed Vendors
Present Proposed Venue
Present Proposed Speakers
PLANNING & DESIGN
5. STAKEHOLDERS PLAN
Compile Stakeholder Strategy Outlining Areas of Responsibility & Accountability
Stakeholders Areas of Responsibility & Accountability
APPROVAL STAGE GATE
6. APPROVED STAKEHOLDERS STAGE GATE BY CLIENT
Client to Confirm Stakeholder Strategy
Stakeholders Confirmation of Responsibility & Accountability
IMPLEMENTATION
7. STAKEHOLDER MANAGEMENT
Managing Stakeholders (CCCVVS) Roles & Responsibilities
@ THE EVENT
8. STAKEHOLDERS EXECUTION
Management of Stakeholders on Day of Event
Ensure you Execute the Strategy by Managing Stakeholders
Who will Manage Stakeholders?
CLOSURE
9. CLOSURE
Evaluation of Stakeholder Performance
STAKEHOLDERS ORGANOGRAM
*
INFORMATION MANAGEMENT PLAN
CHECKLIST
INSERT INFORMATION
DISCOVERY
1. DISCOVERY
Identify IM Requirements:
Types of Information to be Managed E.g. Electronic, Physical Information
Data, Record & Document Management
Document Versioning Guideline
Classification & Naming Guideline
Storage Medium
Access & Security
Knowledge Management Strategy & Tools
Collection Method
Creation
Receipt
Identify Capturing Process
Identify Use & Dissemination
Maintenance
Identify Existing Disposal
Identify IM Personnel
Legislative Considerations
Information Reporting
IM Costing
IM Timing
IM Technology
RESEARCH & DEVELOPMENT
2. RESEARCH THE FOLLOWING:
Research & Develop IM Strategy
Data, Record & Document Process
Document Versioning Process
Classification & Naming Process
Storage Medium Process
Access & Security Process
Disposal process
Research & Develop Knowledge Management Strategy & Tools
Research IM Personnel/Processes
Research Legislation
Research Information Reporting Structure
Prepare Initial Costing
Prepare Initial Timing
PROPOSAL
3. PROPOSED IM PLAN
CONFIRMATION STAGE GATE
4. CONFIRMATION OF IM PLAN BY CLIENT
Confirmed Preliminary IM Strategy
Confirmed Preliminary Knowledge Management Plan
Confirmed IM Personnel
Confirmation of Legislative Management Process
Confirmation of Preliminary Information Reporting Structure
Confirmed Preliminary Costing
Confirmed Preliminary Timing
Confirmed Preliminary IM Technology
PLANNING & DESIGN
5. IM PLAN
Integrating IM Plan, IM Personnel into Scope Plan
Information Reporting Structure Integrated into Event Decision Tree/Organogram
IM Timing
Distribution of Scope Document
Creation of Tools
Outline IM Technologies
APPROVAL STAGE GATE
6. APPROVED IM PLAN BY CLIENT
Approval of IM Plan
Approval of Knowledge Management Plan
Approved IM Personnel
Approved Reporting Structure
Approved Costing
Approved Timing
Approved IM Technologies
IMPLEMENTATION
7. IMPLEMENT + CONTROL IM PLAN
Ensure Knowledge Management Strategy & Tools in Place
Collecting Information, Capturing, Receipt, Distribution of Information to all Stakeholders
Ensure all Information Sent Prior to Event
Ensure you Get Receipt of Acknowledgement from Stakeholders Confirming They Received the Information
Implementation of IM Technologies
@ THE EVENT
8. @ THE EVENT
How will Process be Managed at Event?
How Will you Manage Updates on Site?
Redistribution of Information
Who will Manage this Process
CLOSURE
9. CLOSURE
Evaluate IM Performance
TIME MANAGEMENT PLAN SCHEDULES
CHECKLIST
INSERT INFORMATION
DISCOVERY
*See CIF
1. DISCOVERY OF PROJECT DURATION
Estimated Project Time Line
Identify Initial Work Breakdown Structure
Define Activities
Sequence Activities
Estimate Activity
Resources Estimate
Activity Durations
Develop Schedule
Control Schedule
RESEARCH & DEVELOPMENT
2. RESEARCH & DEVELOPMENT DURATION
Time Frame Required for R & D
Activity Sequencing
Activity Duration Estimating
Preliminary Schedule Development
Duration to Compile & Deliver Proposal
Duration before Final Decision Made (Go/No Go)
*Insert timeline duration here broken down into all event steps.
PROPOSAL
3. PROPOSED TIME MANAGEMENT PLAN
CONFIRMATION STAGE GATE
4. CONFIRMATION OF TIME MANAGEMENT LINE BY CLIENT
Contract/ Sign Off Duration
Duration for Contract & Budget to be Signed Off
Confirm Times on Program
Confirm Times for 8 Steps
Confirm Milestones
Duration for Planning
Activities
WBS
Schedules
PLANNING & DESIGN
5. PLANNING DURATION
Duration to Compile Scope Document
Activity Sequencing
Activity Duration Planning
Schedule Development
APPROVAL STAGE GATE
6. ACTIVITY APPROVAL BY CLIENT
Activity Definition Approval
Activity Sequencing Approval
Activity Duration Approval
Schedule Approval
Approved Schedules
Approved Programs
Approved Event Process Duration
IMPLEMENTATION
7. TIME MANAGEMENT
Duration to Implement Project
Ensuring Deadlines, Milestones Reached
Manage & Update Task Tracker Daily
Use Outlook to Manage Milestones
@ THE EVENT
8. @ THE EVENT
Duration of Actual Event
Set up Schedule
Management of Activities
Management of Program Timings
Set up Schedules
Breakdown Schedules
AV Cue Sheets
Show Calling
Registration
Who will Manage This Process?
CLOSURE
9. CLOSURE
Evaluation of all Time Management Areas
HUMAN RESOURCE MANAGEMENT PLAN TASK TRACKER
CHECKLIST
INSERT INFORMATION
DISCOVERY
*See CIF
1. HR DISCOVERY
Identify Staffing Requirements
Client
Staff
Volunteers/Interns
Does the Client have a Preferred Suppliers/Vendors List? If so, What is the Process that Needs to Be Followed & Who is the Point of Contact?
Companys HR
Vendors HR
Promo People Required
STAFF
Host/ Hostesses
Directions
Registration
Food & Beverage (servers/ clearers, bartender ratios)
General Maintenance (Electrician, Restroom Attendant, etc.)
Technical Director (Sound, Lighting, etc.)
Site Manager (Parking, Grounds, Tents)
Security/ Loss Prevention (EMS, Police, Fire)
Entertainment (Dressing Room Attendant, Runner)
VIP Coordinator
Models, Demonstrators
Transportation Lead
Issues Related to all Staff
Training/ Pre-event and Day of Show Briefings
Uniforms Appropriate/ Name-tags & Credentials
Evaluation Specific Language Needs/ Sign Language
Check Staff Credentials
Vendor Staff Management Protocols
RESEARCH & DEVELOPMENT
2. RESEACH AVAILABILITY OF HUMAN RESOURCES
Research HR Practice. Get Information on Process, Practices
Availability of Vendors
HR Contact Person
PROPOSAL
3. PROPOSED HUMAN RESOURCE MANAGEMENT PLAN
CONFIRMATION STAGE GATE
4. HUMAN RESOURCE CONFIRMATION BY CLIENT
Staff & Vendor Acquisition Confirmation
Confirm HR Practices
Confirm HR Process to Follow
Confirm HR Requirements
PLANNING & DESIGN
5. HUMAN RESOURCE PLANNING
Organizational Planning
Organogram Finalised
Agreement on Scope of Project Finalised
Volunteers Sourced, Selected, Confirmed, Paid, Finalised
Hiring Promotional Crew
Outsourced Work to 3rd Party: Consider Ramifications/Risks
Behaviour Policies Developed & Finalised
Contracts Developed & Completed
Hiring Strategies
Performance Measurement Criteria
APPROVAL STAGE GATE
6. APPROVAL OF HR PLAN BY CLIENT
Approve Vendors
Approve Volunteers
Agree on Scope of Project
Agree on Decision Making Tree
Agree on Timings
Agree on Costing
IMPLEMENTATION
7. HUMAN RESOURCE MANAGEMENT
Organizational Management
Behaviour Policies Distributed
Training and Briefings
Strategy in Place & Completed
Receipt of all Policies by CCVVS
Event Project Planner Distributed
Who will Manage Staff?
