1. TIME
FRAME
TO DO LIST / TASKS NOTES ASSIGNED TO
04/06/20 Budgeting: List Expenses and
Incomes
Finance Manager
Budgeting: Ticket Price/Sale
calculations
Staff Meetings: Introduction - Role and position assignments
Venue: Local Research
Social Media Plan: Target
demographics
Marketing Team
Sponsorship: Develop
Sponsorship Package
5/04/20 Venue: Site Inspection
Sponsorship: Research
companies
- Magazines
- Local Bar and Restaurant Owners
- Local Art Showrooms
Staff Meeting: Sales and
Marketing plan
Artist: Research & contact - Local Artists in Florida PR Manager
Sponsorship: Final Approval
Budgeting: Calculate
Reserves
6/08/20 Artists: Confirmation of
attendance
PR Manager
Venue: Contract/Deposits
Social Media Plan: Social
media networks campaign
proposal
Marketing Team
Sponsorship: Meetings with
companies
7/06/20 A/V Rental: List of required
equipment
Posters: Design posters Creative Team
Artists: Booking & Availability PR Manager
Sponsorship:
Payment/Contract deadline
Posters: Final Approval
8/10/20 Posters: Send RFPs
Sponsorship: Logo deadline - List 9/01 date on all communication
with sponsor
A/V Rental: Send RFPs
Posters: Send RFPs - Confirm Logos
9/14/20 A/V Rental: Contract/Deposit
Social media Plan: Campaign
Final approval
Posters: Print deadline - In the office Creative Team
Volunteer: Hiring Session Volunteer Manager
Staff Meeting: Load in Load
out strategy
- Logistics
- Support to vendors
- Site walkthrough
Account Manager
(Vendors)
Artists: Contracts/Deposits - Performing artists PR Manager
2. 9/21/20 Posters: Distribution #1 - Local Colleges and Universities
- Local Art Businesses
VolunteersManager
Social Media Plan: Campaign
#1
- Instagram/Facebook ads Marketing Team
Table & Chairs: Send RFPs
9/28/20 Invitation Group#2: List of
possible attendees.
Marketing Team
Volunteer: Conformation of
participation communication
Security: Research RFPs
Artists: Meeting with
Artists/Agents
- David Robinson
- Alec Monopoly
- Ashop Crew – Wynwood Walls, Miami
- Arrange Pick up/Drop off locations
PR Manager
Security: Hire a security
10/05/20 Invitation Group#2: Design
Invitations
Creative Team
Staff Meeting: Monthly
meeting
- Delegate tasks
- Introduce Sponsors
- Potential Artists
- Venue Layout
Artists: Introduce contact PR Manager
Assistant
Security: Contract/Deposits
A/V Rental: Final approval
10/12/20 Sponsorship: Introduce
contact
Account Manager
(Sponsors)
Social Media Plan: Campaign
#2
- Twitter ads Marketing Team
Invitation Group#2: Email
invites
- General Entry
- VIP Passes for After Party
Marketing Team
Tables & Chairs:
Contract/Deposits
10/19/20 Sponsorship: Email
Communication
- Parking passes
- Drink Tickets
- VIP & After Party Tickets
- Lanyards
- Directions
Account Manager
(Sponsors)
Posters: Distribution #2 - Downtown
- The Loop
- Local college bars & restaurants.
Volunteers
Venue: Production
Walkthrough
Venue: Safety Walkthrough Account Manager
(Vendors)
Security: Meeting and
Introduction
Account Manager
(Vendors)
Volunteer: Introduction
Meeting
Invitation Group#2: Email
attendance confirmation
Marketing Team
Artists: Event Invitation PR Manager
Social Media Plan: Impact Marketing Team
3. Analysis
10/26/20 Posters: Distribution #3 - Local Street Art Museums
- Local Street Art showrooms
Volunteers
Social Media Plan: Campaign
#3
- Instagram/Facebook ads
- Twitter ads
Marketing Team
Volunteer: Roles around the
event meeting
Volunteer Manager
Staff Meetings: Final monthly
meeting
- Event Summary
- After Party Summary
Artists: Email event schedule - Time of David’s speech.
- Poster Signing
- Fan pictures
- After Party
PR Manager
Venue: Load in Account Manager
(Vendors)
A/V Rental: Equipment Load
in and installation
- Event Equipment
- DJ Equipment
- After Party Equipment
Account Manager
(Vendors)
Tables & Chairs: Load in Account Manager
(Vendors)
November
7 – Event
Day
Staff Event: Beginning of day
meeting
- Preparation
- Set Expectations
- Energy Booster
- After Party transition
A/V Rental: Final equipment
test
- Sound
- Lights
- Music and DJ
- Computers and more
Account Manager
(Vendors)
Posters: Autographs - Table set up
- Supplies (Sharpies)
Creative Team
Artists: Poster Autographs - Pictures w/ fans PR Manager
Volunteers: Final meeting Volunteer Manager
Staff Meetings: end of day
event meeting
November
9
Sponsorship: Send Recap Account Manager
(Sponsors)
Invitation Group #2: Email
thank you letter
Marketing Team
Budgeting: Final Expenses Finance Manager
Budgeting: Final Incomes Finance Manager
Artist: Email thank you letter PR Manager
Venue: Load out Account Manager
(Vendors)
Budgeting: Replenish
Reserves
Finance Manager
Budgeting: Calculate profit Finance Manager
A/V Rental: Equipment Load
out
Account Manager
(Vendors)
Tables & Chairs: Load out Account Manager
(Vendors)
