Events Work Breakdown Structure
Created by Barry Seidenstat, Multimedia By Design
- Event Plan Development – Project Initiation
- Budget
- Confirm budget amount
1.2.Historic information Review
1.2.1.Learning’s from previous events
1.3.Meeting Brief
1.3.1.Situation Analysis
1.3.1.1.Leadership Business Objectives
1.3.1.2.Voice of Customer – Audience needs
1.3.2.Brief or Scope
1.3.2.1.Define audience
1.3.2.2.Goals
1.3.2.3.Purpose
1.3.2.4.Measurable Objectives
1.3.2.5.Theme & Structure
1.3.2.6.Timing
1.3.2.7.Event Elements
1.3.2.7.1.Element Briefs as needed
1.3.2.7.1.1.Receptions
1.3.2.7.1.2.Sessions
1.3.2.7.1.3.Brand Rooms
1.3.2.7.1.4.Trade Shows
1.3.2.7.1.5.Awards Dinner
1.3.2.7.1.6.Sales Meetings
1.3.2.7.1.7.Other
1.3.2.8.Venue & Set
1.3.2.9.Preliminary Running Order
1.3.2.10.Speaker Decisions
1.3.2.11.Preliminary schedule
1.3.2.12.Project costs & benefits
1.3.3.Steering Team Approval
1.3.3.1.Communicate proposed dates with Leadership
1.3.3.2.Meeting Brief completed and signed off by Leadership
1.3.3.3.Meeting Brief submitted for review
1.3.3.4.Meeting Brief: Sell in to Sr. Team
1.4.Roles, Responsibilities
1.4.1.Roles & Responsibilities
1.4.1.1.R & R Identified
1.4.1.2.R & R definitions finalized
1.4.1.3.Approve R & R document
1.4.1.4.Distribute R & R document
1.4.2.Teams
1.4.2.1.Identify Teams
1.4.2.1.1.Production
1.4.2.1.2.Communications
1.4.2.1.3.Logistics
1.4.2.1.4.Transportation
1.4.2.1.5.Hospitality & Catering
1.4.2.1.6.Brand Teams
1.4.2.1.7.Budget
1.5.Productivity Tools
1.5.1.Extranet
1.5.1.1.Site folders set-up,
1.5.1.2.Send communication to planning team
1.5.1.3.Training as needed
1.5.2.Review standards/templates
1.5.2.1.Formats
1.5.2.2.Standard documents
1.6.Venue/Site Selection
1.6.1.1.Preliminary venue/site selection
1.6.1.2.Venue/Site visit
1.6.1.2.1.Event elements vs. space consideration
1.6.1.2.2.Audience size and demographics
1.6.1.3.Comparison of sites
1.6.1.4.Site selected
1.6.1.5.Contract developed
- Event Development – Project Planning
- Roles, Responsibilities, Staffing
- Staffing & Resource Identification
- Identify scope, resource needs from suppliers
- Internal
- M & E Resource team
- External
- Determine RFP requirements as needed
- Production Company
- Display company
- Talent
- Hospitality
- Etc.
- Contact
- Budget
- Approve
- Contract
- P.O.