Who will Manage Volunteers?
Who will Manage Company Staff?
Who will Manage Vendor Staff?
@ THE EVENT
8. @ EVENT
Organizational Management
Who will manage this?
CLOSURE
9. CLOSURE
Evaluation of HR Plan
RACI MATRIX
LEGEND
R
A
C
I
V
Responsible
Accountable
Consulted
Informed
Verifies
PROJECT LEADERSHIP
SERVICE SUPPLIERS
VENUE
Concept Development
Theme Development
Design Development
Catering Design
Content Design
Dcor And Decoration Design
Entertainment Design
Environment Design
Invitation Design/Graphics Design
Production Design
Theme Design
Program Development
Program Development And Design Formatting
Sourcing, Selecting And Confirmation Speakers
Program Timings
Invitation Development
Message
Development Of Design With Artwork
Time Management
Deadline Management
Gantt Charts
Production Schedules
Running Orders
Updating Project Planner
Human Resource Management
Behaviour Policies
Contracts
Hiring
Scope Management
Uniforms
Information Management
Communication Equipment
Communication Planning
Communication Protocols
Database Management
Documentation Procedures
Delegate Communication Systems - Invites, Save The Date And Reminders
Exhibitors Communication Systems - Website, Online Expo Booking Systems.
Registration Systems
Table Seating
SMS Feedback Systems
Financial Management
Management Of Budget
Budget Sign Off
Payments
Income Management For Exhibitions
Marketing And Promotion
Brand Custodian And Management
Supply Database
Manage Database
Materials Management - Prizes, Certificates, Trophies
Exhibitor Printed Manuals And Letters
Merchandise Management
Sponsorship Management
Design Management
Entertainment/Production
Technical Management
Attendee Management
Access Control
Admissions Control
Admission Systems
Arrival And Departure Modes
Accreditation Of Delegates + Exhibitors
Crowd Management
Group Movements
Guest Relations
Housing Systems
Pedestrian Traffic Flow
Protocol Requirements
Queue Management
Seating Systems
Guest Charts
Table Charts
Table Plans
Floor Plans
Ticketing Systems
Ushering Systems
Registration Systems
Registration Printing
Gifting Internal Speakers
Gifting External Speakers
Signage
Stanchions For Queuing
Handling Executives
Handling VIPS
Handling Of Speakers
Branding Of Gifts For Speakers And Guests
Communication Management
Announcement Protocols
Briefings/Debriefing
Command And Control
Contact Lists
Logistics Management
Transportation
Flights
Transfers
Load In And Out Bays For Suppliers
Infrastructure Management
Carpeting/Flooring
Electricity
Generators
Housekeeping
Lighting
Power
Shell Schemes
Stanchions
Telecommunications
Toilets
Traffic
Waste Management
Water Management
Site Management
Reserved And Booked Dates
Payment For Accommodation
Payment For Events At Venue
Special Meal Requirements
Special Onsite Requirements For Attendees
Final Numbers
Paper And Pens
Tables And Chairs
Risk, Health And Safety Management
Technical Management
Audio And Visual Equipment: Full Turnkey
Speaker Equipment
Exhibitors Equipment
Registration Equipment If Needed
Food And Beverage Management
Sign Off For Drinks
Serving Food And Beverages
Food Labelling
Water For Tables
Food And Beverages For Holding Rooms
Menu Development
Housing Management
Reservations
Accommodation Payments
Group Arrivals & Departures
Porterage/Luggage Delivery
Management Of Executives
Management Of Entertainers
Speaker Management
Speaker Briefings
Speaker Invitation/Confirmation Etc.
Speaker Requirements For AV
Speaker PowerPoint Presentation Development/Delivery
General MC Welcome Speech
Risk, Health And Safety Management
Client
Event Management Company
Vendors
Venue
Liquor Licenses
Fire Safety
Food Service Codes
Music Licenses
Permits
Safety Inspections
Indemnities
Vendor Contracts
Training And Briefing
Contract Management
37 (2) Indemnities For All Suppliers
SLA For All Suppliers
Security Management
Access Control
Briefings
Command Centre
Crowd Control
Equipment
Personnel Management
Emergency Management
Crisis Instructions And Protocol
First Aid
Implementation
Scope Management
AV Cue Sheet
Conference Materials
Marketing Materials
Program
Way Finding Signage
Greening
Reserved Seating
Event Execution: Day Of Event
Set Up
Program Management
Registration Management
Content Management
Vendor Management
Speaker Management
Production Management
Technical Management
Feedback Systems Management
Dcor And Design Management
Photography And Videography Management
Other
QUALITY MANAGEMENT PLAN
CHECKLIST
INSERT INFORMATION
DISCOVER
RESEARCH
CONFIRMATION STAGE GATE
PLANNING & DESIGN
APPROVAL STAGE GATE
IMPLEMENTATION
@ THE EVENT
Consider How Quality Will be Managed Throughout all Steps
How will Quality be Confirmed/Approved?
Who will Manage, Approve & Confirm the Quality of all Knowledge Areas?
When will Quality be Assessed?
For Example:
Design Quality: Invitations Who will Check this & Approve It?
Costing Quality: Checking to See best Pricing from Suppliers/Getting 3 Quotes
COST MANAGEMENT PLAN BUDGET
CHECKLIST
INSERT INFORMATION
DISCOVERY
*See CIF
1. COST DISCOVERY
Find Out what Clients Budget is from CIF Do they have Sufficient Budget for Scope?
Identify Budget Structure & Format to be Used
Zero Based or Incremental Budget
Expense Range
VAT Inclusive or Excluding VAT
Contingency Available
Availability of Funds/Payment Process: When, How and Who
Identification of Event Requirements
RESEARCH & DEVELOPMENT
2. COST RESEARCH & DEVELOPMENT
Get First Draft Quotes from Vendors/Venue/Speakers
Compile First Draft Budget with Options
Cost Budgeting
Research & Compare 3 Quotes
Gather Historical Information if Available
PROPOSAL
3. PROPOSED COST MANAGEMENT PLAN
Proposed Budget
CONFIRMATION STAGE GATE
4. COST CONFIRMATION BY CLIENT
Cost Control: How Will this be Managed?
Initial Proposed Budget Confirmed
Budget Signed Off
Line Item or Total Expense
Agreement on Budget Structure
Fixed + Variable Expenses
Breakages
Vat Exempt Items on Budget
Audit Fees
Bank Charges
Vat Considerations
Cash flow Projection Report
Income Projection Report
Purchase Order
Invoice Client Upon Confirmation
Payment of Invoice/Deposit
Confirmed Preliminary Costing
PLANNING & DESIGN
5. FINANCIAL PLANNING
Quotes + Terms & Conditions Received
Quotes + Terms & Conditions Signed Off
Scope Areas Defined
Budget Updated if Scope Changes
APPROVAL STAGE GATE
6. FINANCIAL APPROVAL BY CLIENT
Approve Entire Budget
Approve Refund Method
Approve Min. & Max. Numbers
Approve Contingency
Approve Gratuities Percentage
Approve Method of Managing Budget
Approve Scope Changes to Budget How will this Be Handled?
Approved Tips
*At this stage any changes made btw confirmation stage gate & planning can be revised & signed off for approval. Beyond this point any changes to scope & costing must be addressed & signed off as part of a new scope with a new budget amount allocated.
