Event timeline

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  • 1. Tobin James Wine Festival May 13, 2011 Timeline and structure LBD Events T J
  • 2. Organization - who’s in charge... Marketing Director Nessa Nguyen Venue & Logistics Director Alyssa Yamauchi Visual Director Christina Larsen Tobin James Event Manager Kendal Hurley Approves all budget/spending, keeps objectives straight LBD Events
  • 3. Organization - who’s in charge... Site Manager Kevin Rancic Set-up Team Leader Allena Marston Security & Medical Alexa Misch Nicole Hammer Alex Kuntz Bobby Jackson Catering Team Leader John Cassidy Venue & Logistics Director Alyssa Yamauchi LBD Events Event Manager Kendal Hurley Tobin James
  • 4. Organization - who’s in charge... Logistics Coordinator George Schuster Hires caterers, controls décor & technical requirements Logistics Assistant Melanie Rose Outsource printing of materials & glasses, in charge of check in Venue & Logistics Director Alyssa Yamauchi Contracts caterers, oversees catering/cleaning/technical staff LBD Events
  • 5. Organization - who’s in charge... Visual Director Christina Larsen Oversees designing invitation/flyers, signs/posters, décor of venue, wine glass giveaways, visual theme Graphic Designer Stefani Wilson Designs invitations, posters Interior Designer Adam Pearson Designs venue décor, visual arrangements, communicates w logistics, supervises décor LBD Events
  • 6. Organization - who’s in charge... Marketing Director Nessa Nguyen Creates marketing plan, targets guests Marketing Coordinator Levine Nixon Invites guest speaker, wineries catering businesses Marketing Assistant Celia Jacobs Researches target information, creates online RSVP page, sends out invitation, assists check-in PR Steve Carson Speaks to local papers, news groups, greets important guests LBD Events
  • 7. Timeline LBD Events
    • 12- 11 weeks until the event
    • - Draw up objectives and format of event Tobin J, Kendal H, Nessa N
    • - Draft speakers, agenda, participants Kendal H, Tobin J
    • Brief marketing strategies Nessa N
    • 10 - 9 weeks
    • - Allocate budget, estimate ticket sales, Kendal H, Nessa N
    • Number of guests
    • - Estimate budget need for catering, equipment Alyssa Y
    • - Finalize speakers, wineries Kendal H, Nessa N
    • - Invite participating wineries, state purpose Levine N
    • - List accommodations & transportation, Celia J
    • Negotiate with hotels for discount rates
    • - Design marketing materials (flyers, email, mail) Christina L
    8 – 7 weeks - Build RSVP website with accommodations & Stefani W transportation details - Layout venue, déc o r & equipment Christina L, Adam P, Kevin R - Design invitations, wine glass giveaways, Stefani W - Book catering, equipment (sound system) Alyssa Y, George S, Kevin R 5 – 6 weeks - Post flyers, send emails, mails to buyers, Steve C, Celia J past festival guests, catering businesses and those who express interests - Draft minute-by-minute timeline Kendal H, Tobin J
    • 4 - 3 weeks
    • - Complete RSVP guest list Celia J
    • - Outsource wine glasses production Melanie R
    • - Send notice to media Steve C
    • - Hires photographer for event Christina L
    • - Draft feedback form Levine N
    • 2 – 1 weeks
    • - Inform speakers, wineries of event agenda Levine N
    • - Send invitations/reminders Celia J
    • Brief team on roles and responsibilities Alyssa U, Kevin R,
    • Allena M, John C
    • - Check in with caters, equipment providers George S
    1 week after event - Send follow-up release and photos to media Steve C - Send thank you letters Stefani W, Celia J 2 weeks - Evaluate feedback forms Nessa N, Kendal H, Tobin J - Final report Alyssa Y, Nessa N, Kevin R
  • 8. May 13, 2011 LBD Events
    • Festival opens at 10 am - 4 pm. Everyone has to be at the Festival at least 30 min before they are scheduled for briefing. Staff is required to show up in Black pants or skirts - Shirts with logo will be delivered on the day. Restrooms are located in the white building - look for signs. For further info and/or questions contact your team manager.
  • 9. Contact details
    • Kendal Hurley Phone: 805 300 1001
    • Alyssa Yamauchi Phone: 805 300 1002
    • Nessa Nguyen Phone: 805 300 1003
    • Christina Larsen Phone: 805 300 1004
    LBD Events
  • 10. 5 Terms
    • Back of the House: Area in a meeting facility that the staff uses. Not open to the public.
    • Business Casual: A casual style of dress for business events. Jeans, shorts, sandals and tennis shoes are not included. 
    • Call brand: A medium priced brand of alcohol
    • Comp: Short for complimentary or free
    • HSIA: High Speed Internet Access
    LBD Events