Checklist - Timelines

Event : IDEAS 2016

Date: 22 - 25 November
Setup: 30th October
Venue: Karachi Expo Centre
Services Event Management
Project Ehtesham Bari
Head:

S.
NO. ITEM DESCRIPTION RESPONSIBILITY

1 Sales / Sponsorships of Ideas

Jaffer Abbas/ Owais Lodhi
Space selling- Local/ Int'l
/Billal Zaidi

Col. Tahir/ Sadia

Participation in Int'l Defence Exhibitions
Shiekh/Bilal Zaidi

Media Partnership & Print / Online Advertising Ehtesham Bari

Appointment of Agents Sadia/ Bilal

2 Creative Theme for Ideas

 Print Material: Folders, note pads, Ade' Memoir,
Show Catalogue, Visitors Guide Book, Parking Ashfaq/Irfan
Stickers, Badges, Invitation Cards

Backdrops Artworks: Curtain Raiser, Opening

Ceremony, Seminar, Governor Reception, Closing Ashfaq/Irfan
Ceremony, Sideline Conference

Internal & External Brandings Elements Mohsin/Irfan

Coordination for different kinds of Manuals and

Ehtesham/Ashfaq
Guidelines for SLOs, CONOFFs, Ushers etc

Designing & approval of Seminar folders for

Ashfaq
printing material Issue of seminar instructions.

Designing & approval of Sideline Conference

folders for printing material Issue of seminar Mohsin/Ashfaq/Irfan
instructions.
3 Preparation of Brochures for IDEAS
Incorporation of Messages of President, DG DEPO &
Ehtesham Bari
Snaps
4 Stall design / layout approval

Layout Plan of Halls Jaffer Abbas/ Owais Lodhi

All offices of DEPO and other Space as per

Usman Lakhani
requirement
Layout of temperature control marquees at the
parking ground at NCC and security clearance area Usman Lakhani
at expo centre
Layout of offices with furniture and office
Usman Lakhani
equipment for the dignitaries
 Layout Plan of Inauguration Ceremony, VVIP Lunch
Usman Lakhani
& Seminar

Ehtesham Bari / Usman

Layout Plan of Media Center
Lakhani

Layout Plan of Seminar, Governor Reception,

Inauguration Ceremony , Closing Ceremony &
Sideline Conference Usman Lakhani / Irfan
5 Exhibition & Venue Administration at Expo Centre
Provisioning of Flags of different countries along
Usman Lakhani
with poles

Approval of carpets colors Usman Lakhani

Arrangement of food for DEPO and other
Usman Lakhani
supporting staff working at the venue.
Lunch for VVIPs, VIPs and foreign delegates at the
Usman Lakhani
venue.

Foods courts for exhibitors and visitors on payment Usman Lakhani

Furniture and office equipment at mezzanine floor

Usman Lakhani
of Hall no 2 Expo Centre for DEPO

Provision of transport for delegations and DEPO

Usman Lakhani
officials
Booking of rooms in five star hotel for foreign Usman Lakhani/M.
delegates. Nadeem
Hiring, training and placing of ushers at Expo
Mohsin/Bilal
Center.
 Doctors and paramedical staff at venue at Expo
Owais Lodhi
Center.

Coord with DEPO for shifting of office equipment. Usman Lakhani

Souvenirs & Other gifts Usman Lakhani /Bilal

Security clearance of the Doctor appointed for Usman Lakhani/Owais
checking the food of VVIPs Lodhi

Requirement of transport for DEPO Staff Usman Lakhani/Umair

Usman
Booking of rooms for DEPO officers
Lakhani/M.Nadeem

Shifting of office equipment of DEPO from

Usman Lakhani
Islamabad to Karachi

Zubair
Provision of telephone / fax including steno Qadri/Kamran/Usman
Lakhani
Provision of telephone / fax including steno at
Kamran/Usman Lakhani
DEPO offices
Steering committee meeting Usman Lakhani/Ehtesham
(Setups/Arrangements) Bari
Usman Lakhani/Ehtesham
First Steering Committee Meeting
Bari
Usman Lakhani/Ehtesham
Second Steering Committee Meeting
Bari
Usman Lakhani/Ehtesham
Third Steering Committee Meeting
Bari
6 Media Management
 Media Coverage plan of IDEAS 2016 and
Ehtesham Bari
appropriate coverage
Message of dignitaries for special supplements &
Ehtesham Bari
other publication
Media Accreditation Invitations & Issuance of
Ehtesham Bari/Ashfaq
Badges.