IMPLEMENTATION
7.FINANCIAL MANAGEMENT
Final Invoices from Vendors/Venue/Speakers
Payments Made
Income Report Sent to Client
Expense Report Sent to Client
Proof of Payments Sent to Suppliers
@ THE EVENT
8. @ THE EVENT
Managing Financial Scope
Ensure all Scoped Items Remain Fixed
Check @ Event for Discrepancies with Food & Beverages, Venue Hire, Catering Numbers etc.
Sign off Final Bill @ Event: Double Check Amounts
CLOSURE
9. CLOSURE
Final Recon of Budget
Finalised Actuals
Final Balance Payments
Final Payments Report
Final Income Report
Final Expenses Report
Copy of Food & Beverage Bill from Venue
Copy of Accommodation Listing Report from Venue with All Accounts & Incidentals
Copy of all Invoices from Vendors, Venue and Speakers for Client
Projected Budget vs. Actual Budget
Total Amount Summary
Page 90 of 90
EVENT DESIGN STRATEGY
SCOPE
Procurement
Stakeholder
Information Management
Time Management
Human Resources Management
Quality Management
Cost Management
ADMOR: Admin, Design, Ops, Risk
Logistics, F & B, Travel
9 PHASES/STEPS
1. Discovery
2. R & D
3. Proposal Delivery
4. Confirmation Stage Gate
5. Planning & Design
6. Approval Stage Gate
7. Implementation
8 The Event Execution
9. Closure
WHs
What
Why
Who
Where
How
When
What If
DOCUMENTS
Client Interview Form
Ops/ Design Management
CATEGORIES BELOW:
Concept & Theme Checklist
Catering Checklist
Content Design Checklist
Invitation Design Checklist
Program Design Checklist
Environment Design Checklist
Entertainment Design Checklist
Technical Production Checklist Design
CHECKLIST
INSERT INFORMATION
CONCEPT & THEME
How will Concept & Theme be Pulled Throughout Design?
*The incorporation of a themed message along with audio-visual, entertainment, catering etc.
CONCEPT/THEME
Concept:
Theme:
Message:
Tone:
Hook:
Other:
CONTENT DESIGN
CONSIDER HOW CONTENT CAN BE LINKED TO THEME:
Presentations
Videography
Photography
Voice overs
Graphics
Logos
Pictures & Written Text
PowerPoint Presentations
Speeches
Marketing
CONTENT REQUIREMENTS
Photography:
How can you combine your theme into this is?
Part of Design?
Videography:
How can you combine your theme into this is?
Part of Design?
Presentations:
Message linked to theme
Video Footage:
Linked to theme
Music/Sound:
Linked to theme
Animations:
Linked to theme
Show Reel:
Tell the story of the theme
Theme Video:
Set the scene for theme
Copywriting:
Linked to message
Voice Overs:
Linked to theme
CATERING DESIGN
CONSIDER THE FOLLOWING:
Food Styling
Beverage Styling
Food and Beverage Linked to Theme
Waiters Themed Uniforms
Decorations
Table Treatments
Food Centrepieces
Food and Beverage Lighting
Beverages as Dcor
Beverage Containers
Food Containers
Food as Dcor
Personnel
Food and Beverage Placement
Packaging
Displays
Crockery, Cutlery, Glassware
Location
Choreography of F &B
AREAS OF SCOPE
Design & Ideas
Costing
Personnel
Sourcing Stock
Mock Ups
INVITATION DESIGN
INVITATION DESIGN
CONSIDER THE FOLLOWING:
Body of the Invite
Tone/Concept
Message Hook
Who is Invitation Going to?
Where Will They Receive it?
When Will They Receive it?
What Type of Invitation?
Formality of Event
Font Type
Font Size
Colours
Heading
Strapline
Layout
PROGRAM DESIGN
CONSIDER THE FOLLOWING:
Number of Guests to Seat?
Arrival time of Guests
Do they have to Register?
Are there Welcome Drinks? If so, allocate Duration.
Duration for Ushering?
Speaker Topics
INSERT PROGRAM OUTLINE HERE:
ENVIRONMENT DESIGN
*See CIF
CONSIDER THE FOLLOWING:
Venue set up
Furniture
Dcor/Decoration
Layout
VENUE SET UP:
Primary Venue Set Up:
Choose an item.
Secondary Space Set Up:
Choose an item.
Tertiary Space Set Up:
Choose an item.
Other:
Choose an item.
Long Side vs. Short Side:
Choose an item.
Aisles:
FURNITURE:
Table Type:
Choose an item.
Chair Type:
Choose an item.
No:
No.
Dimension:
Dimension:
Speakers Table:
Speakers Chair:
Registration Tables:
Choose an item.
Registration Chairs:
Yes
No
No.:
No.:
Seating Per Table:
Other:
DCOR/DECORATION:
Linens:
Choose an item.
Props:
Serviettes:
Choose an item.
Serviette Fold:
Choose an item.
Draping:
Choose an item.
Areas:
Draping Colour:
Draping Style:
Centrepieces:
Balloons
Dcor Lighting:
Choose an item.
Ceilings:
Floral Arrangements:
No. Floral Arrangements:
Ice Sculptures:
Living Dcor:
Other Options:
Choose an item.
Other:
ENTERTAINMENT DESIGN
CONSIDER THE FOLLOWING:
Type of Entertainment
Name of Entertainment
Where will Entertainment be?
Contingency
Entertainment Required
If Yes - What Type of Entertainment?
First Choice
Second Choice
Third Choice
Choreography Required
Makeup Artists
Show Caller
Awards Management
Scripted Show
Timing/Number of Sets
Costumes
MC/Speaker Required
If Yes - What Type?
First Choice
Second Choice
Third Choice
AREAS OF SCOPE
Sourcing, Securing And Booking Entertainers
Paying Entertainers
Managing All Entertainers/Artists
Rehearsals For All Entertainers
Dry Run On Site For All Entertainers: Management There Of
Holding Room Management
Technical Requirement Management: Liaising Requirements
Production Management
Choreography Management
Makeup Artist
Build Up Management
Entertainment And Artist Travel, Transport And Flight Management Plus Payment There Of
Contract Management With Artists
Sending Technical Riders And Stage Plots To AV Companies
PRODUCTION DESIGN
AREAS OF SCOPE
Personnel
Timings
Costing
Audio Requirements
Visual Requirements
Technical Requirements
Staging Requirements
Dressings
Equipment
Music
CONSIDER THE FOLLOWING:
What Promotional Items will be Used?
Design Linked to Concept
Message
Brand
PROMOTIONS DESIGN
CONSIDER THE FOLLOWING:
What Promotional Items will be Used?
Design Linked to Concept
Message
Brand
AREAS OF SCOPE
Personnel
Timings
Costing
MARKETING STRATEGY
SCOPE
Procurement
Stakeholder
Information Management
Time Management
Human Resources Management
Quality Management
Cost Management
ADMOR: Admin, Design, Ops, Risk
Logistics, F & B, Travel
9 PHASES/STEPS
1. Discovery
2. R & D
3. Proposal Delivery
4. Confirmation Stage Gate
5. Planning & Design
6. Approval Stage Gate
7. Implementation
8 The Event Execution
9. Closure
WHs
What
Why
Who
Where
How
When
What If
DOCUMENTS
Client Interview Form
RSVP Schedule
CATEGORIES BELOW:
Marketing Management Checklist
Invitation Management Checklist
Materials Management Checklist
Merchandise Management Checklist
Promotions Management Checklist
Public Relations Management Checklist
Sponsorship Management Checklist
MARKETING MANAGEMENT
CHECKLIST
INSERT INFORMATION
DISCOVERY
1. DISCOVERY MARKETING REQUIREMENTS
Will Client Require a Marketing Plan?
