Guest & Venue

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TASKS
 DETAIL
 WHO
 STATUS
 DATE
Finalise the VIP Guests List



Send email requests for meeting with John Frohlich, Toni, Mark, Lorease, Deb and Greg
Sarwat and Laura
 done
 W/c 15 October
Follow-up calls to confirm fmeeting with JF
Laura
 done
 W/C 29 October
Meeting with John Frohlich
Sarwat
 done
 W/C 15 October
Compile a draft list for VIPs and share with the other teams
 Details of Name, Title, Organization, Telephone and mobile number, postal address and email
 Sarwat, Mehnaz and Laura
 done
 W/C 1 november
Confirm the VIP lists after necessary additions and changes
Team
W/C 1 november
Send invitations to the VIP guest list



Follow-up with marketing team for the invitation to be ready
Laura
 done
 W/C 15 October
Put VIP guest names and addresses on the invitation cards.
 Double check
 Mehnaz and Sarwat
W/C 8 november
Send out the mail
Team
W/C 8 november
Follow-up and email



Confirmation calls to invited guests
Team
W/C 14 november
Send invites to the ones who have not received one
Laura
W/C 14 november
Make a final list of the demand of tickets by the VIP guests
Mehnaz
W/C 14 november
Final list of RSVP
Sarwat
W/C 14 november
Send tickets



Follow-up with marketing team for the ticket to be finalised and printed
Laura
 done
 W/C 15 October
Get the tickets ready to be sent
Team
Week 5 November
Send tickets to the VIP's according to the demand list
Team
Week 5 November
Venue theming and experience



Follow-up and receive the marketing team theme for the event
Laura
 done
 W/C 15 October
Draft three options for venue theme in line with the marketing plan
Mehnaz
W/C 22 October
Share the drafts with class and get feedback
Team
W/C 22 October
Get quotes for each theme
Sarwat and Laura
W/C 1 november
Finalise the theme
Team with the feedback of the other teams
W/C 1 november
Finalise the program of the night
 Details like how guests will be received, flow and thoroughfare
 Alison and the team
W/C 29 October
Draft a program for printing
Laura
W/C 22 October
Program approved for print
Alison
W/C 22 October
Prepare a site map and get approval
Mehnaz
W/C 8 november
Prepare a run sheet for the guest liason volunteers
Sarwat
W/C 14 november
Brief the guest liason volunteers
Team
W/C 21 november
Runsheet to AH for master
Sarwat
W/C 21 november
Signage of venue



Finalise the plan for putting signs on venue
Team
W/C 8 november
Make the signs
Mehnaz
W/C 8 november
Put up the signs and double check
Mehnaz and Laura
W/C 21 november
Set-up venue



Procure the items required for the venue theming
Team
W/C 8 november
Transport the items to the venue


day prior retro
Set-up the venue


day prior retro
Confirm photographer for the day and give briefing
Laura
day prior retro
Volunteers



Gather requests from other teams for volunteers
Team
 done
 W/C 29 October
Prepare a summary and get it approved
Sarwat
W/C 29 October
Advertise for the need of volunteers on the community loungue
Laura
W/C 29 October
prepare a list of interested volunteers and share with the team
Laura and mehnaz
W/C 22 October
Contact short listed volunteers and share the prelimanary information
Team
W/C 22 October
Schedule Volunteers briefing with the teams
Team
W/C 8 november
Email all volunteers about the briefing session
Sarwat
W/C 14 november
prepare briefing hand outs for the Guests volunteers
Team
W/C 14 november
prepare a run sheet for the Guests team and volunteers
Team
W/C 14 november
Conduct the briefing of the Guest Volunteers
Team
W/C 21 november
Send gratitude emails to all volunteers after the event
Team
2 days after Retro