Create tasks

• Name assignee

• Manager

• Person(s)

• Type

• Date in

• Expected completion (h/d/m)

• Deadline

• Dependencies

• Location(s)

  • Multiple

  • Areas

• Raise issues 

  • Chatbot? Aramex / Whatsapp business API   

  • Chat in system (Jira ish)

  • Approve / edit
    
    

• Task flow (where task is in product chain)

• Assign tasks

• Group tasks by team 

• Legal / compliance certificates

• Access certificates for suppliers (digital certificates, scannable QR / Barcodes ie DHL)

• Sign-off task digital certificate -- ping NFC

• Apple Watch (additional - bonus)

• Whatsapp chat

• Live Scheduling / rescheduling updates GANTT?

• POD - Proof of Delivery

• Single Source of truth

Persona Role

Event Coordinator

• Manage communications and act as the primary point of contact with organisers, sponsors, external agencies etc.

• Liaise with organizers to find out their exact event requirements

• Produce detailed proposals for events (including timelines, permitting and course planning, venues, suppliers, legal obligations, staffing and budgets)

• Research venues, suppliers and contractors, then negotiate prices and hire

• Manage and coordinate suppliers and all event logistics (for example, venue, catering, travel)

• Liaise with sales and marketing teams to publicise and promote the event

• Manage all pre-event planning, organising guest speakers and delegate packs

• Coordinate suppliers, handle client queries and troubleshoot on the day of the event to ensure that all runs smoothly and to budget

• Manage a team of staff, giving full briefings

• Negotiating facilities for car parking, traffic control, security, first aid, hospitality and the media

• Make sure that insurance, legal, health and safety obligations are followed

• Oversee the dismantling and removal of the event and clear the venue efficiently

• Produce post-event evaluation to inform future events

• Research opportunities for new clients and events.

• Work with registration providers to develop event sites, registrations systems, maintain sites and update regularly.

• Plan event from start to finish according to requirements, target audience and sales objectives.

• Guarantee immersive customer experience aligned with brand DNA and guidelines.

• Propose a series of boutique activations to guarantee clients’ satisfaction upon retail team needs.

• Approve all technical riders, ensuring all requirements are met and quotes are within the allocated budgets in coordination with the Finance department.

• Schedule and prepare post event promotion on social media in collaboration with the marketing team.
  
  Project types

• Room Rental

• Climate control

• Security Deposit

• Insurance Coverage

• Food service staff

• Setup and takedown

• Onsite staffing (greeters, check in desk, etc.)

• Catering ~ 20%

• Contingency ~ 25%

• Decor ~ 10 % 

• Entertainment ~ 15%

• Marketing ~ 7 %

• Transportation ~ 3% 

• Venue & Equipment ~ 20