Exhibition Planning

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4	Exhibition Planning									3/6/2023
5	Color	WBS Number			Task name / Title	Assigned to	Planned start date	Planned end date	Deadline	Progress (%)	Duration (hours)	Estimated hours	Time log (minutes)	Status	Priority	Task description	Cost	Actual cost
6		1	Basics				3/7/2023	3/21/2023		0	88	0	0				0	0
7		1.1		Select appropriate show			3/7/2023	3/11/2023		0	24	0	0	Open	Medium		0	0
8		1.2		Set budget			3/10/2023	3/12/2023		0	24	0	0	Open	Medium		0	0
9		1.3		Decide type of stand:			3/13/2023	3/18/2023		0	32	0	0				0	0
10		1.3.1			Shell scheme		3/13/2023	3/17/2023		0	24	0	0	Open	Medium		0	0
11		1.3.2			Space only		3/14/2023	3/18/2023		0	24	0	0	Open	Medium		0	0
12		1.4		Agree stand size and location			3/19/2023	3/21/2023		0	24	0	0	Open	Medium		0	0
13		1.5		Learn about the most common exhibiting mistakes before you book			3/14/2023	3/21/2023		0	48	0	0	Open	Medium		0	0
14		2	Setting objectives				3/17/2023	3/21/2023		0	40	0	0				0	0
15		2.1		Define your audience			3/17/2023	3/19/2023		0	24	0	0	Open	Medium		0	0
16		2.2		What does success look like to you?			3/18/2023	3/21/2023		0	32	0	0				0	0
17		2.2.1			Set sales target		3/18/2023	3/20/2023		0	24	0	0	Open	Medium		0	0
18		2.2.2			Set leads target		3/19/2023	3/21/2023		0	24	0	0	Open	Medium		0	0
19		3	Show offering				3/20/2023	3/31/2023		0	64	0	0				0	0
20		3.1		Decide which products and services to exhibit			3/20/2023	3/24/2023		0	24	0	0	Open	Medium		0	0
21		3.2		What’s your ‘big enticement’? Will you:			3/25/2023	3/27/2023		0	24	0	0				0	0
22		3.2.1			Launch a product / service?		3/25/2023	3/25/2023		0	8	0	0	Open	Medium		0	0
23		3.2.2			Offer a show-only discount / deal?		3/26/2023	3/26/2023		0	8	0	0	Open	Medium		0	0
24		3.2.3			Provide demonstrations or free trials?		3/27/2023	3/27/2023		0	8	0	0	Open	Medium		0	0
25		3.3		Review speaker opportunities			3/28/2023	3/28/2023		0	8	0	0	Open	Medium		0	0
26		3.4		Research workshop or breakout session opportunities			3/31/2023	3/31/2023		0	8	0	0	Open	Medium		0	0
27		4	Stand design and requirements				3/28/2023	4/14/2023		0	96	0	0				0	0
28		4.1		Write a good stand brief for your provider			3/28/2023	3/28/2023		0	8	0	0	Open	Medium		0	0
29		4.2		Decide stand requirements:			3/31/2023	4/9/2023		0	64	0	0				0	0
30		4.2.1			Location		3/31/2023	4/2/2023		0	24	0	0	Open	Medium		0	0
31		4.2.2			Lighting		4/3/2023	4/3/2023		0	8	0	0	Open	Medium		0	0
32		4.2.3			Utilities such as water, electricity, internet, phone lines		4/3/2023	4/3/2023		0	8	0	0	Open	Medium		0	0
33		4.2.4			On-stand furniture		4/3/2023	4/3/2023		0	8	0	0	Open	Medium		0	0
34		4.2.5			Carpets / floor covering		4/3/2023	4/3/2023		0	8	0	0	Open	Medium		0	0
35		4.2.6			Catering / refreshments		4/4/2023	4/4/2023		0	8	0	0	Open	Medium		0	0
36		4.2.7			Cutlery / cups / plates etc		4/4/2023	4/4/2023		0	8	0	0	Open	Medium		0	0
37		4.2.8			AV equipment and/or presentations		4/7/2023	4/8/2023		0	16	0	0	Open	Medium		0	0
38		4.2.9			Formal / informal meeting areas		4/8/2023	4/8/2023		0	8	0	0	Open	Medium		0	0
39		4.2.10			USB sticks, adaptors, chargers, cables		4/8/2023	4/8/2023		0	8	0	0	Open	Medium		0	0
40		4.2.11			Waste bins		4/9/2023	4/9/2023		0	8	0	0	Open	Medium		0	0
41		4.3		Do you have a data capture system?			4/10/2023	4/10/2023		0	8	0	0	Open	Medium		0	0
42		4.4		Will your stand meet safety regulations?			4/11/2023	4/11/2023		0	8	0	0	Open	Medium		0	0
43		4.5		Do you have insurance?			4/14/2023	4/14/2023		0	8	0	0	Open	Medium		0	0
44		4.6		Do you need security or night sheets?			4/14/2023	4/14/2023		0	8	0	0	Open	Medium		0	0
45		4.7		Does the stand need to be stored after the show?			4/14/2023	4/14/2023		0	8	0	0	Open	Medium		0	0
46		5	Team				4/15/2023	4/25/2023		0	72	0	0				0	0
47		5.1		Decide on your exhibition team			4/15/2023	4/17/2023		0	24	0	0				0	0
48		5.1.1			Are they knowledgeable?		4/15/2023	4/15/2023		0	8	0	0	Open	Medium		0	0
49		5.1.2			Are they experienced events professionals?		4/16/2023	4/17/2023		0	16	0	0	Open	Medium		0	0
