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Create professional Gantt charts in GanttPRO in a few clicks
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Exhibition Planning Checklist4/13/2021
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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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1Basics4/14/20214/21/20210480000
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1.1Select appropriate show4/14/20214/17/202101600OpenMedium00
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1.2Set budget4/18/20214/19/202101600OpenMedium00
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1.3Decide type of stand:4/18/20214/21/20210320000
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1.3.1Shell scheme4/18/20214/19/202101600OpenMedium00
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1.3.2Space only4/20/20214/21/202101600OpenMedium00
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1.4Agree stand size and location4/18/20214/21/202103200OpenMedium00
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1.5Learn about the most common exhibiting mistakes before you book4/18/20214/21/202103200OpenMedium00
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2Setting objectives4/20/20215/1/20210640000
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2.1Define your audience4/20/20214/25/202103200OpenMedium00
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2.2What does success look like to you?4/24/20215/1/20210480000
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2.2.1Set sales target4/24/20214/26/202102400OpenMedium00
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2.2.2Set leads target4/27/20215/1/202102400OpenMedium00
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3Show offering4/26/20215/9/20210800000
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3.1Decide which products and services to exhibit4/26/20214/28/202102400OpenMedium00
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3.2What’s your ‘big enticement’? Will you:4/27/20215/4/20210480000
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3.2.1Launch a product / service?4/27/20215/1/202102400OpenMedium00
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3.2.2
Offer a show-only discount / deal?
5/2/20215/4/202102400OpenMedium00
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3.2.3
Provide demonstrations or free trials?
5/1/20215/3/202102400OpenMedium00
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3.3Review speaker opportunities5/4/20215/9/202103200OpenMedium00
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3.4Research workshop or breakout session opportunities5/2/20215/5/202103200OpenMedium00
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4Stand design and requirements5/3/20215/22/202101120000
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4.1Write a good stand brief for your provider5/3/20215/4/202101600OpenMedium00
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4.2Decide stand requirements:5/4/20215/15/20210640000
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4.2.1Location5/4/20215/4/20210800OpenMedium00
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4.2.2Lighting5/5/20215/5/20210800OpenMedium00
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4.2.3
Utilities such as water, electricity, internet, phone lines
5/8/20215/9/202101600OpenMedium00
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4.2.4On-stand furniture5/8/20215/8/20210800OpenMedium00
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4.2.5Carpets / floor covering5/9/20215/9/20210800OpenMedium00
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4.2.6Catering / refreshments5/10/20215/10/20210800OpenMedium00
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4.2.7Cutlery / cups / plates etc5/11/20215/11/20210800OpenMedium00
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4.2.8
AV equipment and/or presentations
5/11/20215/12/202101600OpenMedium00
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4.2.9
Formal / informal meeting areas
5/11/20215/11/20210800OpenMedium00
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4.2.10
USB sticks, adaptors, chargers, cables
5/12/20215/12/20210800OpenMedium00
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4.2.11Waste bins5/15/20215/15/20210800OpenMedium00
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4.3Do you have a data capture system?5/16/20215/16/20210800OpenMedium00
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4.4Will your stand meet safety regulations?5/17/20215/17/20210800OpenMedium00
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4.5Do you have insurance?5/18/20215/18/20210800OpenMedium00
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4.6Do you need security or night sheets?5/19/20215/19/20210800OpenMedium00
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4.7Does the stand need to be stored after the show?5/22/20215/22/20210800OpenMedium00
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5Team5/23/20215/31/20210560000
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5.1Decide on your exhibition team5/23/20215/24/20210160000
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5.1.1Are they knowledgeable?5/23/20215/23/20210800OpenMedium00
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5.1.2
Are they experienced events professionals?
5/24/20215/24/20210800OpenMedium00
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5.2Create stand rota5/25/20215/25/20210800OpenMedium00
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5.3Is branded clothing required?5/26/20215/26/20210800OpenMedium00
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5.4Book hotel rooms and transport5/26/20215/26/20210800OpenMedium00
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5.5Create name badges5/29/20215/29/20210800OpenMedium00
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5.6Set expenses budget5/30/20215/30/20210800OpenMedium00
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5.7Brief team (exhibition goals, lead targets, dress code, stand rules, etc)5/31/20215/31/20210800OpenMedium00
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6Pre-event marketing6/1/20216/5/20210240000
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6.1Learn how to attract more visitors to your stand6/1/20216/1/20210800OpenMedium00
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6.2Promote event on website6/1/20216/1/20210800OpenMedium00
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6.3Promote event on social media6/1/20216/1/20210800OpenMedium00
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6.4Notify clients and prospects6/2/20216/2/20210800OpenMedium00
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6.5Create press release and distribute to target media6/5/20216/5/20210800OpenMedium00
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7On-stand marketing6/6/20216/14/202122560000
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7.1Decide on promotional gifts6/6/20216/6/20210800OpenMedium00
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7.2Design and print sufficient collateral6/7/20216/7/2021100800OpenMedium00
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7.3Design and print sufficient business cards6/8/20216/8/20210800OpenMedium00
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7.4Design and print pop-ups / roller banners etc6/9/20216/9/20210800OpenMedium00
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7.5Sign and return order forms and declarations6/9/20216/9/20210800OpenMedium00
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7.6Note shipping6/12/20216/12/20210800OpenMedium00
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7.7Note set-up and dismantle times6/13/20216/13/20210800OpenMedium00
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7.8Note artwork deadlines6/14/20216/14/2021100800OpenMedium00
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7.9Note show guide deadlines6/14/20216/14/20210800OpenMedium00
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8Paperwork and timelines6/15/20216/23/202111560000
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8.1Decide on promotional gifts6/15/20216/15/20210800OpenMedium00
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8.2Design and print sufficient collateral6/16/20216/16/20210800OpenMedium00
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8.3Design and print sufficient business cards6/19/20216/19/20210800OpenMedium00
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8.4Design and print pop-ups / roller banners etc6/19/20216/19/20210800OpenMedium00
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8.5Sign and return order forms and declarations6/20/20216/20/20210800OpenMedium00
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8.6Note shipping6/21/20216/21/20210800OpenMedium00
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8.7Note set-up and dismantle times6/22/20216/22/20210800OpenMedium00
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8.8Note artwork deadlines6/23/20216/23/2021100800OpenMedium00
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8.9Note show guide deadlines6/23/20216/23/20210800OpenMedium00
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9At the event6/26/20216/30/20210400000
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9.1Take list of important contact numbers6/26/20216/26/20210800OpenMedium00
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9.2Take contract6/27/20216/27/20210800OpenMedium00
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9.3Take stand layout plan6/28/20216/28/20210800OpenMedium00
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9.4Take show stationery6/29/20216/29/20210800OpenMedium00
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9.5Take a First Aid kit6/30/20216/30/20210800OpenMedium00
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10Post-event activity and evaluation7/3/20217/7/20210400000
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10.1Have all scheduled leads been followed up?7/3/20217/3/20210800OpenMedium00
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10.2Have all non-scheduled leads been followed up within 3 days of the event?7/4/20217/4/20210800OpenMedium00
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10.3Evaluate results against objectives7/5/20217/5/20210800OpenMedium00
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10.4Evaluate results against investment.7/6/20217/6/20210800OpenMedium00
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10.5Communicate outcomes to stand team and thank you’s.7/7/20217/7/20210800OpenMedium00
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