Attachment of ISPR team for IDEAS-2016 ISPR/Ehtesham Bari

Curtain Raiser & DIG Traffic Pres Briefing Ehtesham Bari/Ashfaq

Forwarding of list of contents of Media Kit to

Ehtesham Bari /Ashfaq
Organizer

Concluding Press Briefing Ehtesham Bari

Draft Press releases for steering committee

Ehtesham Bari
meetings
Draft speeches of Chief Guest, DG DEPO, MoDP &
Ehtesham Bari
others

DEPO to provide schedule list of dignitaries to be

Ehtesham Bari
interviewed at media center during exhibition days

Tentative schedule of MOU's signing events to held

Ehtesham Bari/Mohsin
at MOU Ceremony area.

7 Software, Database & Other IT Management

Submission of SRS (software requirement Zubair Qadri
specification)
Zubair Qadri
Software interface approval

Zubair Qadri
Software demo

Handing of DBMS soft and hard copies to DEPO Zubair Qadri

Development of delegation handling and meeting

Zubair Qadri/Shehzore
network software

Online registration system, online exhibitor

Zubair Qadri
manual, badge printing system for IDEAS 2016.

Arrangement of latest machines and software for

Zubair Qadri
recognition of entry passes

Updating website Zubair Qadri/Maaz

Depute staff for installing the software and feeding

the data at airport, all hotels, DHO at PNS Bahadur
and DHC at the venue of IDEAS. Ensure that Zubair Qadri/Kamran
network links with integrated security and safety
measure
 Training of DEPO officials in operation of the
Zubair Qadri
software
8 Foreign Delegation Handling
Coordination with DEPO for Delegates' Invitation
Faisal Ali
and Lists
Coordination for establishing Desks at DHC, DHO,
Usman Lakahni/Faisal Ali
Airport and Hotels

Arrangement of Airport Security Badges from ASF Owais Lodhi/Faisal Ali

SLOs / CONOFFs Carry up Meeting Plan Faisal Ali/Nadeem

9 Security

Coordination with security agencies Owais Lodhi

Incorporation of data collected for security passes /

Zubair Qadri
cards to DBMS

Usman Lakahni/Owais
Security clearance of all staff
Lodhi

Usman Lakahni/Owais
Security Clearance of car rental companies
Lodhi

Usman Lakahni/Owais
Security clearance of Hotel staff/waiters etc
Lodhi
 Usman Lakahni/Owais
Security clearance of ushers
Lodhi

Usman Lakahni/Owais
Security clearance of staff at reception center
Lodhi

Security clearance of Doctors, paramedical staff Usman Lakahni/Owais

and drivers etc Lodhi

Provision of CCTV cameras at the external and

internal area of expo centre (halls, corridors, gates, Owais Lodhi/ Zubair
parking area, perimeter surveillance) to the Qadri/TDAP
intelligence agencies.

Provision of gates entry scanning and pictorial Owais Lodhi/ Zubair

recording with back up for entire event Qadri/TDAP

Security Equipment like gates scanner, x-rays ASF/DEPO/PNS Bahadur /

machine, etc. Owais Lodhi
10 Coordination with Government Agencies

Seeking NOCs / Approval from all agencies Wajahat/Owais Lodhi

Waiver of CESS charges from Govt of Sindh Wajahat/Waqar Ahmed

 Issuances of standing orders for procedures
Wajahat/ Logistic
regarding temporary importation and exportation
Company / (IDEAS Coord)
of exhibits goods from customs collect orate

Special exemption order for exemption from

payment of customs duties and sales tax on import Wajahat/ Logistic
of technical literature and advertising material Company / (IDEAS Coord)
from FBR
Waiver of duties on temporary import of arms /
Wajaht/ Logistic Company
ammunition / equipment by exhibitors for IDEAS
/ (IDEAS Coord)
from MOC.