Branding Requirements
Customer Needs/Benefits
Customer Intelligence
Customer Relationship
Demographics
Differentiation
Mailing List/Database
Objectives
Research
Medium
Messages
Positioning
ROI Evaluation
Schedule
Marketing Strategy
Marketing Objectives
Marketing Activity Required * For Example Print advertising, online advertising, mail-out, giveaway, media release, event, website, blog/social media, public relations, branding and artwork, or publications and catalogues.
When will Invitation Go Out?
Who will Invitation Go to?
Marketing Personnel
RESEARCH & DEVELOPMENT
2. MARKET RESEARCH
Preliminary Marketing Plan Research
Research Materials
Research Merchandise
Research Promotions
Research PR
Research Sponsorships
Research Marketing Activities
Conduct Marketing SWOT Analysis
Research Marketing Costing
Ensure Business Objectives are SMART
Research Marketing Timing
Research Marketing Personnel
PROPOSAL
3. MARKETING PROPOSAL
CONFIRMATION STAGE GATE
4.CONFIRMATION OF MARKETING PLAN
Confirmed Preliminary Marketing Plan
Confirm Market
Confirm Business Objectives
Confirm Key Strategies
Confirmed Marketing Budget
Confirmed Marketing Timing
Confirmed Marketing Personnel
PLANNING & DESIGN
5. MARKETING & PROMOTIONS PLAN
Marketing Plan
Roles, Responsibilities of Marketing Personnel
Role of Promotions
Role of PR
Role of Sponsors
Marketing Costing
Marketing Timings for all Involved
APPROVAL STAGE GATE
6. APPROVAL OF MARKETING PLAN
Approved Marketing Plan
IMPLEMENTATION
7. MARKETING MANAGEMENT
Marketing Plan Implemented
Materials Management
Merchandising Management
Promotions Management
Public Relations Management
Sponsorship Management
Implementation of Marketing Plan before Event
@ THE EVENT
8. THE EVENT
Management of Marketing Areas E.G Materials, Sponsorships, Merchandising.
CLOSURE
9. CLOSURE
Evaluation of Marketing Plan
INVITATION MANAGEMENT
CHECKLIST
INSERT INFORMATION
DISCOVERY
1. INVITATION DISCOVERY
Consider Clients Requirements from Client Interview
Objectives
Purpose of Event
*See CIF
INVITATION CONSIDERATIONS
Reviewing Date, Location, RSVP, Dress code for Event Invitation
Invitee List
Save the Date Date, Day, Time Invite is to be Sent
Invitation: Date, Day, Time Invite is to be Sent
Confirmation Email: Day, Time to be Sent
Confirmation SMS Day, Time to be Sent
Content Management of Invitation (Graphics, Text, Colour, Tone etc.)
Theme & Concept
Program Timings
Invitee Titles to be Used
Consider Naming of Partners/Plus One
Who will Send out Invitation?
What System will be Used?
Body of Invite
How will Responses be Handled
RSVP Process & Confirmation
Special Requirements
LOGISTICS
TIME MANEGEMENT CONSIDERATIONS
Paid for Event
Complimentary
Mandatory
Breakfast Session
Procurement Process
RSVP SCHEDULE
RESEARCH & DEVELOPMENT
2. INVITATION RESEARCH
Research Date of Event
Ensure no Conflicting Competitor Events
Research Best Email Subject Line for Invitation
Research Best Graphics/Images
Research Best Text and Wording
PROPOSAL
3. PROPOSED INVITATION
CONFIRMATION STAGE GATE
4. CONFIRMATION OF INVITATION PLAN
Confirm all Invite Plan Areas with Client
PLANNING & DESIGN
5. INVITATION PLAN
Who will Design Invite?
Who will Send out Invite?
How will Invite be Sent Out?
When will Invite be Sent Out?
Develop an RSVP Numbers/Confirmed/Declined Schedule
Management of Special Requirements
APPROVAL STAGE GATE
6. APPROVAL OF INVITATION
Client to Approve any Changes to Invite
IMPLEMENTATION
7. INVITATION MANAGEMENT
Sending Out Invite
Manage Responses
CLOSURE
9. CLOSURE
Evaluation of Invitation Response Rate
Evaluation of RSVP Confirmations
Evaluation of Attendance
RSVP SCHEDULE
Invite Sent
Rsvps Due
Final Pax.
Event
Target
MATERIALS MANAGEMENT
CHECKLIST
INSERT INFORMATION
DISCOVERY
RESEARCH
CONFIRMATION STAGE GATE
PLANNING & DESIGN
APPROVAL STAGE GATE
IMPLEMENTATION
@THE EVENT
CLOSURE
MATERIALS MANAGEMENT
Awards/Prizes
Badges/Passes
Brochures
Distribution
Flyers
Forms
Invitations
Media Kits
Newsletters
Posters
Printing Production
Registration Packs
MERCHANDISE MANAGEMENT
CHECKLIST
INSERT INFORMATION
DISCOVERY
RESEARCH
CONFIRMATION STAGE GATE
PLANNING & DESIGN
APPROVAL STAGE GATE
IMPLEMENTATION
@THE EVENT
CLOSURE
MERCHANDISE MANAGEMENT
Brand Management
Items
Licensing
Display
Distribution
Manufacture
Packaging
PROMOTIONS MANAGEMENT
CHECKLIST
INSERT INFORMATION
DISCOVERY
RESEARCH
CONFIRMATION STAGE GATE
PLANNING & DESIGN
APPROVAL STAGE GATE
IMPLEMENTATION
@THE EVENT
CLOSURE
PROMOTIONS MANAGEMENT
Advertising
Broadcasting
Ceremonies
Contents
Cross Promotion
Direct Mail
Displays
PUBLIC RELATIONS
CHECKLIST
INSERT INFORMATION
DISCOVERY
RESEARCH
CONFIRMATION STAGE GATE
PLANNING & DESIGN
APPROVAL STAGE GATE
IMPLEMENTATION
@THE EVENT
CLOSURE
PUBLIC RELATIONS MANAGEMENT
Disaster Recovery
Disaster Response
Media
Media Contact List
Media Kits
Media Releases
Photo Opportunities
Publication Articles
Requests for Coverage
SPONSORSHIP MANAGEMENT
CHECKLIST
INSERT INFORMATION
DISCOVERY
RESEARCH
CONFIRMATION STAGE GATE
PLANNING & DESIGN
APPROVAL STAGE GATE
IMPLEMENTATION
@THE EVENT
CLOSURE
SPONSORSHIP MANAGEMENT
Benefits Delivery
Image Management
Selling Sponsorships
OPERATIONS STRATEGY
SCOPE
Procurement
Stakeholder
Information Management
Time Management
Human Resources Management
Quality Management
Cost Management
ADMOR: Admin, Design, Ops, Risk
Logistics, F & B, Travel
9 PHASES/STEPS
1. Discovery
2. R & D
3. Proposal Delivery
4. Confirmation Stage Gate
5. Planning & Design
6. Approval Stage Gate
7. Implementation
8 The Event Execution
9. Closure
WHs
What
Why
Who
Where
How
When
What If
DOCUMENTS
Catering Matrix
Accommodation Matrix
Flight & Transport Schedule
Site & Housing Checklist
AV Cue Sheet
Event Ops Executive Summary
Set up & Strike Schedule
Program
Insert Stage Plot
Photography & Videography List
Register/RSVP List
Table & Seating Chart
Insert Technical Rider
Insert AV Quote/Scope
CATEGORIES BELOW:
Attendee Management
Brand Management
Catering Management
Communication Management
Content Management
Dcor and Design Management
Entertainment Management
Housing Management
Infrastructure Management
Logistics Management
Site Management
Speaker Management
Technical Production Management
Way Finding Management
CHECKLIST
INSERT INFORMATION
ATTENDEE MANAGEMENT
ACTIVITIES
Activities Schedule
Activities Costs
ADMISSIONS MANANAGEMENT
Admissions Controls/Ticketing Systems
Admissions Protocols
Credentialing Systems
Invitation Management
Late RSVPS Procedures
How will Extra Guests not on List be Handled?
