EVENTS DETAILS

BASIC INFORMATION BUDGET

Total
Tech Innovators Total Actual
Event Name Event Time 9:00 AM - 5:00 PM $ 16,885 Estimated $ 15,510
Conference 2024 Budget
Budget
Silicon Valley Convention
Event Date 2024-09-15 Event Location Venue 3,550 € Difference 1,375 €
Center, San Jose, CA

“Shaping the Future of Food &

Event Type Conference Event Theme 3,400 € Entertainment 2,510 €
Technology” Beverage

A full-day event bringing

To foster networking, Miscellaneous 2,055 € Staffing 4,450 €
together tech industry
Event knowledge sharing, and
Event leaders, innovators, and
Objective/ collaboration among
Description startups to discuss the Sponsored by TechCorp,
Purpose technology professionals Sponsorship
latest trends and future of InnovateX, and Silicon Marketing 920 €
and enthusiasts. Information
technology. Valley Bank

ATTENDEES LOGISTICS
John Doe (CEO of Shuttle service from San On-site parking available
Number of Transportation Parking
43 VIP Guests TechCorp), Jane Smith Jose Airport to the venue with reserved spots for
Attendees Arrangements Information
(Founder of InnovateX) for VIP guests VIPs
Blocked rooms at Silicon
Accommodatio
RSVP Deadline 2024-08-31 Vegan meal options, Valley Hotel for speakers Difference Security Arrangements
n Details
Special wheelchair accessibility, and VIP guests
Requests translation services for
Friends, Colleagues, international guests Sarah Brown, (555) 234- Mike Davis, (555) 876-
Guest List Event Manager Security Lead
Neighbours 5678 5432

MARKETING AND PROMOTION TECHNICAL AND AV REQUIREMENTS

Social media campaigns, Projectors, microphones,
Marketing Promotional Banners, flyers, online ads, Audio-Visual Technical On-site support from Tech
email newsletters, speakers, video recording
Plan Materials press releases Equipment Support Team Solutions AV
targeted ads setup
Paid social media ads,
Social Media Twitter, LinkedIn, Advertising
sponsored content on tech
Channels Facebook, Instagram Plan
blogs, email blasts

VENDORS AND SUPPLIERS

FEEDBACK AND EVALUATION Catering Gourmet Events Catering Contacts (555) 123-4567

To be sent out via email to

Post-Event Key Will be summarized in a
all attendees within 24 AV Equipment Tech Solutions AV Contacts (555) 987-6543
Survey Takeaways post-event report
hours after the event

Attendee satisfaction, Thank you emails to Decorations Elegant Events Décor Contacts (555) 456-7890
Evaluation speaker performance, Follow-up speakers and attendees,
Criteria logistical efficiency, overall Actions analysis of feedback for
event success future improvements Contracts and Signed and filed with Event Payment All payments due by
Agreements Management Deadlines September 10, 2024