Wajahat/ Logistic
Waiver of throughput charges from CAA.
Company / (IDEAS Coord)

Coordination with foreign embassies in Islamabad

Bilal Zaidi/Umair
and Pakistan Embassies abroad

Gratis branding letter for Advertisements for CAA

Ehtesham Bari/Nazim
(Airport), Cantonment Authorities & KMC

Consent by Governor for ceremony at Governor

Sajjad/EB
House on second night of IDEAS

11 Seminar

Finalization of seminar theme DEPO/EB

Selection of speakers/chief guest DEPO/EB

Zohair Naseer / Usman

Decision and booking of venue
Lakhani
 Refreshment / Dinner Usman Lakhani/EB

Event manager's list of Invitees Faraz

12 Inauguration Ceremony & Governor Reception

Event manager's list of Invitees including exhibitors Bilal Zaidi/EB

Lunch for guests for 600 persons in inauguration

Usman Lakhani
ceremony
13 Sideline Conference
Finalization of conference theme DEPO/Faraz

Conference Marketing & Sales Plan Jaffer/Mohsin

Selection of speakers
DEPO/ Faraz
Venue Setups & Speaker Facilitation
Sajjad/Faraz

Refreshment / Dinner /running tea for guests Usman Lakhani

14 Closing Ceremony & Media Breifing

Submission of program flow of Closing Ceremony Ehtesham Bari

Event manager's list of Invitees including exhibitors

& Media
Jaffer Abbas

Setups & Hi-tea for media and exhibitors in closing

Usman Lakhani
ceremony

15 Outer Area Soft Image Activities/Display

 Ehtesham Bari
Approval of Theme
Truck Display - Vehciles and Display Arena Usman Lakhani/Mohsin

Cultural Show Inaugration Area Performers

Usman Lakahni /Mohsin
 Action Required / Taken Deadlines

BXSS DEPO BXSS DEPO

Sales Ltrs & Visits

Issue Ltrs to Defence Attach 01.01.15 30.10.16
Telemarketing

Follow up Meeting
with Exhibitors & Support EM during Exhibitions 01.01.15 30.06.16
Others

Establishing
Contacts with media
EM to share agreements 01.01.15 30.08.16
agencies & finalize
agreements

Appoints agents in
EM to share agents list 01.01.15 31.06.15
worldwide
Creative's/Title
Pages to be Presented to DEPO 02.06.15 25.07.15
Approved by DEPO

Creative to be
Presented to DEPO 02.06.15 25.07.15
Approved by DEPO

EM will prepare
Design to be approved By DEPO 02.08.15 25.09.15
Options

EM will prepare To be reviewed and approved by

01.09.15 25.09.15
artwork with content DEPO

Creative will be sent

Artworks to be shared with DEPO 01.09.15 25.09.15
to DEPO for approval

Creative will be sent

Artworks to be shared with DEPO 01.09.15 25.09.15
to DEPO for approval

Done Approved 01.01.15 15.02.15

Done Approved 01.01.15 15.02.15

Plan to be share with

Required Approval 02.01.16 25.03.16
DEPO

Plan to be share with

Required Approval 02.08.15 02.09.15
DEPO

Plan to be share with

Required Approval 02.08.15 02.09.15
DEPO
Plan to be share with
DEPO. Lunch and Required Approval 02.08.15 02.09.15
Dinner Seating Plan

Plan and schedule to

Approval awaited 02.08.15 02.09.15
be shared with DEPO

Backdrop/Branding/S
approval by DEPO 02.08.15 02.09.15
eating plan

Follow up with DEPO

List to be provided by DEPO 01.01.16 31.01.16
for List
Sample to be arranged
Required approval by DEPO 01.01.16 31.01.16
by EM
EM to provide Menu to
Menu to be approved by DEPO 01.01.16 31.01.16
DEPO
EM to provide Menu to
Menu to be approved by DEPO 01.04.16 30.04.16
DEPO
EM to provide layout
Plan to be share with DEPO 01.04.16 30.04.16
and plan

