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Work Breakdown Structure (Entertainment Production Bookings and…
Work Breakdown Structure
Marketing + Design
Communications
Graphics + other advertisements
Print Posters and other printed media
Registration reminders
Distribute Posters
Return all printed materials around the venue and other locations after the event
Media Liaison
Creating Social Media kits
Create Social Media graphics
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Create schedules
Create hashtags
Decide on what platforms and with what accounts
Mailing list
Mailing list for Event Volunteers
Mailing list for Students/Public
Mailing list for Staff
Mailing list for Vendors/Entertainment
Mailing list for Campus Ambassadors
Communicating responsibilities to Campus Ambassadors
Send promotional materials
Send RSVP/tickets for distribution
Communicate Social Media kits
Campus Ambassadors (Social Media Coordinators)
RSVP/Invitations
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Ticket distribution
Ticket printing
Publicity
Social Media posts regularity (correlates with social media scheduling)
Event announcements to institutions
Meet with different faculty departments and other student organizations to spread the word
Post posters and other printed materials around campuses
After event 'thanks' share for volunteers, students, staff, ambassadors, and others that participated
Share final media documentation of event
Branding
Branding proposals
Finalize Branding materials
Volunteer Management
Volunteer Personnel confirmation
Spread the word about hiring volunteers + campus ambassadors
Send documentation about volunteering details
Confirm volunteers
Volunteer shifts scheduling
Hire campus ambassadors
Send documentation and other marketing & communications details about campus ambassadors
Day of the event
volunteer training
Safety training and check-up
Specific volunteer roles
Look after volunteers on events
Event date registration
Time registration for volunteers
Documentation for times
Volunteer shifts
Document time registration for volunteers
Confirm and send documentation of volunteer hours
Tally who showed up/didn't show up
Administration + Staff
Budget Coordinator
Volunteer Coordinator
Campus Ambassadors (Social Media Coordinators per institutions)
Event Volunteers
Parking and Transportation volunteers
'Take Down' volunteers
'Green Ambassadors' volunteers
'Registration & Admission' volunteers
'Set Up' volunteers
Merchandising Coordinator
Retail Vendors
Marketing & Communications Coordinator
Production Coordinator (Venue + Entertainment (Structure + Design))
Entertainment Coordinator (responsible for getting entertainment + auditions + coordinating with the Audio Visual Technician)
Venue Coordinator
Audio Visual Technician
Hire staff
Sign and agree to staff contract
Prepare staff contract
Catering and Vendor management
Catering management
Confirm head count for BBQ
Book Caterers for BBQ
Confirm contact person and shift employees during event
Equipment and resources needed
leftovers
Vendor management
Confirm vendor registrations
Confirm placements and tents
Equipments needed
Confirm contact person and shift employees during event
Entertainment Production Bookings and Schedulings
Event-run rehearsals
Light rehearsals
Equipment and Sound Check up
Program schedule tracking
Book Emergency Personnel
EMS and Medical Personnel
Security
Book Venue (McMahon Stadium)
Way finding planning to the venue
Signage printing
plan out venue layout
Stage Design
Signages inside the venue
Vendor layout
safety Checkup
Emergency Exits
Parking entrance and exits
Fire ways
Book Entertainment
Hold entertainment auditions
Confirm entertainment + comedy person
Confirm booking schedules
Confirm weather forecast
Confirm program time schedules
Confirm training schedulings
Confirm equipment + stage materials delivery
Confirm volunteering shifts
Confirm administration + staff shifts
Confirm vendor shifts
Set registration coordination
Confirm volunteers
Confirm student registration
Confirm vendors
Confirm Marketing & Communications deadlines
Transportation for students
Mass transit schedules for students
Confirm overall parking availability
Budgeting
Employee hours and pay
Calculate final budget outcome
Document total amount of spending and earnings
Calculate hours and pay for entertainment