.
 AL ESTIMATED BUDGET $ 15,510

EVENT BUDGET TOTAL ACTUAL BUDGET $ 16,885

VENUE ESTIMATED ACTUAL DIFF MARKETING ESTIMATED ACTUAL DIFF

ESTIMATED и ACTUAL
Venue Rental 1,000 € 1,000 € -€ Online Ads 100 € 120 € 20 €

Cleaning Fees 1,500 € 1,400 € - 100 € Print Ads 110 € 150 € 40 € VENUE

Decorations 500 € 550 € 50 € Flyers/Posters 110 € 250 € 140 €

FOOD & BEVERAGE
Utilities 100 € 100 € -€ Social Media Promotion 120 € 200 € 80 €

Setup/Teardown Labor 150 € 250 € 100 € Email Campaigns 120 € 200 € 80 €

ENTERTAINMENT
Furniture/Equipment Rental 200 € 250 € 50 € Other -€ -€ -€

Other -€ -€ -€ Other -€ -€ -€
MARKETING
Other -€ -€ -€ Other -€ -€ -€

Other -€ -€ -€ Other -€ -€ -€ STAFFING

Other -€ -€ -€ Other -€ -€ -€
MISCELLANEOUS

FOOD & BEVERAGE ESTIMATED ACTUAL DIFF STAFFING ESTIMATED ACTUAL DIFF

00

00

00
€-

,0

,0

,0
Catering 500 € 500 € -€ Event Staff Wages 1,000 € 1,500 € 500 €

€2

€4

€6
Beverages 600 € 550 € - 50 € Security 900 € 850 € - 50 €

Snacks/Appetizers 700 € 650 € - 50 € Volunteer Expenses 800 € 1,500 € 700 €

ACTUAL ESTIMATED
Servers/Staff 600 € 650 € 50 € Uniforms/Badges 700 € 600 € - 100 €

Tableware 500 € 550 € 50 € Other -€ -€ -€

Linen 400 € 500 € 100 € Other -€ -€ -€

Other -€ -€ -€ Other -€ -€ -€ EXPENSE BREAKDOWN

Other -€ -€ -€ Other -€ -€ -€

Other -€ -€ -€ Other -€ -€ -€ 12%

21%
Other -€ -€ -€ Other -€ -€ -€

ENTERTAINMENT ESTIMATED ACTUAL DIFF MISCELLANEOUS ESTIMATED ACTUAL DIFF

Performers/Artists 150 € 200 € 50 € Transportation 800 € 550 € - 250 €

26%
DJ/Music 250 € 200 € - 50 € Insurance 700 € 440 € - 260 €

Sound System Rental 350 € 300 € - 50 € Permits/Licenses 600 € 555 € - 45 € 20%

Lighting Rental 450 € 400 € - 50 € Contingency Fund 500 € 510 € 10 €

Stage Setup 450 € 660 € 210 € Other -€ -€ -€ 5%

15%
Activities/Games 550 € 750 € 200 € Other -€ -€ -€

Other -€ -€ -€ Other -€ -€ -€
VENUE FOOD & BEVERAGE
Other -€ -€ -€ Other -€ -€ -€ ENTERTAINMENT MARKETING
Other -€ -€ -€ Other -€ -€ -€ STAFFING MISCELLANEOUS

Other -€ -€ -€ Other -€ -€ -€
 INVITATION TRACKER ATTENDING TABLE SELECTION MEAL SELECTION LODGING
Guests Needs
50 Ceremony 19 Table 1 7 Table 6 5 Table 11 0 Table 16 0 Meal 1 10
Planned Accomodatio 39

GUEST LIST Invitation Sent

Answer "Yes"
Answer "No"
47
43
2
Cocktail
Dinner
Luncheon
37
37
40
Table 2
Table 3
Table 4
5
5
5
Table 7
Table 8
Table 9
5
6
0
Table 12
Table 13
Table 14
0
0
0
Table 17
Table 18
Table 19
0
0
0
Meal 2
Meal 3
Meal 4
9
8
8
n
Don't need
Accomodatio 4
n
No Answer 2 Rehearsal 40 Table 5 5 Table 10 0 Table 15 0 Table 20 0 Meal 5 8 Need to book 2