2.1.2.Team Assignments via R & R documents
2.1.3.Contact List
2.1.3.1.Develop
2.1.3.2.Approve
2.1.3.3.Distribute
2.2.Budget
2.2.1.Development begins
2.2.2.Budget reviewed by element
2.2.3.Budget(s) approved
2.3.Planning Process & Training Tools
2.3.1.Planning Meetings
2.3.1.1.Determine Meeting Schedule
2.3.1.2.Attendees
2.3.1.3.Agenda
2.3.1.4.Desired Results
2.3.1.5.Communication tools
2.3.1.6.Action Items - Set Up, Drive & Track
2.3.1.7.Issues - Set Up, Drive Resolution & Closure
2.3.1.8.Minutes
2.3.2.Event Bible/Encyclopedia (One-stop source for event information)
2.3.2.1.1.Determine owner
2.3.2.1.2.Determine template
2.3.2.1.3.Determine process for assembly
2.4.Facility Utilization
2.4.1.Site survey – functional
2.4.2.Space grid developed
2.4.3.Space assigned
2.4.4.Ancillary meetings noted
2.5.F&B
2.5.1.Menus
2.5.2.Locations
2.5.3.Costing
2.5.4.Layout/schematic
2.5.5.Tables/chairs
2.5.6.Specification
2.6.Environment (Décor)
2.6.1.Linens
2.6.2.Centerpieces
2.6.3.Floral
2.6.4.Décor
2.6.5.Lighting
2.6.6.Audio
2.6.7.Scenery
2.7.Beer Order
2.7.1.Determine Distributor contact
2.7.2.Develop beer order
2.7.3.Beer handling process
2.8.Local Market Relationship
2.8.1.Distributor contact
2.8.2.Sales Region contact
2.8.3.Local market needs
2.9.Transportation
2.9.1.Group
2.9.2.Air
2.9.3.Information
2.9.4.VIP
2.10.Sleeping Rooms
2.10.1.Attendee
2.10.2.VIP assignments
2.10.3.Staff
2.10.4.Review room pick-up to date (multiple reviews)
2.10.5.Reservation deadline
2.10.6.Attrition
2.11.Space Management
2.11.1.Event Spaces
2.11.1.1.Executive Offices
2.11.1.2.Production Office
2.11.1.3.Off-line
2.11.1.4.General Session
2.11.1.5.Brand Showcase
2.11.1.6.Reception
2.11.1.7.Security
2.11.1.8.Green Room
2.11.1.9.Ancillary Meetings
2.11.1.10.Other
2.11.2.Plan developed
2.11.3.Plan approved
2.11.4.Review supplies
2.11.5.Space infrastructure needs
2.11.5.1.Furniture
2.11.5.2.Communications
2.11.5.3.Equipment
2.11.6.Materials ordered
2.11.7.Staffing schedule
2.12.Shipping and Freight
2.12.1.Determine needs
2.12.2.Determine methodology
2.12.3.Define schedule
2.12.4.Deploy shipping instructions
2.12.5.Drayage
2.12.6.Storage
2.12.7.Bone-yard
2.13.Safety & Security
2.13.1.Develop risk/safety plan
2.13.1.1.Establish relationship with local law enforcement
2.13.1.2.Fire Marshall
2.13.1.3.Requirements
2.13.1.4.Resources
2.13.2.Security Personnel
2.13.3.Technologies
2.13.3.1.Radios/Cells Phones/Other Hand Helds
2.13.4.Security Process for Attendees
2.13.4.1.Registration & Check-in
2.13.4.2.Badges & Identification
2.13.4.3.Authorized list of 'All Access' badges
2.13.4.4.Badges to production crew(s)
2.13.5.Emergency Resources (EMTs/Ambulance)
2.14.Attendee Management
2.14.1.Criteria
2.14.1.1.Develop
2.14.1.2.Approve w/ - Leadership
2.14.2.Develop Lists
2.14.2.1.Customer Attendees
2.14.2.2.Employee Attendees
2.14.2.3.VIP attendees
2.14.2.4.Presenters
2.14.2.5.Staff Attendees
2.14.2.6.Agencies/Guests
2.14.2.7.Press
2.14.2.8.Award Winners
2.14.3.Attendee Communication
2.14.3.1.Hold the date
2.14.3.2.Registration process and website
2.14.3.3.Website Registration Begins