Complimentary Tickets
CATERING MANAGEMENT
Special Meal Requirements
CROWD MANAGEMENT: SEE RISK CHECKLIST
Arrival/Departure Modes
Crowd Management Plan
Group Movements
Guest Relations
Pedestrian Traffic Flow
Queue process
FLIGHT MANAGEMENT
Flight From
Flight To
Name, Surname on Passport
Copy of ID/Passport
Visas Required
Vaccinations Required
First Class/Economy Class Seat
Pre Booked Seat Allocation
Ticket Issuing Method: Electronic or Self Service
Flight Times in Conjunction with Accommodation Check In & Out Times
GIFT MANAGEMENT
Type of Gift
Value of Gift
No. of Gifts
Branding Requirements
Type of Packaging
Time Frame/Order Complete
Colour Preferences
Message Type
Message Printing
Gifts Allocated To
Date Order Placed
Vendor/Supplier
Courier/Delivery Costs
Artwork Sign Off
Logos Sent
How will Gifts be Handed Out
Gifts Signed For
Who will Hand Gifts Out @ Event
Where will Gifts be Packaged?
When will Gifts be Packed?
Who will Receive Gifts?
HOUSING MANAGEMENT
Early Check In
Later Check Out
Porterage
Luggage Storage
Special Room Requirements
Smoking or Non Smoking Room
Ground Floor Rooms
Near/or Away from Lift
Parking Costs
Incidentals Management
Blocks on Rooms
Guest Credit Card Required for Holding by Hotel
Disabilities
Sharing or Single Room Requirement
Family Room Requirement
Self-Catering Requirements
LOGISTICS MANAGEMENT
Travel
Transport
Transfers
QUEUE MANAGEMENT
Line Type: Snaked Line or Straight Line
Equipment Required: Stanchions etc.
Systems
Contingency Plan
REGISTRATION MANAGEMENT
Will There Be Registration? If so, Process?
Personnel Responsible for Registration
Last Minute Registrations
Registration Furniture
Registration List/Guest List
Name Tags
Special Meal Requirement Name Tags
Printing Onsite
Registration Systems
Registration Process
Payments
Registration Layout
Protocol to follow
Location Where Registration will Take Place
SEATING MANAGEMENT
Seating Systems/Technology to be Used
Seating Protocol
Assigned Seats
Unassigned Seats
Assigned Tables
Unassigned Tables
Free Seating
Allocated by Ticket
Ushering Requirements
Ushering Personnel
Table Numbers
Row Numbers
Screens for Floor Plan & Seating Charts
Seating Protocols for Issues
SPECIAL REQUESTS
Special Meal Requests
Special Parking Reservation Requests
Disabilities
TRANSPORT MANAGEMENT
* See Ops/Transport Section + CIF
TRAVEL MANAGEMENT
* See Ops/Travel Section + CIF
OTHER ITEMS:
Cash Handling
Lost And Found Property
BRAND MANAGEMENT
GENERAL REQUIREMENTS
Sourcing & Solicitation Protocols
Personnel to Manage Process
Brand Champion to Sign Off
Corporate Identity Requirements/Restrictions
Types of Branding Items:
All Content Areas
All Printed Elements
Logo Merchandise
Pop Up Banners
Staff Badges
Shark Fins
T- shirts
Uniforms
Branding Clothing
COMMUNICATION MANAGEMENT
GENERAL REQUIREMENTS
Communication Requirements
Communication Technologies
Communication Plan
Information Distribution Practices
Project Presentations
Project Reports
Performance Reporting
Administration
Announcements
Briefings at Event
Command and Control
Contact List
CONTENT MANAGEMENT
GENERAL REQUIREMENTS
Presentation Design
Collation
Graphics
Award Graphics
Event Graphics
Onsite Management
Copywriting
Develop the Look and Feel
Brainstorming
The following areas are addressed: Objective, Audience, Structure, Timings, Tone and Flow
Hours of Service
Meeting Location
Develop, Implement and Manage Content
Mastering
PRESENTATIONS
No. of Presentations
PowerPoint/Media Required
Resolution Size 3:4 or 16:9 or Other
Presentation Resolution
Videos Resolution
Name of Speakers Requiring Presentations
Time Slot/Time Allocation for Presentations
Rehearsal Required
Resolution/Size of Screen for Presentations/Holding Slides/Video etc.
MUSIC
Requirements
Type of Music
Music Format
Licenses
Music Stock
Duration
Location
Areas
Sound Volume
ANIMATIONS
Requirements
Duration
Format
SHOW REELS
THEME VIDEOS
VOICEOVERS
VIDEOGRAPHY/PHOTOGRAPHY
Post Production
Video Editing
Rendering
Output
Disc
Design
Master DVD
Travel
Who will this be Supplied by/Supplier
DVD/CD
Editing
Time Frame Final Product
Technical Requirements
Printing of Photos
Framing Requirements
DVD/CD Included
Editing Included
Time Frame Final Product
Technical Requirements
PRE PRODUCTION
Script Writer
Voice Over Artist
Voice Over Studio
Voice Editing
Music Editing and Mix
VIDEO PRODUCTION
No. of Cameraman and Gear
Vision Mixer
HR Recording Equipment
Vision Mixer controller
Cables
Vision Mixer Controller
Cables
Cameraman and Gear - non Filming Travelling
Tapes and Consumables
Audio and Mics
POST PRODUCTION
Video Editing Highlights Clips With Effects
Capture All Presentations
Export All Presentations To Disc
Renderings And Output
Disc Design
Cover Design
Laminated DVD Covers
Sundry Costs
Courier
Travel
DVD Duplication With Screen Print
Round Clamshell
Clear PVC Sleeve
DVD Inserts
Media Wall For Award Winners
Editing
Disc Output
*Insert Photography List
DCOR AND DESIGNMANAGEMENT
GENERAL REQUIREMENTS
Dcor Company to Send Design Storyboard
Dcor Confirmed & Signed Off
Storyboard with Images to be Approved
Mock Ups
Sketches
Colour Scheme
Layout
Dcor Elements Chosen
Dcor/Design for:
Registration Areas
Restrooms
Primary Space
Secondary Space
Tertiary Space
Stage
Entrances
Parking Areas
Welcome Areas
Lifts
Dcor Compliance
Flame Retardant for Fabrics/ Props/ Materials
Work at Heights Compliance
DESIGN ASPECTS
Catering at Event
Content at Event
Environment/Site
Production & Technical
Promotions for Event
OPERATIONS
Infrastructure
Logistics
Production
Site
Speakers
Technical & Production
Lighting Pin Spots
Special Effects
Lighting for Dcor Elements
Production
Staging
Entertainment
Housing
Catering
Signage
DCOR ELEMENTS
Centrepieces
Backdrops
Focal Features
Flowers/Plants
Confetti
Smoke Machines
Table Numbers
Candles
Napkins
Ice Sculptures
Place Cards/ Menus
Scrim
Pipe & Drape
Flooring/ carpeting
Staffing/ costumes
Food & Beverages
Signage
Linens
Furniture
Tableware
Glassware
Props
Bars
Chairs & Tables
Menus
Serving Ware
DCOR RESTRICTIONS
Confetti
Candles
Vehicles for Demos
Helium Balloons
Live Animals
Water Effects
ENTERTAINMENT MANAGEMENT
ENTERTAINMENT CONSIDERATIONS
Sourcing, Securing and Booking
Payment
Rehearsals
Dry Run
Technical Production Management
Build up Management
Artist Travel, Transport and Flight Management
Contract Management with Artists
Sending Technical Riders and Stage Plots to AV Companies
Type of Entertainment
Name of Entertainment
Where will Entertainment Be?
