Timeline

Gen Con Indy 2011 - Wizards of the Coast

August 4-8, 2011
EVENT TIMELINE:
6 MONTHS PRIOR

Account Executive and myself (Account Manager) met with client and discuss desired event
outcome.
I developed the overview vision in a word document that was discussed with client and I met
with internal staff to develop Request for Proposal (RFP).
I worked with internal staff (Account Executive, Design Team) to develop an RFP that matched
closely with what the client was requesting. Once they put together the details from the notes I
took for the overview, they would send to the Account Executive and myself for approval. I
would edit the content and the grammatical components to ensure that it matched the client's
vision and was presentable.
Once completed, I sent the RFP directly to the client (Events Manager) to see if this aligned with
their interests. Once the client decided to move forward with our team, we (Account Executive,
client and myself) mapped out all of components to the event details.

I broke out the event into sectors. There were 2 event halls, 1 booth, 3 off site locations (2 off
site events, 1 set up at the airport), 3 onsite locations for a total of 9 managed locations/events.

 Design/Drawings
I filled out and created a detailed design request.

This included an internal qualifying

questionnaire, Exhibit planning guide and a
new build client budget. This gave the
internal budget for design cost (not
including site assistance, only the designing
of the both).

I worked with the Design

team in creating the layouts for the booth, halls, events and off site locations.

I worked closely with the Project Manager once the

Design was developed to create the drawings/renderings that matched
the design layout. This would ensure everything will fit in the areas along
with being visually appealing to the customers/attendees.

I created a work
order/contract and researched all
of the costs for all areas currently in the plan.
While also adding additional estimates for future
opportunities.

I researched pricing for different vendors to ensure the best price and quality
given to the client.
I created and managed the client, vendor and our calendar/timeline for the event.

I reached out to a Marketing vendor (Hanson Dodge) to assist with the social media, website,
guerilla marketing and onsite participation for Wizards of the Coast. I coordinated directly with
Hanson Dodge to ensure all aspects were met for the client.
I verified with the Project Manager, Foreman, and the in-house labor that all the booth items
were being built and taken out of storage, verifying that all details/components were being
included and developed in required time frame.
I also communicated with outside labor/vendors to ensure that they were completing
their tasks in required time frame.

3 MONTHS PRIOR

I determined the electricity, internet, television/technology, and other equipment needs to

ensure they were ordered and within the estimated budget.
o If there were items that were outside of the scope, I would communicate with the client
to approve and move forward with the added components.
I was the branding manager for the client, I would ensure that the brand was consistent with
WotC standards, therefore I approved or denied graphics/layouts and made adjustment request
to our internal graphics team.

Planned special events that happened off site on behalf of the client, in accordance with what
they desired.
o Catering, graphics/banners, number of attendees, and RSVPs/Invitations.
Managed items shipping to and from event. Along with the select items that moved to the next
event (Comic Con).

1 MONTH PRIOR

Verified that all areas were in compliance with client and our needs.
I created an ongoing PowerPoint for the booth and airport showing details regarding the onsite
activities/events presented by the client.
Created and compiled all show information in a Show Kit. This included Quick Facts sheet
regarding the Gen Con Tradeshow event, an emergency contact list (with all of the Client
contacts, 3D Exhibits contacts, vendor contacts, show contacts, onsite contacts, etc), Installation
& Dismantle, Labor, onsite orders, layouts of the area locations, talent, graphics/banners/decals,
rigging and more.

DAY OF EVENT

I was the primary onsite coordinator.

o

If there were any issues/problems, I would

be the person to find the solutions. From
technical difficulties to costume fixes.

CLOSE OF EVENT

Ensure that all items were packed correctly and were being prepped to ship to the appropriate
locations.

Clean up space and assist client in any last minute items needing to be attended to.
POST EVENT

At the completion of the show I put together a post-show recap including statistical analysis. I
collaborated with Hanson Dodge for Marketing recap and social media results.

An average of 72,000 people

participated in the guerilla
marketing/social media interaction
during the Gen Con Event.

I managed the contracts and work orders during the show.

o

I put together the invoices through the results of the accounting

recap (with costs and mark-ups) for the event and verified the
costs and discounts with the account executive. I presented the
invoice to the client and made any required adjustments.