Work Break Down Structure and Dictionary

Prepared by: Matthew Lenz, Jonas, Jessie

Dictionary

Select Venue – the location of the event must be determined
· Review target audience and forecasted attendance- determine where the attendees will travel from, who will be invited, and how many will be invited
· Visit Locations- visit various locations throughout the Boone area that could accommodate our event and be convenient to those attending
· Select event location- select the location that will best suit our needs for the event
· Sign venue contracts- review and sign a contract with the location in order to secure the date and lay out what services will be rendered
· Do a walkthrough of the venue- visit the location and physically look at the rooms that will be used during the event
· Confirm details- contact the coordinator of reservations to confirm the date, time, and required services of the event
· Follow up- closer to the date of the event, contact the location to once again confirm details, as well as pay for renting the facility
· Venue Selection Complete- The location of the event will be secured at this time.

· Select target group – determine the kind of audience we want to have at our event. E.g. alumni of ASU who now are successful businessmen, and current students.
· Marketing concept complete – the theoretical design of the event is completed. However, no “actual” work is done yet (e.g. advertising the event).
· Design posters (adaptation of flyer design) – the posters and flyers will have a very similar design. This decision will facilitate event recognition and save money.
· Design event reminder – since we are going to announce the event very well in advance, prospects might forget about the event after a while. Reminding them will make sure that the event’s success will be maximized.
· Distribute flyers – the distribution of flyers at highly frequented places is the core of our advertising strategy. Distribution might be repeated a couple of times – depending on the amount of tickets sold.
· Create a script for promotional phone calls (alumni) – the event has to appear as highly professional. We consider this the only way to win renowned keynote speakers and to differentiate the event from small and amateur student clubs.
· Write press release – Public relations is often more powerful than advertising itself. And it is usually for free. By making a local newspaper write an article about the event, even people who did not attend the event will be able obtain valuable information about AITP and its goals.
· Measure event success – for us it is important to know what our guests think about the event (what did they like, what did they dislike?) If the feedback is mostly negative, then the management team should reconsider the overall idea of the event and the strategy that was applied.

· Select and Manage Catering – the food that will be served at the event must be determined
· Select food options- determine what kind of food will be served at the event
· Get catering quotes- visit various catering businesses to determine how much it would cost to serve our target number of participants the type of food we have chosen
· Select catering vendor-select the catering vendor that will best suit our needs for the event
· Sign catering contract- review and sign a contract with the catering vendor in order to secure the date and determine what services will be rendered
· Confirm details- contact catering vendor to confirm date, time, and required services
· Perform event day arrival, setup, event management, teardown-the catering vendor executes services on the day of the event
· Review details with vendor- review with vendor what services were executed at the event
· Arrange vendor payment-pay the vendor the determined amount according to what was completed sufficiently
· Catering Complete-the catering vendor will be chosen and services performed by the vendor at this time.
Select Speakers
· Select presentation topics- brainstorm with event committee to determine what message and/or what are the listener suppose to get out of the speaker (i.e. inspiration, insight, job opportunities)
· Identify speaker-who would be the best person to deliver the discussed topic
· Obtain speaker information- find contact information for each speaker
· Confirm speaker and details- confirm the speaker is willing to speak on the date specified, along with the specified pay if any
· Develop scripting- make a play by play of the activities of the night. This includes the order the speakers will go in, who will introduce them, and know approximately how long each speaker will speak for.
· Send event details- communicate to the speakers the sequence of events for the day of the event. Give them summary of the event’s script.
· Arrange payment for speaker- if they do require payment, pay them in the way it was discussed with the speaker and the project manager
· Obtain thank-you gifts for speakers- Pick an appropriate gift for each speaker. Use your discretion
Silent Auction
· Locate donations- find donated items that will be auctioned off during the event. Go to local businesses, professors, students, etc. Items may include such things ranging from gift cards to televisions
· Establish auction deadline- Determine when the auction should come to a close. Plan to make an announcement one hour before the event comes to a close saying, “Auction will close in 10 minutes.”
· Identify Volunteers- find members of club to volunteer to manage the auction tables. This means make sure pens are working and at each item, make sure no one takes any of the items or hides the auction sheets. Volunteers will later collect the auction sheets and determine who won each item.
· Distribute Items and Collect Money- determine who won each item and collect the money. Then distribute the item to the winner