NEED
GUEST INVITATIO REHEARSA TABLE MEAL SPECIAL
FIRST NAME LAST NAME EMAIL PHONE ADDRESSE MAILING ADDRESS SENT ON ANSWER CEREMONY COCKTAIL DINNER LUNCHEON FOOD PREFERENCES ACCOMODATIO BOOKED
CATEGORY N SENT L NUMBER CHOICE REQUESTS
N
18071 Ketch Ave
Lacto-
1 Olivia Thompson Adult [Link]@[Link] (555) 123-4567 Olivia Thompson Garden Grove, California(CA), YES 01/03/24 YES YES YES YES YES YES Table 1 Meal 1 Vegetarian YES YES
vegetarian
92843
18071 Ketch Ave
2 Ethan Rodriguez Adult [Link]@[Link] (555) 987-6543 Ethan Rodriguez Garden Grove, California(CA), YES 01/20/24 YES YES YES YES YES YES Table 2 Meal 2 YES YES
92843
Document Inc 111 Industrial Ctr
3 Ava Patel Adult [Link]@[Link] (555) 555-1234 Ava Patel YES 01/04/24 YES NO YES YES YES YES Table 3 Meal 3 YES YES
Belmont, California(CA), 94002
218 E Myrtle Ave
4 Liam Wilson Adult [Link]@[Link] (555) 876-5432 Mia Garcia NO 01/16/24
Reedley, California(CA), 93654
380 Sutley Cir
Medical Lactose
5 Mia Garcia Adult [Link]@[Link] (555) 234-5678 Sacramento, California(CA), YES 01/15/24 YES NO YES YES YES YES Table 5 Meal 5 YES YES
Condition intolerance
95835
14400 Chestnut St
6 Noah Smith Adult [Link]@[Link] (555) 345-6789 Noah Smith Westminster, California(CA), YES 01/08/24 YES YES YES YES YES YES Table 6 Meal 4 YES YES
92683
206 Armada Ct
7 Sophia Nguyen Adult [Link]@[Link] (555) 789-0123 Sophia Nguyen YES 01/04/24 YES YES YES YES YES YES Table 7 Meal 1 YES YES
Joppa, Maryland(MD), 21085
266 Riverside Ave
8 Aiden Johnson Adult [Link]@[Link] (555) 210-9876 Aiden Johnson Medford, Massachusetts(MA), YES 01/20/24 YES NO YES YES YES YES Table 8 Meal 2 Vegetarian Ovo-vegetarian YES YES
02155
5618 Martin Rd
9 Isabella Brown Adult [Link]@[Link] (555) 543-2109 Isabella Brown YES 01/16/24 YES NO YES YES YES YES Table 1 Meal 3 YES YES
Corunna, Michigan(MI), 48817
202 Laudholm Farm Rd No photos or
10 Lucas Martinez Adult [Link]@[Link] (555) 678-9012 Lucas Martinez YES 01/02/24 YES NO NO NO YES YES Table 2 Meal 4 YES YES
Wells, Maine(ME), 04090 videos
1795 Modoc Ave
11 Amelia Taylor Adult [Link]@[Link] (555) 890-1234 Amelia Taylor YES 01/09/24 YES YES YES YES YES YES Table 3 Meal 5 YES YES
Tulare, California(CA), 93274
708 Meadowhill Rd
Medical
12 Oliver Lee Adult [Link]@[Link] (555) 432-1098 Oliver Lee West Point, Mississippi(MS), YES 01/16/24 YES YES YES YES YES YES Table 4 Meal 2 Diabetes YES YES
Condition
39773
1057 Lakeville Rd
[Link]@[Link] Harper
13 Harper Hernandez Adult (555) 567-8901 New Hyde Park, New York(NY), YES 01/05/24 YES NO YES YES YES YES Table 5 Meal 1 YES YES
m Hernandez
11040
867 Kings Post Rd
14 Elijah Davis Adult [Link]@[Link] (555) 012-3456 Elijah Davis YES 01/13/24
Rockledge, Florida(FL), 32955
2005 Randolph Rd
15 Evelyn Adams Adult [Link]@[Link] (555) 321-0987 Evelyn Adams YES 01/02/24 YES YES YES YES YES YES Table 7 Meal 3 NO
Rockville, Maryland(MD), 20852
Baby High
16 Jackson Adams Baby - - - - YES 01/12/24 YES YES YES YES YES YES Table 8 Meal 4 YES YES
Chair
44220 Stonebridge Dr Lacto-ovo
17 Scarlett Baker Adult [Link]@[Link] (555) 789-2345 Scarlett Baker YES 01/14/24 YES YES YES YES YES YES Table 1 Meal 5 Vegetarian YES YES
Belleville, Michigan(MI), 48111 vegetarian
25 217th Rte #B
18 Logan Wright Adult [Link]@[Link] (555) 123-5678 Logan Wright YES 01/02/24 YES NO NO NO YES YES Table 2 Meal 2 YES YES
Hudson, New York(NY), 12534
10601 NW 60th Ter
19 Abigail Lewis Adult [Link]@[Link] (555) 890-2341 Abigail Lewis YES 01/15/24 YES NO YES YES YES YES Table 3 Meal 1 Food Allergy Gluten-free YES YES
Alachua, Florida(FL), 32615
105 Jenny Ln
20 Mason Turner Adult [Link]@[Link] (555) 234-9012 Mason Turner YES 01/05/24 YES NO NO NO YES YES Table 4 Meal 2 YES YES
Hawthorne, Florida(FL), 32640
317 Washington Ave
21 Grace Mitchell Adult [Link]@[Link] (555) 567-8901 Grace Mitchell YES 01/06/24 YES NO YES YES YES YES Table 5 Meal 3 YES YES
Ames, Iowa(IA), 50010