EM will provide List of Equipment to be share

01.04.16 30.04.16
equipment & Furniture with DEPO

Vehicle detail to be shared with

EM will provide Vehicle 01.03.16 30.07.16
DEPO
Hotels detail to be
EM will arrange Hotel Reservation 01.03.16 30.07.16
share with DEPO
Ushers to be provide
DEPO to Short list, train, depute 01.07.16 15.10.16
by EM
EM will follow with
the Hospital Depo to issue letters to Hospitals 01.05.16 15.05.16
Management
DEPO to intimate to EM for
Follow up with DEPO 29.09.16 15.09.16
shifting Plan of DEPO
EM to arrange options DEPO to approved souvenirs 01.08.15 31.09.15
EM will lineup with DEPO will give contact details of
25.09.16 25.09.16
the caterers Doctors
EM to arrange
DEPO to intimate to EM for
Transport for Depo 15.08.16 20.08.16
Staff shifting Plan of DEPO

EM will arrange Hotel Hotels detail to be share with

01.05.16 30.07.16
Reservation DEPO
EM to arrange
DEPO to intimate to EM for
Logistics for Depo 31.07.16 15.08.16
Staff shifting Plan of DEPO

Follow up with
DEPO will issue letters to NTC &
Communication 30.05.16 01.06.16
Agencies Others

EM to arrange
Detail of Steno required 30.08.16 15.9.16
equipment
EM to arrange venue Depo will invite the Member of
25.01.16
& Setup Committee

10.03.16
EB to share details Depo to Update Partcipants

15.06.16
EB to share details Depo to Update Partcipants

10.09.16
EB to share details Depo to Update Partcipants
To be shared with
DEPO to approve the plan 30.05.15 15.08.15
DEPO
Draft will be shared
Approval of Draft 31.03.16 15.05.16
with DEPO

EM To provide list DEPO to security cleared the list 15.04.16 30.06.16

EM to inform DEPO DEPO to confirm 01.01.16 30.01.16

Schedule and plan to be

EM to share plan 30.06.16 30.07.16
approved by DEPO
Media detail
DEPO to approved the List 01.01.16 31.01.16
provided to DEPO
Press Releases &
DEPO to approve the Press
arrangement to be 30.07.16 15.08.16
releases and Plan
shared with DEPO
Draft will be shared
Approval of Draft 01.02.16 30.08.16
with DEPO

EB to prepare drafts To be shared with DEPO 30.06.16 15.08.16

EM to arrange media
according to the Plan and schedule to be shared
30.09.16 01.08.16
schedule provided with EM
only

EM to arrange media according to

Plan and schedule to the schedule provided only for
31.08.16 15.10.16
be shared with EM covering signing ceremony at
media centre
EM to submit SRS for
delegtion handling DEPO to approve SRS 15.05.15 22.05.15
software
EM to provide DEPO to approve Sofware
01.03.15 08.07.15
document interface
EM to provide
complete demo of
DEPO to Approve 25.11.15 20.11.15
delagtion handling
software

EM to arrange demo
DEPO / MoDP to approved the
presentation of 02.01.16 28.01.16
software
software

EM to arrange demo
DEPO / MoDP to approved the
presentation of 02.01.16 28.01.16
software
software

EM to arrange demo
DEPO / MoDP to approved the
presentation of 02.01.16 28.01.16
software
software

Arrangement of
Demo to presented by EM 02.01.16 25.03.16
Equipments

to Regularly Update
Any other required Information 02.06.15
IDEAS Website

Detail to be provided EM will hire the staff, train and

15.09.16 15.11.16
by EM depute at approved location
 Inform schedule and list of staff to
follow up with DEPO 01.04.16 15.04.16
be trained

