EVENT LIFE CYCLE

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EVENT LIFE CYCLE by Mind Map: EVENT LIFE CYCLE

1. RFP / SOURCING

1.1. Establish Goals & Attendee Target

1.2. Identify Venues that can accommodate function and group size

1.3. Sleeping Room Block

1.4. Space Requirements

1.5. Meal Functions

1.6. Liability / Contract Terms

1.7. Concessions

2. DISCOVERY

2.1. Purpose of Event

2.1.1. Education

2.1.1.1. Sales Kick Off Meeting

2.1.1.2. Training / Certification

2.1.2. Marketing

2.1.2.1. Product Launch

2.1.2.2. Customer User Conference

2.1.2.3. Roadshow

2.1.2.4. Field Events

2.1.3. Incentive / Award

2.1.4. Internal Enabelment

2.2. Attendee Profile

2.2.1. Who will attend?

2.2.2. How many will attend?

2.2.3. Where are they arriving from?

2.2.4. How will they arrive?

2.2.5. Method of payment (GPO / RTI)

2.3. Location / Destination

2.3.1. City Tier

2.3.2. Ease of Travel / Major Airports

2.3.3. Proximity to a Majority of the Attendees

2.3.4. Based to Event Scope/Objectives

2.3.5. Capacity / Meeting Space

2.4. Agenda / Content

2.4.1. Day/Time

2.4.2. General Sessions

2.4.3. Breakout Sessions

2.4.4. Ancillary Meetings

2.4.5. Meal Functions

2.4.5.1. Breakfast

2.4.5.2. AM /PM Breaks

2.4.5.3. Lunch

2.4.5.4. Dinner

2.4.5.4.1. Welcome Reception

2.4.5.4.2. Group Dine Arounds

2.4.5.4.3. Group Dinners

2.4.5.5. Reception / Evening Event

3. PRE-EVENT LOGISTICS

3.1. PROJECT PLAN

3.1.1. Event Timeline

3.1.2. Visual Playbook

3.1.3. Event Overview / Hotel Resume

3.1.4. Meeting Specs

3.1.5. Space Planning / Diagrams

3.2. Administrative

3.3. Audio / Visual

3.3.1. General Session

3.3.2. Breakout Sessions

3.3.3. Labs / Trainings

3.3.4. High Speed Internet

3.3.5. Entertainment A/V

3.4. BEO's / Space EOs

3.5. Creative

3.5.1. Event Theme & Graphic Assets

3.5.2. Event Website

3.5.3. Mobile App Development

3.5.4. Video Creation

3.5.5. Printed Material & Signage

3.6. Decor & Entertainment

3.7. Evening Events

3.8. Event Team Assignments

3.8.1. Key Client Contacts

3.8.1.1. Client Team & Roles

3.8.2. Internal Planning Team

3.8.2.1. Account Manager

3.8.2.1.1. Client Management

3.8.2.1.2. Venue Sourcing & Contracting

3.8.2.1.3. Event Contracting

3.8.2.1.4. Budget

3.8.2.1.5. Team Management

3.8.2.2. Event Manager

3.8.2.2.1. Event Timeline

3.8.2.2.2. Event Logistics

3.8.2.2.3. Lead Planning Calls

3.8.2.2.4. Space Allocation

3.8.2.2.5. Decor / Entertainment

3.8.2.2.6. A/V & Production

3.8.2.3. Registration Manager

3.8.2.3.1. Registration

3.8.2.3.2. Housing

3.8.2.3.3. Air Mgmt

3.8.2.3.4. Group Transfers

3.8.2.4. Event Team Assistant

3.8.2.5. Sponsorship Lead

3.8.2.5.1. Manage Sponsor Relationship Post Contract Signature

3.8.2.5.2. Distribute Handbook or Portal

3.8.2.5.3. Manage Deliverables

3.8.2.5.4. Exhibition Contrractor Management

3.8.2.5.5. Manage Invoice Payments

3.8.2.5.6. On-SIte Facilitation

3.8.2.6. Speaker Management

3.8.2.7. Ancillary Meeting Management

3.8.2.8. Signage & Branding / Asset Manager

3.8.2.9. Food & Beverage Manager

3.8.2.9.1. Menu Grid

3.8.2.9.2. Guarantee Grid

3.8.2.9.3. BEO's

3.8.3. External Planning Team

3.8.3.1. Production Team

3.8.3.1.1. Technical Director

3.8.3.1.2. Executive Producer

3.8.3.1.3. Stage Manager

3.8.3.1.4. Graphics Operator (GFX 1)

3.8.3.1.5. Graphics Operator (GFX 2)

3.8.3.1.6. Audio Technician (A1)

3.8.3.1.7. Audio Technician (A2)

3.8.3.1.8. Lighting Director (LD)

3.8.3.1.9. Carpenter / Electrician

3.8.3.1.10. I&D Labor

3.8.3.1.11. Stage Hands

3.8.3.1.12. Breakout Technical Director

3.8.3.1.13. Breakout Producers

3.8.3.1.14. Breakout GFX

3.8.3.1.15. Breakout A1

3.8.3.2. Travel Staff

3.9. Giveaway Program

3.9.1. Teaser Campaigns

3.9.2. Custom Branded Gifts

3.9.3. Packaging

3.10. Furniture / Properties

3.11. Hotel Accommodations

3.12. Hotel Food & Beverage

3.13. Hotel Space Planning / Diagrams

3.14. Interactive Experience

3.15. Keynote Speaker Sourcing

3.16. Print Production

3.16.1. Printed Collateral

3.16.2. Signage & Branding

3.17. Registration Services

3.17.1. Registration Website

3.17.2. Badges & Lanyards

3.17.3. Data Management

3.17.3.1. Customer Information

3.17.3.2. Payment Management

3.17.3.3. Custom Reports

3.17.4. On-Site Check-in System

3.17.5. Post-Event Metrics

3.18. Sponsorship / Expo Management

3.19. Transportation

4. CONTRACTING

4.1. Identify Scope of Work

4.2. Event Budget

4.3. Venue Contracts

4.4. Deposits & Working Capital

5. ON-SITE EXECUTION

6. POST-EVENT