22 Caleb Mitchell Adult [Link]@[Link] (555) 901-2345 - - YES 01/10/24 YES NO YES YES YES YES Table 6 Meal 4 YES NO

23 Chloe Mitchell Kid - - - - YES 01/19/24 YES NO YES YES YES YES Table 7 Meal 5 YES NO

5757 350th St
24 Benjamin Cooper Adult [Link]@[Link] (555) 678-9012 Benjamin Cooper YES 01/19/24 YES NO YES YES NO NO Table 8 Meal 3 YES
Stanley, Wisconsin(WI), 54768
1531 Nebraska St
25 Lily Robinson Adult [Link]@[Link] (555) 012-3456 Lily Robinson YES 01/18/24 YES NO YES YES YES YES Table 1 Meal 1 Vegan Raw vegan YES YES
Mound City, Missouri(MO), 64470
514 Barcelona Ave
26 Samuel Young Adult [Link]@[Link] (555) 345-6789 Samuel Young YES 01/15/24 YES YES YES YES YES YES Table 2 Meal 2 NO
Venice, Florida(FL), 34285
277 Ransom Rd
27 Zoey Wright Adult [Link]@[Link] (555) 789-0123 Zoey Wright YES
Lancaster, New York(NY), 14086
74 Nicole Ct Non-alcoholic
28 Daniel Hall Adult [Link]@[Link] (555) 890-1234 Daniel Hall YES 01/08/24 YES NO YES YES YES YES Table 4 Meal 4 YES YES
Old Bridge, New Jersey(NJ), 08857 beverage
1226 W 144th St
29 Penelope Walker Adult [Link]@[Link] (555) 123-4567 Penelope Walker YES 01/19/24 YES NO YES YES YES YES Table 5 Meal 5 YES YES
Gardena, California(CA), 90247
1111 Broadway St
30 Wyatt White Adult [Link]@[Link] (555) 210-9876 Wyatt White YES 01/19/24 YES NO YES YES NO NO Table 6 Meal 4 YES YES
Audubon, Iowa(IA), 50025
7155 Perfect Pl
31 Victoria Reed Adult [Link]@[Link] (555) 432-1098 Victoria Reed Port Tobacco, Maryland(MD), YES 01/06/24 YES YES YES YES YES YES Table 7 Meal 1 YES YES
20677
6 Hagemount Ave
32 Gabriel Hill Adult [Link]@[Link] (555) 567-8901 Gabriel Hill Hightstown, New Jersey(NJ), YES 01/04/24 YES YES YES YES YES YES Table 8 Meal 2 YES YES
08520
2006 Yellow Rose Way Lacto-ovo
33 Layla Ward Adult [Link]@[Link] (555) 098-7654 Layla Ward YES 01/16/24 YES NO NO NO YES YES Table 1 Meal 3 Vegetarian YES YES
Gonzales, Texas(TX), 78629 vegetarian
103 Glenlakes Dr
34 Dylan Carter Adult [Link]@[Link] (555) 543-2109 Dylan Carter YES NO
La Place, Louisiana(LA), 70068
 8462 Imperial Dr
35 Riley Foster Adult [Link]@[Link] (555) 234-5678 Riley Foster YES 01/11/24 YES YES YES YES YES YES Table 3 Meal 5 NO
Laurel, Maryland(MD), 20708
Baby High
36 Aurora Foster Kid - - - - YES 01/05/24 YES YES YES YES YES YES Table 4 Meal 1 YES YES
Chair

