Exhibition Planning
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Exhibition Planning6/12/2020
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Color
WBS Number
Task name / Title
Assigned to
Planned start date
Planned end date
Deadline
Progress (%)
Duration (hours)
Estimated hours
Time log (minutes)
StatusPriority
Task description
Cost
Actual cost
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1Basics6/13/20206/27/20200880000
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1.1Select appropriate show6/13/20206/17/202002400OpenMedium00
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1.2Set budget6/16/20206/18/202002400OpenMedium00
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1.3Decide type of stand:6/19/20206/24/20200320000
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1.3.1Shell scheme6/19/20206/23/202002400OpenMedium00
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1.3.2Space only6/20/20206/24/202002400OpenMedium00
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1.4Agree stand size and location6/25/20206/27/202002400OpenMedium00
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1.5Learn about the most common exhibiting mistakes before you book6/20/20206/27/202004800OpenMedium00
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2Setting objectives6/23/20206/27/20200400000
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2.1Define your audience6/23/20206/25/202002400OpenMedium00
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2.2What does success look like to you?6/24/20206/27/20200320000
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2.2.1Set sales target6/24/20206/26/202002400OpenMedium00
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2.2.2Set leads target6/25/20206/27/202002400OpenMedium00
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3Show offering6/26/20207/7/20200640000
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3.1Decide which products and services to exhibit6/26/20206/30/202002400OpenMedium00
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3.2What’s your ‘big enticement’? Will you:7/1/20207/3/20200240000
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3.2.1Launch a product / service?7/1/20207/1/20200800OpenMedium00
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3.2.2
Offer a show-only discount / deal?
7/2/20207/2/20200800OpenMedium00
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3.2.3
Provide demonstrations or free trials?
7/3/20207/3/20200800OpenMedium00
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3.3Review speaker opportunities7/4/20207/4/20200800OpenMedium00
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3.4Research workshop or breakout session opportunities7/7/20207/7/20200800OpenMedium00
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4Stand design and requirements7/4/20207/21/20200960000
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4.1Write a good stand brief for your provider7/4/20207/4/20200800OpenMedium00
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4.2Decide stand requirements:7/7/20207/16/20200640000
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4.2.1Location7/7/20207/9/202002400OpenMedium00
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4.2.2Lighting7/10/20207/10/20200800OpenMedium00
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4.2.3
Utilities such as water, electricity, internet, phone lines
7/10/20207/10/20200800OpenMedium00
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4.2.4On-stand furniture7/10/20207/10/20200800OpenMedium00
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4.2.5Carpets / floor covering7/10/20207/10/20200800OpenMedium00
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4.2.6Catering / refreshments7/11/20207/11/20200800OpenMedium00
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4.2.7Cutlery / cups / plates etc7/11/20207/11/20200800OpenMedium00
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4.2.8
AV equipment and/or presentations
7/14/20207/15/202001600OpenMedium00
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4.2.9
Formal / informal meeting areas
7/15/20207/15/20200800OpenMedium00
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4.2.10
USB sticks, adaptors, chargers, cables
7/15/20207/15/20200800OpenMedium00
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4.2.11Waste bins7/16/20207/16/20200800OpenMedium00
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4.3Do you have a data capture system?7/17/20207/17/20200800OpenMedium00
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4.4Will your stand meet safety regulations?7/18/20207/18/20200800OpenMedium00
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4.5Do you have insurance?7/21/20207/21/20200800OpenMedium00
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4.6Do you need security or night sheets?7/21/20207/21/20200800OpenMedium00
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4.7Does the stand need to be stored after the show?7/21/20207/21/20200800OpenMedium00
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5Team7/22/20208/1/20200720000
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5.1Decide on your exhibition team7/22/20207/24/20200240000
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5.1.1Are they knowledgeable?7/22/20207/22/20200800OpenMedium00
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5.1.2
Are they experienced events professionals?
7/23/20207/24/202001600OpenMedium00
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5.2Create stand rota7/24/20207/25/202001600OpenMedium00
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5.3Is branded clothing required?7/25/20207/25/20200800OpenMedium00
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5.4Book hotel rooms and transport7/25/20207/25/20200800OpenMedium00
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5.5Create name badges7/25/20207/28/202001600OpenMedium00
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5.6Set expenses budget7/29/20207/29/20200800OpenMedium00
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5.7Brief team (exhibition goals, lead targets, dress code, stand rules, etc)7/30/20208/1/202002400OpenMedium00
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6Pre-event marketing8/4/20208/7/20200320000
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6.1Learn how to attract more visitors to your stand8/4/20208/4/20200800OpenMedium00
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6.2Promote event on website8/5/20208/5/20200800OpenMedium00
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6.3Promote event on social media8/4/20208/5/202001600OpenMedium00
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6.4Notify clients and prospects8/6/20208/6/20200800OpenMedium00
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6.5Create press release and distribute to target media8/7/20208/7/20200800OpenMedium00
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7On-stand marketing8/8/20208/18/20200560000
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7.1Decide on promotional gifts8/8/20208/8/20200800OpenMedium00
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7.2Design and print sufficient collateral8/11/20208/11/20200800OpenMedium00
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7.3Design and print sufficient business cards8/12/20208/12/20200800OpenMedium00
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7.4Design and print pop-ups / roller banners etc8/13/20208/13/20200800OpenMedium00
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7.5Sign and return order forms and declarations8/14/20208/14/20200800OpenMedium00
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7.6Note shipping8/14/20208/14/20200800OpenMedium00
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7.7Note set-up and dismantle times8/14/20208/14/20200800OpenMedium00
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7.8Note artwork deadlines8/15/20208/15/20200800OpenMedium00
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7.9Note show guide deadlines8/18/20208/18/20200800OpenMedium00
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8Paperwork and timelines8/8/20208/18/20200560000
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8.1Decide on promotional gifts8/8/20208/8/20200800OpenMedium00
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8.2Design and print sufficient collateral8/11/20208/12/202001600OpenMedium00
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8.3Design and print sufficient business cards8/13/20208/13/20200800OpenMedium00
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8.4Design and print pop-ups / roller banners etc8/14/20208/14/20200800OpenMedium00
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8.5Sign and return order forms and declarations8/13/20208/15/202002400OpenMedium00
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8.6Note shipping8/14/20208/14/20200800OpenMedium00
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8.7Note set-up and dismantle times8/15/20208/15/20200800OpenMedium00
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8.8Note artwork deadlines8/18/20208/18/20200800OpenMedium00
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8.9Note show guide deadlines8/18/20208/18/20200800OpenMedium00
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9At the event8/19/20208/25/20200400000
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9.1Take list of important contact numbers8/19/20208/19/20200800OpenMedium00
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9.2Take contract8/20/20208/20/20200800OpenMedium00
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9.3Take stand layout plan8/21/20208/21/20200800OpenMedium00
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9.4Take show stationery8/22/20208/22/20200800OpenMedium00
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9.5Take a First Aid kit8/25/20208/25/20200800OpenMedium00
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10Post-event activity and evaluation8/25/20208/29/20200400000
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10.1Have all scheduled leads been followed up?8/25/20208/25/20200800OpenMedium00
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10.2Have all non-scheduled leads been followed up within 3 days of the event?8/26/20208/26/20200800OpenMedium00
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10.3Evaluate results against objectives8/27/20208/27/20200800OpenMedium00
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10.4Evaluate results against investment.8/28/20208/28/20200800OpenMedium00
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10.5Communicate outcomes to stand team and thank you’s.8/29/20208/29/20200800OpenMedium00
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