Contingency Plans
Awards Management
Scripted Show
Timing/Number of Sets
Costumes
PERSONNEL
Makeup Artists
Choreographer
Show Caller
Stage Manager
GET THE FOLLOWING FROM ENTERTAINER
Stage Plot
Technical Rider
AV Cues
Lighting Cues
Holding Room Requirements
* Insert Technical Rider.
* Insert AV Quote/Scope.
* Insert Stage Plot.
* AV Cue Sheet
HOUSING MANAGEMENT
GROUP BOOKINGS
Room Block(s) Required
For a Multi-hotel/Housing Facility Event, Name all Housing Facilities
RESERVATIONS
Reservation Protocol
Reservation Method
Third-Party Housing Provider Used
If Yes, Housing Provider Company Name:
Suites
Accessibility/Special Needs Rooms
Amenities
In-room Deliveries
Room Drops (outside doors)
On-Site Bill Review Instructions
Third-Party Billing Instructions
Use this Section to Give Specific Instructions for Goods & Services that the Event Organiser is not Responsible for (e.g. Contractors Expenses, etc.)
Room & Tax to Master
Incidentals to Master
Guests Pay on Own
ARRIVAL/DEPARTURE INFORMATION
Major Arrivals
Major Departures
Group Arrivals/Departures
Early Check Ins & Late Checkouts
GENERAL REQUIREMENTS
Porterage/Luggage Delivery Requirements:
Hotel Name:
No. of Single Occupied Rooms
No. of Suites
No. of Complimentary Rooms
No. of Staff Rooms
No. of Sub-Blocks
No. of Double Occupied Rooms
Room Block Contracted Date
Final Room Block Date
Cut-off Date
Luggage Storage Requirements
Drive-in and Parking Instructions
Fly-in Instructions
Other Arrival/Departure Comments
COSTING
Per Room or Per Person or Sharing Cost
Taxes & VAT
ROOM TYPE
1 bed/1 person
1 bed/ 2 people
2 beds/2 people
INFRASTRUCTURE MANAGEMENT
GENERAL REQUIREMENTS
Carpeting/Flooring Requirements
Electricity Requirements
Fencing
Gas
Generators
Housekeeping
Lighting
Power
Shell Schemes
Stanchions
Telecommunications
Indoor Toilets
Outdoor Porta Loos
Traffic
Transport
Waste
Skips
Dustbins
Recycling Bins
Water
Room Dividers
In-house support
PARKING
Define Parking for Staff, Trucks, Rigs, Trailers
Define Parking for Guests
Define Traffic Patterns
Valet & Staff, shuttle for staff to event
Truck Parking Availability & Protocol
VIP Parking
Valet Parking
Off Site Parking/ Location and Access/ Sufficient Lighting & Security
Guest Drop off point/ ground conditions
Traffic/ Valet Flashlights and Florescent Vests
Valet Parking Tags/ Valet Station
Parking Cones
Fire Lanes
RESTROOMS
Permanent or Convenience
Location and Number of Units
Supplies
Port-a-Johns (1 per 50 guests)
Lighting
Wash Basins
Handicap Units
Unisex
Tented
Staffed
Layout
Toiletries Required
Type of Unit
No.
Location
SPECIAL SERVICES
Truck Dock Heights
Loading In and Out Protocols
Special Trash Pick-up
Lift Operators
Handicap Needs
Plastic Trash Cans with Liners
Emergency Services
Dumpsters Permits
Special Needs for Hearing Impaired
Lift Operators for Signage, Staging, etc.
Citronella Candles/ bug deterrents
Water Truck
Guide Wires
Recycling
Translation Services
LOGISTICS MANAGEMENT
GENERAL CONSIDERATIONS
Transportation/Flights/Transfers
Type of Transport
Shuttle Provided by Venue
Transportation Provider
Shuttle(s) Provided for Off-Site Events
Parking Availability
Shipping
Type and Number of Vehicles
Driver Instructions/ Exact Routes
Signage- Route & Location
Emergency Routes and alternate routes
Continuous Bussing or Shuttle- bus # According to Passengers & Distance
Communication
Lighting @ Entrance and Exit
Handicapped Transportation
Ground Conditions (Inclement Weather)
Platforms or Steps for guests stepping on or off buses
Guide/ Host on Bus
Additional VIP Transportation
Golf Carts
Transportation for Entertainment
Transportation for High End Entertainment - Helicopter/ Limo
Boating Transportation
Valet
Signage for Staff Transport
Luxury Motor Coaches
SPEAKER MANAGEMENT
GENERAL REQUIREMENTS
Audio + Visual Management And Implementation
Risk, Health And Safety Management
Technical Management
Management Of Own Crew
Set Up, Breakdown & Rehearsals
Liaising Videography And Photography
Liaising With Content And Multimedia Management Supplier
SPEAKER CONTRACT
Speaker Contract In Place
Cancellation or No Show Policy
Fees, Reimbursements and Payment Terms
SPEAKER BRIEF
CV Introduction
Time Monitoring - Give them full production schedule and programme outline
Managing Questions from Audience
Equipment Required
Emergency Contact Number
Speakers to Print out Copy of the Presentation
Print Extra Copies of Event Program
Method of Presentation Distribution to Attendee
Copyrights on Presentation & Printing/Distributing Copies
Holding Room Requirements
Technical Rider
Dress code
MC/SPEAKER BRIEF
Event Outline
Cell Phones Switched Off
Toilet Location
Parking Vouchers Protocol
Security/ Evacuation in Crisis
Smoking Areas
Special Meals
Copy of Program
Closing the Event
Thank Yous
WI Fi
Sponsors Involved
Breaks & Pauses
Speaker Name, Surname, Title & Company
Speaker Topics/ Bios/Introductory Information
TECHNICAL PRODUCTION MANAGEMENT
GENERAL REQUIREMENTS
Confirm Onsite Technician
Is your Equipment Mac Compatible?
Will there be a Dedicated Technician in the Room the Entire Event?
Will they be Responsible for the Presentations
Do they Tape down Cables in the Room?
Do they have Back up Equipment & Data Projectors?
Do they have Extension Cables and Plugs?
Do they Control Noise/ and Sound?
AUDIO
PA Systems
Registration Sound
Foyer Sound
Type of Mics
No. of Mics
Loudspeaker Stacks
EQUIPMENT
Easels
Flipcharts
Lectern
Podium
Monitors
Plug Points
FRONT OF HOUSE
Front of House Requirements
Position
No. of People to House
Furniture
LIGHTING
Spotlights
Special Effects
Gobo Requirement
Pin Spots On Centrepieces
Ceiling Treatment Light Requirement
Entertainment Lighting Needs
Lighting Checks
Catering, Director, Lighting Comp.
Av Cue Sheet
Follow Spots
Intelligent Lighting
House Lighting
Control Consoles
POWER
Power Needed
Secure Generators and Backups
Existing or Temporary
Location
Compliance & Certificates
DB Boards
Inspections
Location
PRODUCTION TEAM
Stage Hand Call load out
Riggers
Show Crew
Stage Hand Call - load out
STAGING
Size/Dimensions
Type: Entertainment or Presentations
Location
Stage Dressing/Skirting
Stage Lighting
Stage Dcor & Design
Stage Railings
Stage Stairs
Stage Wings
Mats/Cables/Power
Dance Platforms
TRUSSING /INFRASTRUCTURE
Front Of House Trussing
Rear Trussing/Onstage
Trussing Middle Of Area
Special Effect Towers
Platforms And Masts
Crane Jibs
VISUAL
Screens
Video Screens,
TV Platforms And
No. Of Screens
Type Of Screens
Position Of Screens
Data Projectors
* Insert Technical Rider.
* Insert AV Quote/Scope.
* Insert Stage Plot.