2.14.3.4.Draft "Know Before You Go" document
2.14.3.5.Send "Know Before You Go"
2.14.4.Manage Attendees
2.14.4.1.1.Gather names / emails of attendees
2.14.4.1.2.Contact as needed,
2.14.4.1.2.1.Identify personal needs
2.14.4.1.2.2.Identify information / documents needed
2.14.4.1.3.Transportation arrangements as needed
2.14.4.1.4.Security arrangements as needed
2.14.4.1.5.Arrange escort as needed
2.14.4.1.6.Confirm presenters schedule as needed
2.14.4.1.7.Send transportation schedule and details as needed
2.14.4.1.8.Arrange escort as needed
2.14.4.1.9.Arrival/departure schedule
2.15.Collateral
2.15.1.Needs identified
2.15.1.1.Badges
2.15.1.1.1.Badge–holder
2.15.1.1.2.Inserts
2.15.1.1.3.Special needs
2.15.1.1.3.1.Access specific
2.15.1.1.3.2.VIP
2.15.1.2.Signage
2.15.1.3.Way-finding
2.15.1.4.Agenda
2.15.1.5.Other
2.15.2.Design
2.15.2.1.Theme development
2.15.2.2.Design needs to artist
2.15.2.3.Approve layouts
2.15.3.Content
2.15.3.1.Content development
2.15.3.2.Copy approval
2.15.4.Proofs reviewed
2.15.5.Elements to print
2.15.6.Registration materials ordered
2.15.7.Registration material assembled
2.15.8.Ship materials
2.16.Amenities
2.16.1.Needs identified
2.16.2.Theme development
2.16.3.Design needs to artist
2.16.4.Approve layouts
2.16.5.Ordered
2.16.6.Produced
2.16.7.Assembled
2.16.8.Ship materials
2.17.Awards
2.17.1.Identify awardees
2.17.2.Identify awards
2.18.Registration
2.18.1.Event
2.18.1.1.Website
2.18.1.1.1.Web registration site development
2.18.1.1.2.Website copy and functionality developed
2.18.1.1.3.Website testing
2.18.1.1.4.Website active
2.18.1.1.5.Reports generated
2.18.1.2.On-site Registration Desk
2.18.1.2.1.Design
2.18.1.2.2.Materials
2.18.1.2.3.Hours
2.18.1.2.4.Staffing
2.18.2.Hotel
2.18.2.1.Web room reservation
2.18.2.1.1.Link from event Website
2.18.2.1.2.Testing and Functionality
2.18.2.2.On-site Room Check-in
2.18.2.2.1.Flow
2.18.2.2.2.Staffing
2.19.Post-event Communications
2.19.1.Attendee Survey
2.19.1.1.Question development
2.19.1.2.Approval
2.19.2.Event Take-aways
2.19.3.Postings
2.19.3.1.Intranet
2.19.3.2.Extranet
2.20.Press
2.20.1.Send invitation to press
2.20.2.Schedule interviews
2.20.3.Write release
2.20.4.Approve release
2.21.Content & Delivery Preparation – i.e General Session, Meeting, Award Events, Brand Experience
2.21.1.Event “Spoken” Content
2.21.2.Spoken Presentation (General Session, etc.)
2.21.2.1.Confirm "key dates" on presenters calendars
2.21.2.2.Briefs
2.21.2.3.Outlines
2.21.2.4.Outlines to Presenter
2.21.2.5.Draft 1 to Presenters
2.21.2.6.Identify video needs, develop production schedule
2.21.2.7.Draft 2 to presenters
2.21.2.8.Final Draft to presenters
2.21.2.9.To visualization
2.21.2.10.Script books assembled / distributed for read thru
2.21.3.Interactive Brand Experience
2.21.3.1.Brand feature decision
2.21.3.2.Experiences
2.21.3.2.1.Brands with live experience areas
2.21.3.2.2.Brands that have presence but not 'brand area'
2.21.3.3.Experiences/content development
2.21.4.Award Events
2.21.4.1.Presentations
2.21.4.2.Awards
2.21.5.Event “Visual” Content
2.21.6.Graphic/visual support development
