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Overview
“What rock did you crawl out from under?”
🛑 STOP THIS IS NOW IN ASANA!
Words We Live By:
We Value
Quick Links
Next Steps
Our Team
Department
Name
Role
Capacity
Notes & Fun Facts
⚙️ Operations
7
🐯 Jim
Event Manager/ Lead
50%
Open
🐘 Jen
Event Manager/ HR & Accounting
25%
Open
🧜🏼♀️ Joyce
Event Coordinator
50%
Open
💼 Legal
Legal
5%
Open
Some Person
Volunteer
25%
Open
Some Person
Volunteer
25%
Open
Some Person
Volunteer
25%
Open
💬 Mouth
2
🐊 Jack
Biz Dev & Marketing
50%
Open
✨ Metis
Marketing
5%
Open
🎨 Design
4
🦋 Val
Designer
50%
Open
🐝 Kelly
Designer
50%
Open
🪲 Glynnis?
Designer
5%
Open
Some Design Person
Volunteer/Freelancer
25%
Open
✨ Development
2
🐬 Cody
Developer
50%
Open
🐧 Yossef?
Developer
5%
Open
Roadmap & Timeline
Website phase timeline
Marketing & copy timeline
Timeline
12-9 months before event6-3 months before event2-1 month before eventWeek of event
Packing Check List
Prepare evaluation forms
Confirm Break Vendors (Invoices and orders set)
Confirm Sponosors and when they will be presented
Pack Banners and Mac for Miami
Prepare registration packets/swag materials
Conduct briefing for all staff
Table tents for Vendors
Pack Tshirts
Place Tshirt Sizes with Name Badges
Confirm last of Meetup/External ticket request
Create Stipends and Thank You letters for Speakers
Reserve 2 parking spots
Pack materials for transport
Finalize script
Prepare name badges
Request hotel room list
Finalize staff/volunteer assignments and schedule
Prepare and copy attendee list
Travel to event city (as needed)
Transport last minute materials
Conduct final work through of venue and meet with facility staff to confirm details
Set-up registration station
Review invoice/graduities paid
Conduct/Manage event
Distribute event survey to attendees
Manage Social Media (twitter, facebook, etc.)
1-2 months after eventApr 2024
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23
24
25
26
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28
29
30
May 2024
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Jun 2024
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Jul 2024
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Aug 2024
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Sep 2024
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Oct 2024
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31
Nov 2024
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26
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28
29
30
Dec 2024
1
2
3
4
5
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9
10
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12
13
14
15
16
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18
19
20
21
22
23
24
25
26
27
28
29
30
31
12-9 months before event28
6-3 months before event21
2-1 month before event22
Packing Check List
1-2 months after event10
Month
TodayFit
Add task
Task tracker
Milestones
Task
Assigned
Department
Status
Notes
Start date
End date
Prerequisite
Prerequisite end date
Dependent tasks
Dependent task start date
1
12-9 months before event
Create FAQ for Exhibitors
Blocked
Open
[ ]
[ ]
2
12-9 months before event
Draft working agenda
🧜🏼♀️ Joyce
⚙️ Operations
In progress
Open
10/1/2023
10/13/2023
Assign deadlines/time frames
10/16/2023
3
12-9 months before event
Assign deadlines/time frames
🧜🏼♀️ Joyce
⚙️ Operations
In progress
Open
10/16/2023
1/31/2024
Draft working agenda
10/13/2023
[ ]
[ ]
4
12-9 months before event
Design working site with branding
🦋 Val
🐝 Kelly
🎨 Design
In progress
Open
9/1/2023
12/1/2023
[ ]
[ ]
5
12-9 months before event
🐯 Jim
⚙️ Operations
Not started
Open
[ ]
[ ]
6
12-9 months before event
Create working budget
🐘 Jen
⚙️ Operations
Not started
Open
[ ]
[ ]
7
12-9 months before event
Create working schedule of event
🧜🏼♀️ Joyce
⚙️ Operations
Not started
Open
[ ]
[ ]
8
12-9 months before event
Contact CVB regarding Lodging options
🐯 Jim
🐘 Jen
⚙️ Operations
Not started
Open
[ ]
[ ]
9
12-9 months before event
Obtain Event Insurance
🐯 Jim
🐘 Jen
⚙️ Operations
Not started
Open
[ ]
[ ]
10
12-9 months before event
Design printables
🦋 Val
🐝 Kelly
🎨 Design
Not started
Open
9/1/2023
1/31/2024
[ ]
[ ]
11
12-9 months before event
Contact CVB for venue ideas
🐯 Jim
⚙️ Operations
Shipped/Done
Open
[ ]
[ ]
12
12-9 months before event
Reseach venues
🐯 Jim
⚙️ Operations
Shipped/Done
Open
[ ]
[ ]
13
1-2 months after event
Hold post-conf meeting with venue/facilities
Open
8/19/2024
10/31/2024
[ ]
[ ]
14
Week of event
Packing Check List
🐯 Jim
🐘 Jen
⚙️ Operations
Open
7/15/2024
7/26/2024
[ ]
[ ]
15
12-9 months before event
CALL FOR REGISTRATION
Open
[ ]
[ ]
16
2-1 month before event
CALL FOR VOLUNTEERS
Open
6/1/2024
7/29/2024
[ ]
[ ]
17
12-9 months before event
CALL FOR SPEAKERS & SPONSORS
Open
[ ]
[ ]
18
6-3 months before event
Create contact list for potential sponsors, media sources, speakers, meetups, etc.