*AV Cue Sheet
WAYFINDING MANAGEMENT
GENERAL REQUIREMENTS
Information Signage
Program Start And Finish Times
Way Finding Signage
Directional Signage
Toilets/Restrooms
Health And Safety Signage
Liability Signage (Parking Areas, Entrance Areas, Registration Areas and Inside Venue)
Information Desks
Holding Rooms & Event Organisers Office
Designated Load In And Loud Out Areas
Registration (Alpha Signage)
Registration Signage (A B, C D Etc.)
Designated Smoking Area
Reserved Areas (Seating, Etc.)
Transportation (Directions, Etc.) (Bus Numbers, Hotels)
CATERING MANAGEMENT CHECKLIST
CONSIDER THE FOLLOWING:
Management
Operations
Lines & Furniture
Table ware
Serving ware
Bars
Food
Beverages
Program: Timing of Service
Theme & Concept
Site
FOOD TASTING
Food Tastings Scheduled
Take Photos of Food & Tasting
Final No.:
Person Responsible for Sign Off:
Special Requirements:
Choose an item.
Halaal/Kosher Certificates:
Ingredients Certificate:
No:
Costing:
Choose an item.
Number of Courses:
Choose an item.
Restrictions:
Audience:
Printed Menus:
No. of Menus per Table:
Confirm Theme Linked:
MANAGEMENT
Waiters Serving Etiquette:
Waiters in Room During Speeches:
Waiters Clearing Etiquette:
Dress code:
Service Ratio:
PERSONNEL
OPERATIONS
Logistics
Infrastructure Requirements:
Choose an item.
Technical Requirements:
Choose an item.
Risk:
Generators/Gas:
Cash Bar Credit Card Facilities:
Money Management:
LINENS & FURNITURE
Chairs
Tables
Napkins
TABLE WARE
Crockery:
Linens:
Pitchers:
Other Glassware:
Choose an item.
Flatware:
Choose an item.
SERVING WARE
Coffee cups & saucers:
Racks:
Trays & Jacks:
Coolers for Ice/ Scoops:
Pots & Pans:
Salad Racks:
Pastry Racks:
Cleaning Supplies:
Dishes:
BARS
Stirs:
Ice buckets:
Bar Equipment:
Bar Furniture:
FOOD
Food Required:
Choose an item.
Type Food:
Choose an item.
Service Style:
Choose an item.
Menu:
BEVERAGES
Beverages Required:
Choose an item.
Type Beverages:
Choose an item.
Service Style:
Choose an item.
Brands:
Choose an item.
Welcome Drink:
Choose an item.
Welcome Food:
Choose an item.
Table Wines:
Choose an item.
Replenished:
Choose an item.
Personnel:
Holding Room Beverages:
Coffee/Tea Stations:
Juices
Soft Drinks
Water:
Wine List:
PROGRAM *Insert times for meals & beverages to be served.
AREAS OF SCOPE
SITE
SITE NAME:
BANQUETING MANAGER:
EVENTS COORDINATOR:
GENERAL MANAGER:
MAP & DIRECTIONS:
PARKING INSTRUCTIONS:
LOCATION:
ROOM NAME:
MEASUREMENTS:
Length of Room
Width
Lowest Point
Arches
Highest Point
Pillar
SQUARE FOOTAGE:
LAYOUT:
Floors
Walls
Ceilings
Lighting
Portrait or Landscape
TABLE DIMENSIONS:
CHAIR DIMENSIONS:
*Insert Floor Plans/Layouts for all areas
SITE VISIT
CHECKLIST
CONSIDER THE FOLLOWING:
ACCESS
Access to Water and Sinks
Access To Function Rooms (Stairs, Escalators & Elevators)
Elevators: Number, Capacity & Speed
Entrance Location
Fire Exits
Stairways Or Elevations
Elevator
Exit
Contractors Access
Event Managers/Staff Access
Event Vendors Access
Escalators
CATERING
Food Tasting Cost
No. Of People Allowed
Crew Meals And Beverages
Changes Allowed
Halaal Certificates
Proximity To Function Areas
Sanitation Practices
Food And Beverage Selection: Presentation, Prices, Sample Menus
Food And Beverage Variety, Creativity, Willingness To Divert From Menu
Corkage Costs
Corkage/Food Brought In Restrictions
EXTRA ROOMS
Storage Areas
Changing Rooms
Rehearsal Rooms
ENVIRONMENT & INFRASTRUCTURE
Freight Elevators in the Building
Use/Exclusivity Of Elevators
What Time Are Rooms Open/Access
Loading In Out Restrictions
Loading Bays & Lifts
Environment: Lighting, Smell & Noise Levels In Service Areas
Public Toilets: Locations & No.
Service Passages Leading To Kitchens
Signage
Acoustics: Soundproofing
Computer Hook-Up Points Available
Wi Fi Availability, Cost, Location, Process
Lighting And Controls: Panels & Dimmers
Lights, Fans & Refrigeration
Rubbish & Waste Disposal
Dance Floors Included
Decorations: Linens - What Is Standard?
In-Room AV Equipment; Screens
Preferred Rental Companies/ Or Can It Be Outsourced?
Staging And Risers/ Engineers Reports?
Tables And Chairs - Types & Number Allocated To Your Event
Tents/Marquees For Outdoor Functions
On Site Kitchen
GENERAL
Gratuity Percentage
Overset & Attrition Clauses
Liquor Licenses
Decorations: Linens - What is standard?
Complimentary Rooms
Refunds/cancellations Policies
Reservation Policies & Overtime Charges
Coat Check
Valet Services
Key Cards for Rooms
Key Cards for Holding Rooms
GUEST ROOMS
Number Of Rooms
Rates Per Type: Per Person Or Per Room Charge?
Check In And Out Times
Amenities Available In Rooms
Telephone/Internet Lines
HEALTH & SAFETY * See Health & Safety Checklist
What Is The Process When There Is An Emergency?
Smoke Detectors & Sprinkler Systems
Backup Generator
Emergency Exists: Well Marked & Battery Lighted
Evacuation Plan
Fire Extinguishers: Placement & Visibility
Hotel Staff Trained In CPR, Heimlich Manoeuvre & First Aid
Nearest Medical Facility
Process To Follow For Event Compliance
Blue Cards Required By Vendors?
Safety Officers
Fire Retardant Policies For Decor
HOUSING *See Housing Checklist
LOCATION
Is The Site Near A Local/International Airport?
Are There Major Attractions/Sites In The Area?
Adjacent Hotels
Traffic Concerns & Congestion In The Area
PARKING & LOGISTICS
Vehicle Parking: No.
Security, Payment
Ground Transport Available
Complimentary Hotel Shuttle Services, Operation Hours
Service Lift:
Height/Width/Depth/Loading Limits
Service Corridors
Load In Times
Load Out Times
Loading Information
Height/Width/Depth/Loading Limits
Times/Schedule
Restrictions
ROOM LAYOUT
Rigging
House Power
The Location of Doors and Windows
Any Restrictions on Nailing, Screwing, or otherwise Affixing to Venue Property?
SERVICES & AMENITIES
Cleaning of Rooms or Spaces
Bars/lounges: Hours of Service & Capacity
Business Centre
Concierge: Hours of Service
Room Service
STANDARD ITEMS
What Linens Are Included?
Colour
Number
Type
What Flatware, Glassware Etc. Is Included
Is Air-Conditioning Included?
Standard Tables & Chairs
HOLDING ROOMS
Availability
No.
Condition
Proximity To Main Room
Dressing Rooms -Lighting, Mirrors, Garment Racks, Tables And Chairs, Water, Shower, Wardrobe
Green Room - Location From Stage, Stage Monitor, Amenities?
