Project Timeframe: February 2024 - April 2024 Task | Feb (1-15) | Feb (16-28) | Mar (1-15) | Mar (16-31) | Apr (1-15) | Apr (16-30) | ---------------------------------------------|------------|-------------|------------|-------------|------------|-------------| Define Theme and Objectives | ##### | | | | | | - Brainstorm with team | ##### | | | | | | - Research trends and themes | ##### | | | | | | - Finalize and document theme | | ##### | | | | | Identify Target Audience | ##### | | | | | | - Analyze past event demographics | ##### | | | | | | - Conduct visitor surveys | | ##### | | | | | - Create visitor profiles | | ##### | | | | | Venue Confirmation | ##### | | | | | | - Venue site visits and measurements | ##### | | | | | | - Secure booking and agreement | | ##### | | | | | Plan Gallery Layout | | ##### | | | | | - Draft initial floor plans | | ##### | | | | | - Review and finalize layout | | | ##### | | | | Reach Out to Exhibitors | | ##### | | | | | - Create exhibitor list | | ##### | | | | | - Send out invitations | | ##### | | | | | - Follow-up communications | | | ##### | | | | Finalize Exhibitor List | | | ##### | | | | - Confirm exhibitor attendance | | | ##### | | | | - Assign booth spaces | | | | ##### | | | Develop Promotional Materials | | | ##### | | | | - Design flyers and posters | | | ##### | | | | - Create digital marketing content | | | ##### | | | | Launch Marketing Campaign | | | | ##### | | | - Distribute marketing materials | | | | ##### | | | - Engage in social media promotion | | | | ##### | | | Plan Logistics | | | | | ##### | | - Arrange equipment transportation | | | | | ##### | | - Schedule setup and breakdown | | | | | ##### | | Coordinate Volunteers/Staff | | | | | ##### | | - Recruit and assign roles | | | | | ##### | | - Conduct staff briefing and training | | | | | | ##### | Set Budget | ##### | | | | | | - Detail projected costs | ##### | | | | | | - Monitor and adjust budget as needed | | ##### | ##### | ##### | ##### | ##### | Manage Ticket Sales | | | | ##### | | | - Set up online ticketing platform | | | | ##### | | | - Monitor sales and adjust strategies | | | | ##### | | | Secure Permits and Insurance | ##### | | | | | | - Apply for event permits | ##### | | | | | | - Obtain event insurance | | ##### | | | | | Draft Exhibitor Agreements | | ##### | | | | | - Draft and review contracts | | ##### | | | | | - Distribute and collect signed agreements | | | ##### | | | | Plan Workshops/Talks | | | ##### | | | | - Identify potential speakers/workshops | | | ##### | | | | - Schedule and promote sessions | | | | ##### | | | Arrange Food and Beverage Options | | | | | ##### | | - Decide on catering approach | | | | | ##### | | - Secure food/beverage vendors or services | | | | | ##### | | Event Execution (Setup/Event Days) | | | | | | ##### | - Oversee event setup | | | | | | ##### | - Manage event operations | | | | | | ##### | Post-Event Wrap Up | | | | | | ##### | - Dismantle and clean up | | | | | | ##### | - Debrief and gather feedback | | | | | | ##### | Legend: - #: Task is planned/ongoing - Blank: Task not scheduled