37 Liam Foster Adult [Link]@[Link] (555) 678-9012 - - YES 01/16/24 YES YES YES YES YES YES Table 5 Meal 1 YES YES

Mill Ctr Center Conway, New Specific Diet

38 Mia Hayes Adult [Link]@[Link] (555) 345-6789 Mia Hayes YES 01/03/24 YES NO YES YES YES YES Table 6 Meal 2 Keto diet YES YES
Hampshire(NH), 03813 Plan
1304 Lorraine Ave
39 Olivia Clark Adult [Link]@[Link] (555) 901-2345 Olivia Clark YES 01/14/24 NO
Bellevue, Nebraska(NE), 68005
431 S 2nd St E
40 Noah Price Adult [Link]@[Link] (555) 234-5678 Noah Price YES 01/07/24 YES NO NO NO YES YES Table 8 Meal 4 YES YES
Soda Springs, Idaho(ID), 83276
1181 Forest Hills Dr
41 Ava Bennett Adult [Link]@[Link] (555) 789-0123 Ava Bennett YES 01/11/24 YES YES YES YES YES YES Table 1 Meal 5 YES YES
Salix, Pennsylvania(PA), 15952
2431 139th St SE
42 Ethan Sullivan Adult [Link]@[Link] (555) 890-1234 Ethan Sullivan YES 01/08/24 YES YES YES YES YES YES Table 2 Meal 3 Food Allergy Nut-free NO
Bothell, Washington(WA), 98012
704 Helmsdale Pl N
43 Emma Foster Adult [Link]@[Link] (555) 567-8901 Emma Foster Brentwood, Tennessee(TN), YES 01/06/24 YES NO YES YES YES YES Table 3 Meal 1 YES YES
37027
16661 146th Pl
44 Carter Taylor Adult [Link]@[Link] (555) 234-9012 Carter Taylor YES 01/03/24 YES NO NO NO YES YES Table 4 Meal 2 YES YES
Lockport, Illinois(IL), 60441
2082 County Rd #6
45 Aria Phillips Adult [Link]@[Link] (555) 901-2345 Aria Phillips NO
Lyons, Nebraska(NE), 68038
8500 148th Ave NE #F1022
46 Sebastian Turner Adult [Link]@[Link] (555) 678-9012 Sebastian Turner Redmond, Washington(WA), YES 01/13/24 YES YES YES YES YES YES Table 6 Meal 4 YES YES
98052
101 Dan Ln
47 Isla Martinez Adult [Link]@[Link] (555) 345-6789 Isla Martinez Cheraw, South Carolina(SC), YES 01/14/24 YES YES YES YES YES YES Table 7 Meal 5 YES YES
29520
232 Penny Ln
48 Elijah Brooks Adult [Link]@[Link] (555) 012-3456 Elijah Brooks Lake Geneva, Wisconsin(WI), YES 01/12/24 YES NO YES YES YES YES Table 8 Meal 3 YES YES
53147
569 17th Hwy Whole-foods
49 Grace Kelly Adult [Link]@[Link] (555) 789-0123 Grace Kelly YES 01/08/24 YES NO YES YES NO NO Table 1 Meal 1 Vegan YES YES
Canton, Mississippi(MS), 39046 plant-based
145 Spruce Dr
50 Lucas Cooper Adult [Link]@[Link] (555) 890-1234 Lucas Cooper Shrewsbury, New Jersey(NJ), NO
07702
MARKETING ACTIVITIES
SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