50		5.2		Create stand rota			4/17/2023	4/18/2023		0	16	0	0	Open	Medium		0	0
51		5.3		Is branded clothing required?			4/18/2023	4/18/2023		0	8	0	0	Open	Medium		0	0
52		5.4		Book hotel rooms and transport			4/18/2023	4/18/2023		0	8	0	0	Open	Medium		0	0
53		5.5		Create name badges			4/18/2023	4/21/2023		0	16	0	0	Open	Medium		0	0
54		5.6		Set expenses budget			4/22/2023	4/22/2023		0	8	0	0	Open	Medium		0	0
55		5.7		Brief team (exhibition goals, lead targets, dress code, stand rules, etc)			4/23/2023	4/25/2023		0	24	0	0	Open	Medium		0	0
56		6	Pre-event marketing				4/28/2023	5/1/2023		0	32	0	0				0	0
57		6.1		Learn how to attract more visitors to your stand			4/28/2023	4/28/2023		0	8	0	0	Open	Medium		0	0
58		6.2		Promote event on website			4/29/2023	4/29/2023		0	8	0	0	Open	Medium		0	0
59		6.3		Promote event on social media			4/28/2023	4/29/2023		0	16	0	0	Open	Medium		0	0
60		6.4		Notify clients and prospects			4/30/2023	4/30/2023		0	8	0	0	Open	Medium		0	0
61		6.5		Create press release and distribute to target media			5/1/2023	5/1/2023		0	8	0	0	Open	Medium		0	0
62		7	On-stand marketing				5/2/2023	5/12/2023		0	56	0	0				0	0
63		7.1		Decide on promotional gifts			5/2/2023	5/2/2023		0	8	0	0	Open	Medium		0	0
64		7.2		Design and print sufficient collateral			5/5/2023	5/5/2023		0	8	0	0	Open	Medium		0	0
65		7.3		Design and print sufficient business cards			5/6/2023	5/6/2023		0	8	0	0	Open	Medium		0	0
66		7.4		Design and print pop-ups / roller banners etc			5/7/2023	5/7/2023		0	8	0	0	Open	Medium		0	0
67		7.5		Sign and return order forms and declarations			5/8/2023	5/8/2023		0	8	0	0	Open	Medium		0	0
68		7.6		Note shipping			5/8/2023	5/8/2023		0	8	0	0	Open	Medium		0	0
69		7.7		Note set-up and dismantle times			5/8/2023	5/8/2023		0	8	0	0	Open	Medium		0	0
70		7.8		Note artwork deadlines			5/9/2023	5/9/2023		0	8	0	0	Open	Medium		0	0
71		7.9		Note show guide deadlines			5/12/2023	5/12/2023		0	8	0	0	Open	Medium		0	0
72		8	Paperwork and timelines				5/2/2023	5/12/2023		0	56	0	0				0	0
73		8.1		Decide on promotional gifts			5/2/2023	5/2/2023		0	8	0	0	Open	Medium		0	0
74		8.2		Design and print sufficient collateral			5/5/2023	5/6/2023		0	16	0	0	Open	Medium		0	0
75		8.3		Design and print sufficient business cards			5/7/2023	5/7/2023		0	8	0	0	Open	Medium		0	0
76		8.4		Design and print pop-ups / roller banners etc			5/8/2023	5/8/2023		0	8	0	0	Open	Medium		0	0
77		8.5		Sign and return order forms and declarations			5/7/2023	5/9/2023		0	24	0	0	Open	Medium		0	0
78		8.6		Note shipping			5/8/2023	5/8/2023		0	8	0	0	Open	Medium		0	0
79		8.7		Note set-up and dismantle times			5/9/2023	5/9/2023		0	8	0	0	Open	Medium		0	0
80		8.8		Note artwork deadlines			5/12/2023	5/12/2023		0	8	0	0	Open	Medium		0	0
81		8.9		Note show guide deadlines			5/12/2023	5/12/2023		0	8	0	0	Open	Medium		0	0
82		9	At the event				5/13/2023	5/19/2023		0	40	0	0				0	0
83		9.1		Take list of important contact numbers			5/13/2023	5/13/2023		0	8	0	0	Open	Medium		0	0
84		9.2		Take contract			5/14/2023	5/14/2023		0	8	0	0	Open	Medium		0	0
85		9.3		Take stand layout plan			5/15/2023	5/15/2023		0	8	0	0	Open	Medium		0	0
86		9.4		Take show stationery			5/16/2023	5/16/2023		0	8	0	0	Open	Medium		0	0
87		9.5		Take a First Aid kit			5/19/2023	5/19/2023		0	8	0	0	Open	Medium		0	0
88		10	Post-event activity and evaluation				5/19/2023	5/23/2023		0	40	0	0				0	0
89		10.1		Have all scheduled leads been followed up?			5/19/2023	5/19/2023		0	8	0	0	Open	Medium		0	0
90		10.2		Have all non-scheduled leads been followed up within 3 days of the event?			5/20/2023	5/20/2023		0	8	0	0	Open	Medium		0	0
91		10.3		Evaluate results against objectives			5/21/2023	5/21/2023		0	8	0	0	Open	Medium		0	0
92		10.4		Evaluate results against investment.			5/22/2023	5/22/2023		0	8	0	0	Open	Medium		0	0
93		10.5		Communicate outcomes to stand team and thank you’s.			5/23/2023	5/23/2023		0	8	0	0	Open	Medium		0	0
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