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Smart Project Planner

Smart Project Planner:Template

Name Of Event

Version

Name

Position

Signature

Date

Author

Approved

Approved

Approved

Approved

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.


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


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


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.


2. RESEARCH STAKEHOLDERS

Pre - Select Internal Project Team

Source/ Pre - Select Vendor

Source/ Pre - Select Venue

Pre - Select Speakers

PROPOSAL

3. PROPOSAL


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


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


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


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


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


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


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


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 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


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


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


Feedback Systems Management

Dcor And Design Management

Photography And Videography Management

Other

QUALITY MANAGEMENT PLAN

CHECKLIST

INSERT INFORMATION

DISCOVER

RESEARCH


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


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


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


Time Management


Quality Management

Cost Management



9 PHASES/STEPS

1. Discovery

2. R & D





7. Implementation


9. Closure

WHs

What

Why

Who

Where

How

When

What If

DOCUMENTS


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


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


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


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


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


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


What Promotional Items will be Used?

Design Linked to Concept

Message

Brand

PROMOTIONS DESIGN


What Promotional Items will be Used?

Design Linked to Concept

Message

Brand

AREAS OF SCOPE

Personnel

Timings

Costing

MARKETING STRATEGY

SCOPE

Procurement

Stakeholder


Time Management


Quality Management

Cost Management



9 PHASES/STEPS

1. Discovery

2. R & D





7. Implementation


9. Closure

WHs

What

Why

Who

Where

How

When

What If

DOCUMENTS


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


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


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


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


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


CHECKLIST

INSERT INFORMATION

DISCOVERY

RESEARCH


PLANNING & DESIGN

APPROVAL STAGE GATE

IMPLEMENTATION

@THE EVENT

CLOSURE


Awards/Prizes

Badges/Passes

Brochures

Distribution

Flyers

Forms

Invitations

Media Kits

Newsletters

Posters

Printing Production

Registration Packs

MERCHANDISE MANAGEMENT

CHECKLIST

INSERT INFORMATION

DISCOVERY

RESEARCH


PLANNING & DESIGN

APPROVAL STAGE GATE

IMPLEMENTATION

@THE EVENT

CLOSURE

MERCHANDISE MANAGEMENT

Brand Management

Items

Licensing

Display

Distribution

Manufacture

Packaging


CHECKLIST

INSERT INFORMATION

DISCOVERY

RESEARCH


PLANNING & DESIGN

APPROVAL STAGE GATE

IMPLEMENTATION

@THE EVENT

CLOSURE


Advertising

Broadcasting

Ceremonies

Contents

Cross Promotion

Direct Mail

Displays

PUBLIC RELATIONS

CHECKLIST

INSERT INFORMATION

DISCOVERY

RESEARCH


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


CHECKLIST

INSERT INFORMATION

DISCOVERY

RESEARCH


PLANNING & DESIGN

APPROVAL STAGE GATE

IMPLEMENTATION

@THE EVENT

CLOSURE


Benefits Delivery

Image Management

Selling Sponsorships

OPERATIONS STRATEGY

SCOPE

Procurement

Stakeholder


Time Management


Quality Management

Cost Management



9 PHASES/STEPS

1. Discovery

2. R & D





7. Implementation


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


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


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 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


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


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


Printing of Photos

Framing Requirements

DVD/CD Included

Editing Included

Time Frame Final Product


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


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


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


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


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


Audio + Visual Management And Implementation



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


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


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


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:


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


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.


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


Time Management


Quality Management

Cost Management



9 PHASES/STEPS

1. Discovery

2. R & D





7. Implementation


9. Closure

WHs

What

Why

Who

Where

How

When

What If

DOCUMENTS


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


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


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


Access Control Measures

Briefings For Project Team

Command Centre