1 WEEK
Launch of Eco-Friendly
Water Bottle

Social Media (Instagram, Facebook),

Black Friday and Cyber Monday
Deals

Online Advertising, Email

TOPIC
Re-engage Dormant
Subscribers
TOPIC TOPIC TOPIC

CHANNELS Email
Email Marketing Campaigns, Social Media

Increase brand awareness, Boost end-of-year sales, clear Reactivate subscribers who haven't
OBJECTIVES
generate pre-orders inventory interacted in the last 6 months

Eco-conscious consumers, ages 25-

AUDIENCE Existing customers and new leads Dormant email subscribers
40

BUDGET $15,000 $10,000 $1,000

OWNER Marketing Team Lead Sales Manager Email Marketing Specialist

Develop and distribute launch Create and run ad campaigns, email Segment audience, craft
ACTION content, host live Q&A sessions, newsletters with discounts, social personalized emails, offer special
send promotional emails media contests incentives

To be measured in terms of
Track sales volume, new customer Track open rates, click-through
RESULTS engagement rates, number of pre-
acquisition, and ROI rates, and re-engagement metrics
orders, and reach

2 WEEK
TOPIC Maximizing Use of Our Software TOPIC TOPIC TOPIC TOPIC TOPIC

CHANNELS Webinar via Zoom

Educate existing customers,

OBJECTIVES
enhance customer retention

AUDIENCE Current users of the software

BUDGET $2,000

OWNER Customer Success Team

Plan and host the webinar, follow up

ACTION with a Q&A session, distribute
resource materials

Measure attendance, satisfaction

RESULTS ratings, follow-up questions, and
feature usage increase

3 WEEK
TOPIC TOPIC TOPIC TOPIC TOPIC TOPIC TOPIC

CHANNELS

OBJECTIVES

AUDIENCE

BUDGET

OWNER

ACTION
RESULTS

.
 TO DO LIST
DONE TASK CATEGORY ASSIGNED TO DUE DATE PRIORITY % COMPLETE NOTES

FALSE Finalize Event Date and Venue Venue Angela 01/24/24 Low

TRUE Draft Event Agenda Program Donald 02/05/24 Low 100%

FALSE Send Out Invitations Attendees Christy 02/20/24

FALSE Design and Print Promotional Materials Marketing Angela 03/07/24 20%

FALSE Set Up Event Website Website Donald 03/22/24 Low

TRUE Coordinate with Vendors Vendors Christy 04/06/24 Medium 100%

FALSE Book Accommodation for VIPs Logistics Angela 04/24/24 High

FALSE Organize Transportation Logistics Donald 05/06/24

TRUE Launch Social Media Campaign Marketing Christy 05/24/24 Low 100%

FALSE Finalize Sponsorship Agreements Sponsorship Angela 06/05/24

FALSE Create and Send Out Press Releases PR Donald 06/20/24 Low 50%

FALSE Prepare Post-Event Survey Feedback Christy 07/05/24 Medium

FALSE Confirm Security Arrangements Security Angela 07/20/24

FALSE Arrange Technical Rehearsals Technical Donald 08/04/24 33%

FALSE Organize Registration Process Registration Christy 08/19/24

FALSE Plan Catering Menu Catering Angela 09/03/24 Low

FALSE Order Event Signage Signage Donald 09/18/24

FALSE Secure Wi-Fi and Internet Setup Technical Christy 10/03/24

FALSE Develop a Contingency Plan Contingency Angela 10/18/24 High

FALSE Coordinate with Volunteers Volunteers Donald 11/02/24 Low

FALSE Plan Networking Sessions Networking Christy 11/03/24 Low

FALSE Send Out Event Reminders Attendees Angela 11/04/24

FALSE Prepare Speaker Bios and Introductions Speakers Donald 11/05/24

FALSE Finalize Event Budget Budget Christy 11/06/24 High

FALSE

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EVENT CHECKLIST
3-6 MONTHS BEFORE THE EVENT NOTES 1-4 WEEKS BEFORE THE EVENT
0 Finalize Event Date and Venue 0 Send Out Event Reminders

