Innovation Discovery Event Planning Checklist

Innovation Discovery Event Planning Checklist

DUE DATE / NO. OF DAYS OUT / TASK / RESPONSIBLE PARTY / Status
PRE-EVENT
90-42 / Data call - project requests and/or identify potential technologies
42 / Lock in event and facilitators
42 / Reserve event space
42 / Review available A/V setup and identify gaps
42 / Identify guest invitees
42 / Send Save the Date to guest attendees
42 / Determine catering requirements/arrangements
35 / Review potential technologies and identify inventors
35 / Identify potential panel members
28 / Invite CO/Department Head for opening remarks and/or lunch
28 / Meet with PAO to request support
28 / Request event signage (if workshop is on base)
28 / Review/recommend technologies
21 / Send presentation request and PowerPoint template to S&Es selected to present
21 / Finalize panel members
21 / Confirm that there is enough interest to proceed
21 / Send invitations to guest attendees and panel members with travel and security information
14 / Receive preliminary presentation packages or quads for review
7 / Contact unresponsive invitees
7 / Suggest changes to S&E presentations
7 / Establish final agenda
5 / Confirm head count
5-2 / Confirm catering arrangements
5-1 / Receive final presentations from S&Es and conduct dry runs
1 / Print final agenda and other handouts
EVENT DAY
0 / Feedback – attendee evaluations
0 / Debrief and lessons learned
POST-EVENT
+1 / Send thank you email to panelists
LAB NAME
Event Date
Location
LOGISTICS/PLANNING
Complete / Task / Notes / Assigned To
Set event date/time/location
Set training time/location
Set social date/time/location
Reserve space
Directions and signage
Security/gate access
Parking considerations
Logistics
PAO meeting to request assistance
PROJECTS
Complete / Task / Notes / Assigned To
Data call – projects
Identify tentative project list (3 projects)
Secure final project list
Send .PPT template for presentations to inventors
Receive/review .PPT presentations
Meet with inventors prior to workshop
ATTENDEES
Complete / Task / Notes / Assigned To
Guest list created
Save the Date sent
Request CO/TD to open event
Invitations sent out
- To panel members
- To inventors
- To other ORTAs/govt. attendees
Logistics package included
Ping unresponsive invitees
Provide guest list to security/front desk
FOOD/BEVERAGES
Complete / Task / Notes / Assigned To
Does meeting space need to be paid for?
- Pre-meeting coffee/pastries
- Lunch
- Afternoon refreshments
- Evening social
- Dinner
Confirm head count (3 days prior)
AUDIO VISUAL/CHARTS
Complete / Task / Notes / Assigned To
Determine needs for A/V support
REGISTRATION DESK
Complete / Task / Notes / Assigned To
Name tags
NDA's signed
Info packets
- Create/print agendas
- Evaluation forms (for attendees)
Lab/Navy T2 propaganda
PUBLIC AFFAIRS SUPPORT (OTHER)
Complete / Task / Notes / Assigned To
Gate board announcement
Articles/event coverage
Photos
ADVERTISING/PR
Complete / Task / Notes / Assigned To
Directional posters
Signage on roadways
Easels