Open
2/1/2024
4/1/2024
[ ]
[ ]
19
12-9 months before event
Select venue
Open
[ ]
[ ]
20
12-9 months before event
Obtain the finalized hotel contract signed by both parties
Open
[ ]
[ ]
21
12-9 months before event
Set up session/speaker files (Wufoo)
Open
[ ]
[ ]
22
12-9 months before event
Evaluate budget
Open
[ ]
[ ]
23
12-9 months before event
Finalize marketing plan with deadlines and tasks to fulfill plan
Open
[ ]
[ ]
24
12-9 months before event
Update registration policies and fees
Open
[ ]
[ ]
25
12-9 months before event
Prepare on-line registration
Open
[ ]
[ ]
26
12-9 months before event
Finalize web page and branding
Open
[ ]
[ ]
27
12-9 months before event
Sign venue contract
Open
[ ]
[ ]
28
12-9 months before event
Draft invitation letters to speakers
Open
[ ]
[ ]
29
12-9 months before event
Apply finishing touches to site before "Save the Date" goes out
Open
[ ]
[ ]
30
12-9 months before event
Announce registration and add to site
Open
[ ]
[ ]
31
12-9 months before event
Announce lodging and add to site
Open
[ ]
[ ]
32
12-9 months before event
Draft Save the Date email
Open
[ ]
[ ]
33
12-9 months before event
Send Save the Date email with links to CFP and early bird tickets
Open
[ ]
[ ]
34
12-9 months before event
Research potential sponsors
Open
[ ]
[ ]
35
6-3 months before event
Inspect venue - confirm areas being used
Open
[ ]
[ ]
36
6-3 months before event
Complete the social program
Open
[ ]
[ ]
37
6-3 months before event
Finalize banquet & hospitality arrangements
Open
[ ]
[ ]
38
6-3 months before event
Update crisis management plan
Open
[ ]
[ ]
39
6-3 months before event
Contact potential sponsors
Open
[ ]
[ ]
40
6-3 months before event
Evaluate budget
Open
[ ]
[ ]
41
6-3 months before event
Very early bird ticket price expires
Open
[ ]
[ ]
42
6-3 months before event
Inventory Name Tags and Conference material
Open
[ ]
[ ]
43
6-3 months before event
Early bird ticket price expires
Open
[ ]
[ ]
44
6-3 months before event
Close CFP
Open
[ ]
[ ]
45
6-3 months before event
Take proposals to committee for review
Open
[ ]
[ ]
46
6-3 months before event
Finalize selection of topics/speakers
Open
[ ]
[ ]
47
6-3 months before event
Follow up with Invited Speakers for talk descriptions
Open
[ ]
[ ]
48
6-3 months before event
Draft Congratulations letter for CFP speakers
Open
[ ]
[ ]
49
6-3 months before event
Draft Provisional Selection letter for CFP speakers
Open
[ ]
[ ]
50
6-3 months before event
Draft Denial letter for CFP speakers
Open
[ ]
[ ]
51
6-3 months before event
Notify Speakers of CFP status
Open
[ ]
[ ]
52
6-3 months before event
Speaker confirm by date (info due)
Open
[ ]
[ ]
53
6-3 months before event
Send speaker confirmation email with date & time of presentation
Open
[ ]
[ ]
54
6-3 months before event
Announce Speakers
Open
[ ]
[ ]
55
2-1 month before event
Conduct venue meeting regarding set up
Open
[ ]
[ ]
56
2-1 month before event
Confirm photography/videography arrangements
Open
[ ]
[ ]
57
2-1 month before event
Order name badge holders and card stock
Open
[ ]
[ ]
58
2-1 month before event
Distribute press release to related organizations
Open
[ ]
[ ]
59
2-1 month before event
Send confirmation letters to all speakers
Open
[ ]
[ ]
60
2-1 month before event
Finalize budget
Open
[ ]
[ ]
61
2-1 month before event
Announce volunteer program
Open
[ ]
[ ]
62
2-1 month before event
Place orders for swag and printed items
Open
[ ]
[ ]
63
2-1 month before event
Speaker information due
Open
[ ]
[ ]
64
2-1 month before event
Process speaker/staff room reservations (before room block deadline)
Open
[ ]
[ ]
65
2-1 month before event
Send reminders to speakers (concerning dates/contracts, AV requirements, audio& video taping release form, etc.)