2.21.6.1.Develop graphic templates
2.21.6.2.Graphics templates approved
2.21.6.3.Visualization of presentations
2.21.6.4.Graphics review(s)
2.21.7.Video Elements development
2.21.7.1.Support Video
2.21.7.1.1.Identify video needs, develop production schedule
2.21.7.1.2.Hire production
2.21.7.1.3.Produce
2.21.7.1.4.Approve
2.21.7.2.Commercials/Advertising
2.21.7.2.1.Determine commercials to be shown
2.21.7.2.2.Coordination with agency – specifications, dates, etc
2.21.7.2.3.Receive elements
2.21.7.3.Show reel
2.21.7.3.1.Develop list
2.21.7.3.2.Receive elements
2.21.7.3.3.Create reel
2.21.7.3.4.Approve reel
2.21.8.Outside Presenters/Entertainment
2.21.8.1.Needs determined
2.21.8.2.Options reviewed
2.21.8.3.Budget reviewed
2.21.8.4.Rider considered
2.21.8.5.Presenter selected
2.22.Content & Delivery - Review & Practice
2.22.1.Read-thru & approval
2.22.1.1.Location
2.22.1.2.Schedule
2.22.1.3.Books
2.22.1.3.1.# Book
2.22.1.3.2.Tabs
2.22.2.Presenter Practice & Rehearsals
2.22.2.1.Teleprompter rehearsal
2.22.2.2.Visual synchronization
2.22.2.3.Coaching
2.22.2.4.Technical rehearsal
2.22.2.5.Dress rehearsal
2.22.3.Show Books
2.22.3.1.Final prompter script
2.22.3.2.Final graphic printouts
2.22.3.3.Miscellaneous notes
2.22.3.4.Deliver command and control to technical producer
2.23.Staging & Production
2.23.1.Production schedule developed
2.23.2.Set Design & Approval
2.23.3.Production Design & approval
2.23.3.1.Floor plan
2.23.3.2.Lighting plan
2.23.3.3.Audio Plan
2.23.3.4.Video Plan
2.23.3.5.Graphics Plan
2.23.3.6.Teleprompter placement
2.23.3.7.Crew selection & approval
2.23.3.8.Layouts/Mockups
2.23.4.Special Considerations
2.23.4.1.Brand Experience
2.23.4.2.Award Events
2.23.4.3.General Sessions
2.23.4.4.Trade Shows
2.23.4.5.Etc.
- Event On-site Execution – Executing
3.1.Load-in
3.1.1. Event Elements - Where attendees go (GS, Reception, Interactive Brand showcase, Registration)
3.1.1.1.Facilities
3.1.1.2.Labor & Union
3.1.1.3.Equipment
3.1.2.Logistics – What supports attendees (office, back of house functions)
3.1.2.1.Facilities
3.1.2.2.Labor Schedule
3.1.2.3.Equipment
3.2.Rehearsals
3.2.1.Offline
3.2.2.Technical
3.2.3.Walk-thru
3.2.4.Dress
3.2.5.Final element assembly (graphics, videos, content)
3.3.Content Delivery – Final
3.3.1.Content books to tech producer
3.3.2.Video reel delivered to tech producer
3.4.Event Element Execution
3.4.1.Registration
3.4.2.Reception
3.4.3.General Session
3.4.4.Ancillary Meetings
3.4.5.Press interviews
3.4.6.Off-sites
3.4.7.Brand Event
3.4.8.Employee Meeting
3.4.9.Sales & marketing Award
3.5.Load-out
3.5.1.Labor schedule
3.5.2.Equipment
3.5.3.Union considerations
- Post-event – Monitor, Control & Close
4.1.Communications
4.1.1.Attendee Survey
4.1.1.1.Distribution
4.1.1.2.Analysis
4.1.1.3.Report
4.1.1.4.Determine ROI
4.1.2.Take Aways
4.1.3.Postings
4.2.Production teams debrief
4.2.1.Post-mortem
4.2.2.Lessons learned
4.3.Budgeting & Billing
4.3.1.Pay bills
4.3.2.Reconcile Budget vs. actual
4.4.Freight
4.4.1.Return
4.4.2.Re-stock
4.5.Content
4.5.1.Document
4.5.2.Library
Generic Meeting Planning ToDo List.doc 1 of 1211/4/18 8:22 AM