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January

January
January
Week1
Week2
Week3
6-9 MONTHS PRIOR
Determine event purpose
Research security measures
Contact security officers from 6 airports
Ensure we are meeting standards
Contact airports and discuss kiosk
Research JetBlue takeoff points
Reserve locations inside of airports
Research construction company
Book construction company
Supply surplus airplane construction
verify tsar requirements
have them build two
find storage location for extra kiosk
Test kiosks functionality
Ensure that kiosk and available space are similar
Build kiosk with removable seats
Ensure the TSA safety of kiosk
Official TSA inspection
Request documents verifying results
Send results to the six airports
Discuss training for flight attendants
Finalize kickoff date of August 1st
Prepare projected event budget
submit for approvals
secure transportation for kiosk
18 wheelers for hire
ensure their loading processes do not damage
purchase loading materials
purchase packing materials
acquire security clearances for those involved
9-12 WEEKS PRIOR
Finalize reserve spots within the six airports.
Compare size of kiosks to rented space
Training with kiosk managers/staff
Verify construction problems
If necessary, begin construction on a third kiosk
Design promotional posters
5-10 WEEKS PRIOR
Verify locations within the airport
Ensure there is power, and privacy
Begin work on promo materials
Order refreshments
Order beverages
order snacks
purchase mobile Wi-Fi hotspot
set up Wi-Fi___33 hotspots
Verify loading bay procedures
Design handouts/cards/brochures
Place promo material in airports
Reserve equipment
Velvet ropes
poles
cleaning supplies
parking arrangements for launch day
2-4 WEEKS PRIOR
Submit the final event scenario
Verify security problems and adjust
Verify final changes to the kiosks
Verify transportation methods
Email or call those invitees
Finalize details with transportation company
ensure the dates are correct
ensure materials needed are ready
Finalize training procedures
Take delivery of promos, favors, etc..
Write and send out press releases
Write and send out press releases to local news
Establish airport clearance for media
Hire moving men for heavy lifting
1 WEEK PRIOR
Deliver kiosk to JFK airport
bring all documents and approval papers
place kiosk in predetermined location
bring materials/temporary walls to keep kiosk veiled until kickoff event
evaluate media response lists
follow up calls
Make sure kiosk is functioning
Call electrician if necessary
Have electrician on standby for kick off
ensure that back-up kiosk is on a truck ready to go.
3-5 DAYS PRIOR
Finalize speaking notes for press
send final scenario to relevant volunteers and staff
prepare media packets
call to confirm parking reservations
create shot list for photographer
make sure kiosk managers are trained and ready to go
send out last minute press releases and reminders
verify security clearance for media
write the kickoff event's itinerary
write separate itinerary's for separate people
Flight attendants
kiosk managers
assistants
1 DAY PRIOR
Double check the kiosk and its functionality
handle any last minute media RSVPs
send any updates to relevant volunteers and staff
remind staff of any materials they may need
cameras
handouts
gifts
uniforms
ensure handout materials are on site
ensure refreshments are on site
ensure that technical support operator is on call
EVENT DAY
Arrive early
make sure everybody makes it through security
bring the final itinerary
check room for set up and equipment check
ensure requested accommodations have been made
ensure refreshments arrive
run through equipment
setup registration
Assistants escorting media through security
follow your event scenario
take photos
share on social media
take notes
DAY OF EVENT (AFTER)
Clean kiosk
check electronics for functionality and breakages
Distribute extra handouts
POST EVENT
schedule wrap-up meeting
survey attendees
watch for articles written and redistribute
finalize and send attendee list
2-5 DAYS POST EVENT
Follow up with any journalists
continue to work with airport management
send gifts to airport management and TSA
ensure that kiosk is operational
repeat steps from 5-10 weeks prior for next city
2-3 WEEKS POST EVENT
Ensure that kiosk is operational and day to day
get ready to break down kiosk
ensure that transportation is ready
send second kiosk to the next city
keep first on standby
4-5 WEEKS POST EVENT
Remove kiosk from airport
ensure that nothing is left behind
ensure that all electronics are broken down and attached to kiosk

January
Week4

February
Week5

February
Week6

February
Week7

February
Week8

March
Week9

March
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March
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March
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April
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April
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April
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April
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May
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May
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May
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May
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June
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June
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June
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June
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July
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July
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July
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July
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August
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August
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August
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August
Week32

SeptemberSeptemberSeptemberSeptember
Week33
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Week36

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