Open
[ ]
[ ]
66
2-1 month before event
Promote in newsletters and trade magazines
Open
[ ]
[ ]
67
2-1 month before event
Promote in Meetup groups in Chicago
Open
[ ]
[ ]
68
2-1 month before event
Finalize meeting room assignments
Open
[ ]
[ ]
69
2-1 month before event
Follow up with sponsors (exhibit space, conference tickets, swag, etc.)
Open
[ ]
[ ]
70
2-1 month before event
Draft script
Open
[ ]
[ ]
71
2-1 month before event
Develop packing list
Open
[ ]
[ ]
72
2-1 month before event
Determine items for hospitality center or information desk (membership information, products, local tourist information, etc)
Open
[ ]
[ ]
73
2-1 month before event
Request & review hotel block report
Open
[ ]
[ ]
74
2-1 month before event
Lodging cut off date
Open
[ ]
[ ]
75
2-1 month before event
Decide on all staff needs and make a chart of staff responsiblities
Open
[ ]
[ ]
76
Week of event
Prepare evaluation forms
Open
[ ]
[ ]
77
Week of event
Confirm Break Vendors (Invoices and orders set)
Open
[ ]
[ ]
78
Week of event
Confirm Sponosors and when they will be presented
Open
[ ]
[ ]
79
Week of event
Pack Banners and Mac for Miami
Open
[ ]
[ ]
80
Week of event
Prepare registration packets/swag materials
Open
[ ]
[ ]
81
Week of event
Conduct briefing for all staff
Open
[ ]
[ ]
82
Week of event
Table tents for Vendors
Open
[ ]
[ ]
83
Week of event
Pack Tshirts
Open
[ ]
[ ]
84
Week of event
Place Tshirt Sizes with Name Badges
Open
[ ]
[ ]
85
Week of event
Confirm last of Meetup/External ticket request
Open
[ ]
[ ]
86
Week of event
Create Stipends and Thank You letters for Speakers
Open
[ ]
[ ]
87
Week of event
Reserve 2 parking spots
Open
[ ]
[ ]
88
Week of event
Pack materials for transport
Open
[ ]
[ ]
89
Week of event
Finalize script
Open
[ ]
[ ]
90
Week of event
Prepare name badges
Open
[ ]
[ ]
91
Week of event
Request hotel room list
Open
[ ]
[ ]
92
Week of event
Finalize staff/volunteer assignments and schedule
Open
[ ]
[ ]
93
Week of event
Prepare and copy attendee list
Open
[ ]
[ ]
94
Week of event
Travel to event city (as needed)
Open
[ ]
[ ]
95
Week of event
Transport last minute materials
Open
[ ]
[ ]
96
Week of event
Conduct final work through of venue and meet with facility staff to confirm details
Open
[ ]
[ ]
97
Week of event
Set-up registration station
Open
[ ]
[ ]
98
Week of event
Review invoice/graduities paid
Open
[ ]
[ ]
99
Week of event
Conduct/Manage event
Open
[ ]
[ ]
100
Week of event
Distribute event survey to attendees
Open
[ ]
[ ]
101
Week of event
Manage Social Media (twitter, facebook, etc.)
Open
[ ]
[ ]
102
1-2 months after event
Send "Thank you" letters
Open
[ ]
[ ]
103
1-2 months after event
Update site/Lanyard with slides, pictures and videos
Open
[ ]
[ ]
104
1-2 months after event
Release post event to local news/trade magazines
Open
[ ]
[ ]
105
1-2 months after event
Reconcile all invoices
Open
[ ]
[ ]
106
1-2 months after event
Summarize attendee evaluations/survey results
Open
[ ]
[ ]
107
1-2 months after event
Complete post-conf report
Open
[ ]
[ ]
108
1-2 months after event
Send sponsor evaluations
Open
[ ]
[ ]
109
1-2 months after event
Reconcile income/expenses
Open
[ ]
[ ]
110
1-2 months after event
Event Wrap Up Summary
Open
[ ]
[ ]
There are no rows in this table
110
Count
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