Julia Rutherford Silvers, CSEP

Certified Special Events Professional

Event Management Authority

Like angels and elephants dancing on the head of a pin, our dreams and responsibilities may have no limits, but must be balanced according to the music of the moment.

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Timelines

17 August 2007

 

Jo Angela Maniaci, CMP, of Special Events Planning, LLC in St. Paul, MN, provided the following timeline that she has developed over the years, recently conformed to the five phases of the EMBOK Model, which was incorporated into a proposal for a large project she was bidding on.

 

As you can see, in this context, the timeline provides not only a proposed work schedule; it also specifies the scope of work and deliverables that would be included in the contract for this project.

 

Conference Checklist / Proposal

 

Five Phases:  Organizing and managing a conference generally requires work that falls into five categories. Those five phases are as follows:

1.   Initiation:  Completed with the Client.

“[This] is the phase in which research is conducted and the concept is defined and validated. This is when the scope and context is set, goals and objectives are defined, and the commitment of resources is established. This is also when… risk management must be instituted.”

Completed by Timeline

a.) Finalize working agreement with PCFPC

5/18/07

b.) Meet with PCFPC/advisory committee to complete ROO process; set date, preliminary format/agenda, theme and preferred city location

5/31/07

c.) Discuss and determine audience demographics (for risk assessment, marketing, etc.)

5/31/07

d.) Based on ROO results, issue 4-day turn RFP for site; complete site visits

5/31/07

e.) Evaluate site information, select venue and enter contract negotiations

6/4/07

f.)   Create working budget and determine income sources

6/18/07

g.) Refine event detail plan to include more specific tasks and dates

6/18/07

h.) Finalize schedule and conference format

6/29/07

i.)   Identify topics and potential speakers; contact/contract confirmed speakers

6/29/07

j.)  Contact potential speakers

7/31/07

k.)  Determine volunteer needs and sources of personnel

7/31/07

l.)   Create target audience lists based on ROO process

7/31/07

m.) Based on conference preliminary format, issue AV RFP to secure dates

7/31/07

n.)  Complete risk assessment for city and site for conference dates and functions

8/3/07

2.   Planning: Completed mostly by the planner, with advice and consent of client.

“[This] is the phase wherein the requirements and specifications of the event project are determined, specifying the activities that will occur, how efforts will be organized, the resources that will be required, and the context, conditions, or assumptions that affect the decisions to be made.”

 

a.) Engage target audience sources for interest, inclusion and member contact information

8/17/07

b.) Finalize conference schedule for list of presenters

8/17/07

c.) Contact presenters to confirm dates and locations; secure preliminary list of AV

8/31/07

d.) Request speaker information and topic descriptions

8/31/07

e.) Select graphic designer for marketing piece design and website tie-in

8/31/07

f.)   Based on theme, determine logo for all marketing material carry-through

9/7/07

g.) Create online event management ID and information

9/21/07

h.) Create online registration information and format

9/21/07

i.)   Create and mail first place-marker postcard for target markets

9/21/07

j.)   Further define budget components based on new information

9/28/07

k.) Continue ongoing assessment of marketing effectiveness

9/28/07

l.)   Continue prep work for next phase

October

3.   Implementation:  Completed by the planner.

“[This] is the phase when all goods and services are contracted and coordinated, synchronizing operational and logistical requirements of an event project.”

 

a.) Create and mail second place-marker postcard (electronically and/or hard copy)

11/9/07

b.) Request final presentation information( resume, content, AV) from speakers

11/30/07

c.) Finalize AV contract with selected vendor

12/14/07

d.) Finalize program agenda with client

12/14/07

e.) Design of conference brochure

1/4/08

f.)   Plan F & B with site

1/11/08

g.) Design conference program, evaluations, name badges and signage

1/11/08

h.) Mail conference brochure (email and snail mail)

1/11/08

i.)   Open online registration

1/11/08

j.)   Create and duplicate conference materials; order staff office equipment

1/11 – 3/31/08

k.) Create program, evaluations, name badges and signage

1/11 – 3/31/08

m.) Prepare participant lists for registration area

4/4/08

n.) Prepare speaker bios for moderators

4/4/08

o.) Train registration volunteers

4/10/08

p.) Conduct pre-con with hotel for final AV, F&B, room assignments and sets

4/10/08

q.) Pack and transport all conference materials and staff supplies 

4/10/08

r.)   Monitor online registrations, budgets and contracts

1/11 – 4/4/08

4.   Conference:         Competed by the planner.

“[This phase is] a distinct phase because a different and dynamic approach is required once the production begins. Risk monitoring and control functions are critical during this phase so that hazards and incidents are responded to in a timely and effective manner.”

4/11-13/08

a.)  Set registration area and distribute signage

Onsite

b.)  Mini pre-con with CSM, AV supplier and F & B director

Onsite

c.)  Onsite participant registration

Onsite

d.)  Coordinate needs of speakers, guests and location

Onsite

e.)  Continue monitoring attendance for F&B and room set adjustments

Onsite

f.)   Collect participant evaluations (if hard copies are used)

Onsite

g.) Other

 

5.      Closure:   Completed by planner and client.

“This phase includes collection of feedback and review of actions, activities, and decisions. This information is then evaluated to determine measurements [ROI] or ratings against established criteria [i.e., my ROO process], to reveal impacts (economic, environmental, social, and cultural), and to record lessons learned that will facilitate the effective transfer of knowledge to the next event project.”

 

a.)  Complete any follow-up from conference

5/2/08

b.)  Meet with conference committee to de-brief and evaluate

5/2/08

c.)  Approve and pay expenses

5/30/08

d.)  Invoice participants (if necessary)

5/30/08

e.)  Tally, evaluate and distribute participant evaluations

5/30/08

f.)   Follow-up on accounts receivables

5/30/08

g.)  Prepare final analysis and begin review process for next conference

5/30/08

 

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