SERVICE
Banqueting Manager
Ratio of Waiters to Guests
Waiter Access
Style of Dress
Style of Service
Beverage Control
Beverage Service
Outdoor service
SECURITY
Security for Locked up Items
Venue Security after Hours
Security Overnight
Parking Security
Loading Bay Security
Event Security
VENUE PAYMENTS
Terms and Conditions for Payments. Postponements & Cancellations
AREAS OF SCOPE
Setup Of Tables, Chairs, Standard Linens
Catering Management.
Logistics Management
Holding Room Management
Risk And Safety Management
Onsite Transport
Site Management.
Housing Management Total Turnkey
COMMENTS/NOTES
SITE VISIT COMPLETED ON:
SIGNATURE VENUE REPRESENTATIVE:
RISK STRATEGY
SCOPE
Procurement
Stakeholder
Information Management
Time Management
Human Resources Management
Quality Management
Cost Management
ADMOR: Admin, Design, Ops, Risk
Logistics, F & B, Travel
9 PHASES/STEPS
1. Discovery
2. R & D
3. Proposal Delivery
4. Confirmation Stage Gate
5. Planning & Design
6. Approval Stage Gate
7. Implementation
8 The Event Execution
9. Closure
WHs
What
Why
Who
Where
How
When
What If
DOCUMENTS
Client Interview Form
Risk Assessment Form
Organogram
Floor Plans
AV Renderings
37 (2) Indemnity Form
Insurance Policies Client, Company, Suppliers
Workmens Compensation
CATEGORIES BELOW:
Risk Management Checklist
Risk Assessment Checklist
Decision Management Checklist
Compliance Management Checklist
Disaster Management Checklist
Legal Management Checklist
Health & Safety Management Checklist
Security Management Checklist
Emergency Management Checklist
Insurance Management Checklist
Permits & Licenses
CHECKLIST
INSERT INFORMATION
RISK MANAGEMENT
PHASES:
1. RISK DISCOVERY & IDENTIFICATION
Identify Initial Risk Areas
Initial Risk Assessment
Qualitative Risk Analysis
Quantitative Risk Analysis
2. RESEARCH RISKS/HAZARDS
3. RISKS INCLUDED IN PROPOSAL
4. RISK STRATEGY CONFIRMATION
Confirmation of Preliminary Risk Management Strategy
Confirm Compliance Required
Confirm Disaster Management Plan
Confirm Legal Plan
Confirm Health & Safety Plan
Confirm Insurance Strategy
Confirm Permits & Licenses Required
5. RISK PLANNING
Develop Compliance Management Plan
Develop Disaster Management Plan
Develop Health & Safety Plan
Develop Security Plan
Develop Emergency Plan
Develop Insurance Plan
Risk Assessment Revisited
6. RISK MANAGEMENT STRATEGY
Approval of Compliance Management Plan by Client
Approval of Disaster Management Plan by Client, Venue, ESSPC
Approval of Safety Plan by Client
Approval of Security Plan by Client
Approval of Emergency Plan by Client
Approval of Insurances
Risk Assessment Approved by Client, Venue, ESSPC
7. IMPLEMENT RISK MONITORING & CONTROL MEASURES
Ensure Disaster Management File Developed/Compiled
Ensure Health & Safety Documents Developed/Compiled
Ensure Security Plan is Ready
Ensure Emergency Plan is Ready
Ensure Insurances are in Place
Control Mechanisms for Identified Risk
8. EXECUTION
Execution & Management of Event Compliance
9. CLOSURE
Evaluation of Risk
Incident Reporting
RISK ASSESSMENT
GENERAL REQUIREMENTS
Complete Risk Assessment for CCCVVS
Develop Contingency Plans
Ensure Necessary Documentation in Place
Collect Suppliers Risk & Compliance Forms
CONSIDER CONTINGENCIES FOR THE FOLLOWING:
Severe Weather
Fire
Terrorism
Natural Disasters
Rain/ Flooding
Chemical Hazards
Loss Of Power
Speaker/ Emcee/ Entertainer Cancels
Have All Phone Numbers And Pagers, Fax Numbers For All Subcontractors
Have Standby People From Local Agencies - Gas & Electric Company
Have Onsite People From Tech Companies
Have Communication Equipment Onsite
Cellular Phones, Headset Two Way Radios, Spare Batteries, Chargers
Clause Contingency And Costs Involved.
Organisational Chart - Communication Priority Chain Of Command
Spokesperson To Media
Command Post
DECISION MANAGEMENT
DECISION MANAGEMENT
Organogram
*See Organogram
COMPLIANCE MANAGEMENT
ENSURE YOU ARE COMPLIANT WITH THE FOLLOWING:
Alcohol/Liquor Compliance
Get Liquor License from Venue
Environmental Protection Compliance
Permits Obtained from ESSPC
Fire Safety Compliance
Food Service Codes
Food Integrity Report & Certificate from Dept. Of Health
Health & Safety Compliance
Insurance Compliance
Intellectual Property
Consider Restrictions on Presenters Materials & Speeches
Consider Videos & Photos of Presenters at Events
Licenses & Permits
Security Compliance
Special Effects Codes
Traffic & Transport Laws
Union Jurisdictions
Venue Compliance
Waivers & Disclaimers
DISASTER MANAGEMENT
GENERAL CONSIDERATIONS
Disaster Management Plan Completed
Disaster Management File Ready
ESSPC Approval Letter
Metro Police Indemnity
Metro Police Approval
EMS Application and Proof of Payment
Venue Emergency Procedures
Security Operational Plan
Medical Operational Plan
Waste Management Plan
Event Floor Plan
Venue Public Liability insurance
Event Public Liability insurance
Event Correspondence
Compliance Certificates
Fire Regulations
Firearm Procedures
Client 37 (2) Indemnity Form Signed
Company 37 (2) indemnity Form Signed
Suppliers 37 (2) Indemnity Form Signed
Insurance Certificates for CCVVS
Venue Compliance Documentation
Evacuation Documents
Evacuation Dialogue
Food & Beverage Compliance Certificates
EMERGENCY MANAGEMENT
First Aid/ EMS/ Fire Marshall on Site
Flame Resistant Materials Only
Testing/ Information on Flame Resistant Materials
Security for Load in/ Event/ Load out
Security for Equipment
Exit Signs-Illuminated with Battery Back Up
Audio Back up for Exit Signs
Two Way Radios
LEGAL MANAGEMENT
Signed 37 (2) Indemnity Form Completed by Client, Company, Suppliers
Liability Signage & Disclaimers
Confidentiality Agreements
Contract Execution
Contract Management
Contract Negotiation
Dispute Resolution
Taxation
Terms & Conditions Relating to Risk
HEALTH & SAFETY MANAGEMENT
SANS Checklist Completed
General Safety Considerations: OHSACT
Safety Announcements
Emergency Evacuation Documentation
Chemical Hazards & Procedures to Follow
Equipment Training
Food Integrity Report & Compliance
Infectious Materials Procedures
Lighting/Visibility Considerations
Crowd Control & Safety Management
Transport Safety
Traffic Safety
Structural Stability & Safety
Barrier Safety
Electrics Compliance & Safety
Facilities Compliance & Safety
Sanitary & Waste Management
Sound , Noise & Vibrations
Medical Management
Occupational Hazards Identified
Fire Safety
Fire Safe Capacity Confirmed
Stairways
Ramps
Exits
Doors And Escape Routes
Fastenings On Doors And Gates
Self-Closing Devices For Fire Doors
Exits And Directional Signs
Normal And Emergency Lighting
Fire-Fighting Equipment
Fire Retardancy Of Curtains, Drapes And Other Materials
Artificial And Dried Foliage
Special Risks
Warning Systems
Venue Capacity And Emergency Evacuation
General Principles Of Emergency Evacuation
Buildings Designed For Indoor Public Assembly
Buildings Not Designed For Indoor Public Assembly
SECURITY MANAGEMENT
GENERAL CONSIDERATIONS
Access Control Measures
Briefings For Project Team
Command Centre