0 Draft Event Agenda 0 Organize Registration Process

0 Confirm Sponsorship Agreements 0 Develop a Contingency Plan

1 Set Up Event Website 0 Prepare Post-Event Survey

0 Send Out Invitations 1 Coordinate with Volunteers

0 Secure Wi-Fi and Internet Setup 0 Plan Networking Sessions

0 Book Accommodation for VIPs 1 Review and Finalize Budget

1 Design and Print Promotional Materials 1-3 MONTHS BEFORE THE EVENT 0 Create and Send Out Press Releases

0 Research and Select Vendors 0 Launch Social Media Campaign 1 Confirm Final Vendor Deliveries and Services

0 Develop Event Theme and Branding 0 Coordinate with Vendors 0 Print Event Programs and Materials

0 Create Marketing Plan 1 Plan Catering Menu 0 Finalize Catering Details

1 Secure Speakers and Keynote Guests 0 Arrange Technical Rehearsals 0 Review Event Logistics and Run-Throughs

0 Prepare Initial Budget 1 Order Event Signage 0 Confirm Technical and AV Setups

0 Draft Contracts and Agreements with Vendors 0 Confirm Security Arrangements 0 Prepare Name Badges and Guest Lists

0 Begin Advertising and Promotions 1 Organize Transportation 0 Ensure Transportation Arrangements are in Place

0 Plan Transportation Logistics 0 Prepare Speaker Bios and Introductions 0 Confirm On-Site Security Measures

0 Identify and Recruit Volunteers 0 Finalize Event Agenda 0 Conduct Final Staff and Volunteer Briefings

0 Establish Security Requirements 0 Confirm Accommodation Arrangements 0 Review Emergency and Medical Procedures

0 Arrange Initial Meetings with Event Staff 0 Finalize Event Layout and Seating Plans 0 Distribute Final Event Schedules to Team

0 Prepare a Preliminary Event Timeline 0 Confirm AV and Technical Requirements 0 Conduct a Full Event Rehearsal

0 Review and Update Event Website

NOTES 0 Distribute Marketing Materials NOTES

0 Confirm VIP Guest Attendance

0 Coordinate Press and Media Coverage

0 Develop Emergency Response Plan

0 Confirm Volunteer Roles and Responsibilities

0 Finalize Event Script and Host Instructions

0 Send Out Detailed Information to Attendees

.
 EVENT PLANNING SCHEDULE

15-Aug
15-Aug
15-Aug
16-Aug
16-Aug
16-Aug
17-Aug
17-Aug
17-Aug
18-Aug
18-Aug
18-Aug
19-Aug
19-Aug
19-Aug
20-Aug
20-Aug
21-Aug
21-Aug
21-Aug
22-Aug
22-Aug
22-Aug
23-Aug
23-Aug
23-Aug
24-Aug
24-Aug
24-Aug
25-Aug
25-Aug
25-Aug
26-Aug
26-Aug
27-Aug
27-Aug
27-Aug
28-Aug
28-Aug
28-Aug
29-Aug
29-Aug
29-Aug
30-Aug
30-Aug
30-Aug
31-Aug
31-Aug
1-Sep
ACTIVITY START FINISH LOCATION RESPONSIBLE

Set up Tables, Chairs, and Decorations 15-Aug 18-Aug Main Hall Event Setup Team

Prepare the Stage and Audio/Visual

16-Aug 19-Aug Stage Area Technical Team
Equipment
Arrange Registration Area and Check-In
17-Aug 20-Aug Entrance Lobby Reception Team
Facilities