Follow up with DEPO Data to be provided by DEPO 15.04.16 01.08.16

DEPO to inform
EM to sent letter for requirements 01.03.16 30.03.16
requirements

Follow up with DEPO Letter to be sent by DEPO 15.04.16 30.04.16

EM will arrange
lunch & receiving Plan to be share with EM 10.10.16 15.10.16
schedule

To follow up with
DEPO to initiate Letter to be issued by DEPO 10.02.16 28.02.16
letters.
Data Collection Data to be Shared with DEPO For
01.04.16 30.09.16
Activities Approval
Data to be sent to
DEPO as and when
Letters to be initiated 25.01.16 30.09.16
ready and
demanded.
Data to be sent to
DEPO as and when
Letters to be initiated 25.01.16 30.09.16
ready and
demanded.
Data to be sent to
DEPO as and when
Letters to be initiated 25.01.16 30.09.16
ready and
demanded.
Data to be sent to
DEPO as and when
Letters to be initiated 01.07.16 30.09.16
ready and
demanded.
Data to be sent to
DEPO as and when
Letters to be initiated 25.01.16 30.09.16
ready and
demanded.
Data to be sent to
DEPO as and when
Letters to be initiated 25.01.16 30.09.16
ready and
demanded.

EM to provide details
of equipment
Plan to be shared with DEPO 01.04.16 15.04.16
available at Expo
Center

EM to provide details
of equipment
Plan to be shared with DEPO 01.04.16 15.04.16
available at Expo
Center

EM to follow up with
Letters to be initiated 01.04.16 15.04.16
agencies

To follow up with
DEPO to initiate Letter to be issued by DEPO 10.02.16 28.02.16
letters.
To follow up with
DEPO to initiate Letter to be issued by DEPO 01.03.16 05.03.16
letters.
To follow up with
DEPO to initiate Letter to be issued by DEPO 10.02.16 28.02.16
letters.

To follow up with
DEPO to initiate Letter to be issued by DEPO 10.02.16 28.02.16
letters.

To follow up with
DEPO to initiate Letter to be issued by DEPO 10.02.16 28.02.16
letters.
To follow up with
DEPO to initiate Letter to be issued by DEPO 10.02.16 28.02.16
letters.
To follow up with
DEPO to initiate Letter to be issued by DEPO 10.02.16 28.02.16
letters.
To follow up with
DEPO to initiate Letter to be issued by DEPO 30.08.15 30.01.16
letters.

Coordination letter
Letter to be initiated by MoDP 01.01.16 01.06.16
to be initiated

Inquiry Letter to be Theme, Speakers/Chief Guest

25.12.15
sent finalized
Inquiry Letter to be Theme, Speakers/Chief Guest
01.02.16
sent to DEPO finalized
Letter to be
initiated by Badar Seek Approval 07.01.16 10.01.16
Expo
Options to be sent Menu to be approved 25.01.16 25.02.16
To be approved by
COO and provided 30.03.16 30.05.16
to DEPO

To be approved by
COO and provided 30.06.16 05.07.16
to DEPO
Menu options to e
Menu to be approved 31.03.16 30.04.16
sent to DEPO

Inquiry letter to be
sent to DEPO DEPO to approve the theme 01.10.15 31.12.15
Inquiry letter to be
sent to DEPO DEPO to approve the theme 01.10.15 31.12.15
Inquiry letter to be
sent to DEPO DEPO to finalized the speakers 01.10.15 31.05.16
Setup to be
presented Setup to be approved 01.02.16 10.05.16
Options to be sent to Menu to be approved
DEPO 01.05.16 01.07.16

Programm Shared Depo Approved plan/Flow

To be approved by
COO and provided 31.07.16 05.08.16
to DEPO

Setup /Menu options

Menu to be approved 31.07.16 05.08.16
to be sent to DEPO
EM shared plan &
Approved by DEPO
theme
Theme presented Approved by DEPO
Theme presented.
Need to make
Approed by DEPO 31.07.16 05.08.16
arrangements
accordingly
31.07.16 05.08.16
 Status

As of 28th December 2015