Confirm Vendor Arrivals and Setup 18-Aug 21-Aug Various Locations Vendor Coordinator

Troubleshoot Any Vendor-Related Issues 19-Aug 22-Aug Various Locations Vendor Coordinator

Conduct Detailed Final Walkthrough 20-Aug 23-Aug Entire Venue Event Coordinator

Staff and Volunteer Briefing 21-Aug 24-Aug Backstage Volunteer Manager

Allow Early VIP Entry 22-Aug 25-Aug VIP Entrance VIP Coordinator

Guest Arrival and Registration 23-Aug 26-Aug Entrance Lobby Reception Team

Opening Remarks by Host 24-Aug 27-Aug Main Hall Event Host

Catering Team,
Dinner and Speeches 25-Aug 28-Aug Main Hall
Speakers
Keynote Speaker,
Keynote Speeches and Presentations 26-Aug 29-Aug Main Hall
Event Host
Auctioneer,
Conduct Live Auction 27-Aug 30-Aug Main Hall
Fundraising Team
Entertainment
Entertainment and Networking 28-Aug 31-Aug Main Hall
Manager
Event Host,
Closing Remarks and Acknowledgments 29-Aug 1-Sep Main Hall
Fundraising Leader
 September 25, 2024
EVENT TIMING EVENT DATE

SCHEDULE TOP PRIORITIES FOR TODAY

6:00 AM Team arrives and accesses venue. 1 Ensure all speakers have confirmed their attendance

6:30 AM Set up stages, seating, decor. 1 Check the audio-visual equipment before the event start

7:00 AM AV teams begin setup and tests. 0 Conduct a final inspection of the venue for safety

7:30 AM Finalize stage and seating setup.

8:00 AM Staff briefing and equipment distribution. TODAY'S DELIVERIES

8:30 AM Open venue for vendors. 1 Flowers for decoration — Delivery at 9:00 AM,

9:00 AM Start guest registration. 1 Conference materials — Delivery at 10:00 AM

9:30 AM Opening remarks by organizer. ###

### Keynote presentation. FALSE

### Coffee and networking break. ###

### Industry panel discussion. ###

### Start breakout workshops. ###

12:00 PM Lunch service. ###

12:30 PM Lunchtime speaker session. FALSE

1:00 PM Continue workshops.

1:30 PM Resume panel discussion. KEY CONTACTS

2:00 PM Networking and refreshment break. Event Organizer: Anna Sergeyevna, +1122334455

2:30 PM Audience interactive session. Chief Technician: Mikhail Romanovich, +2233445566

3:00 PM Second keynote speaker. Vendor Coordinator: Olga Fedorovna, +3344556677

3:30 PM Refreshment break.

4:00 PM Last workshop session.

4:30 PM Event closing remarks.

5:00 PM Start cocktail reception.

5:30 PM Begin entertainment.

6:00 PM Dinner begins.

6:30 PM Awards and acknowledgments.

7:00 PM Networking and mingling. NOTES & REMINDERS

7:30 PM Recap and final thanks. Remind all speakers to arrive 30 minutes before their presentat

8:00 PM Official event conclusion. Check for vegetarian and vegan options in the catering service

8:30 PM After-party begins. The latest weather update indicates possible rain — prepare

9:00 PM Band performance at after-party. umbrellas and pavilions for guests

9:30 PM Serve late-night snacks.

10:00 PM Last call for drinks.

10:30 PM Start cleanup.

11:00 PM Check for lost and found.

11:30 PM Secure and lock-up venue.

.
CATEGORY TABLE MEAL
Adult Table 1 Meal 1
Kid Table 2 Meal 2
Baby Table 3 Meal 3
Table 4 Meal 4
Table 5 Meal 5
Table 6
Table 7
Table 8
Table 9
Table 10
Table 11
Table 12
Table 13
Table 14
Table 15
Table 16
Table 17
Table 18
Table 19
Table 20