ANNEX 1: MILESTONES AND TIME LINES

MILESTONES AND TIME LINES

S/ SCHEDULE DESCRIPTI ACTION RESPONSIBIL EXPECTATI TIME STATUS OUTCOME
N ON REQUIRED ITY ON LINES
1 Creation of LOC and DG 20th Aug – Pending
Committee 31st Aug,
2022

2 Date of DATE FOR Determine LOC August 17, To be

Conference THE date for 2022 confirmed
CONFERENC Conference by DG
after
E and State
due
consultation Governme
with all nt
stakeholders
3 Produce Every Approvals of LOC Adhere 1st Sept- Ongoing
budget for Subcommitte the budget to Chairman, strictly to the 14th Sept,
the e should be facilitated Chairmen of 2022
budget.
Conference meet and by the Subcommittee
Chairman, Further
draft line s, and
items after collation Facilitator negotiations
(based on by the LOC: at the point
phases) and 1. of sale to get
budget for Submission of quality
recommende budget by
service and
d each
activities and subcommitte cost-effective
submit to the e prices on
Local 2. services to
Organizing be rendered.
Subcommitte
Committee
es should
work with the
Facilitator to
get vendors

1
 to execute
line items
4 Open Open 1. Select Finance Sub- Account(s) 1st - 10th Pending
Conference Conference Bank(s) to be Committee Management September,
Account and Account and used 2022
Determine Determine 2. Designated
Financial Financial signatories to
Management Management the
Process Process account(s)
3. Design a
financial
management
process
4. Open
Conference
Account(s)
5. Determine
funds
disbursement
process
6.
Communicate
process to
Sub-
committees
7. Agree on
milestones
and phases
for
disbursement
of funds
5 Establish Design, 1. Vendor to Technical, Robust 1st – 20th Pending
Conference Establish and Deliver Media & Online Sept, 2022
Website - Manage Website Publicity Presence and
Design and Conference 2. Selection Subcommittee
Management of Website Up-to-date
Website s, LOC and
of Website Administrator News and
Facilitator
. Information
3. Regular on the
2
 Uploading Conference
and Update of
Content
6 Media and Creation of 1. Develop a Media & Robust 21st Sept, Pending
Publicity Media Plan Media Plan. Publicity Conference 2022
and 2. Enlist Subcommittee Media
Partnership Media , LOC and
Partners. Presence and
with Facilitator
3. Negotiate Awareness.
Traditional
and Online Rates.
Media 4. Organize
Press
Conferences
and Regular
Updates
5. Publish
Daily
Conference
Bulletins
6. Engage
Media Houses
and Social
Media
Influencers
7.Media
Buying and
Monitoring.
8. Open
Social Media
Accounts
(Facebook,
Twitter,
Instagram
and Bulk SMS
for
Participants).
9. Design
Banners and
Backdrops.

3
7 Validation A Workshop 1. The LOC LOC Approve Final 15th – 20th Pending
Workshop to Validate and Sub- Concept Note September,
Conference Committees 2022
Concept Note to work with
to hold in Kadruwassa
Kadruwassa, to plan and
with execute the
Participants workshop
from 2. Identify
relevant Participants
MDAs from MDAs
and
Communicate
to
Kadruwassa.
8 Selection of Formulation Vetting and LOC Technical List of 15th – 20th Pending
Topics, of Relevant Approval by Subcommittee Topics, September,
Speakers, Topics and the LOC , member 2022
Speakers,
Facilitators, Identification countries and
Facilitators,
Discussants of Qualified Facilitator
and Speakers, Discussants
Rapporteurs Facilitators, and
Discussants, Rapporteurs
Session
Chairpersons
and
Rapporteurs
9 Invitations Drafting and 1. Drafting KadRUWASSA List of All 14th – 21st Pending
Approval of and Approval Participants, Oct, 2022
Invitation of Invitation Dignitaries
Letters and Letters and
and other
Cards. Cards.
2. Design and Invitees
Embed Ready
Tracker on
Conference
Website
3. Dispatch
Invitation

4
 Letters and
Cards to
Participants,
Dignitaries
and other
Invitees.
4. Track
Committed
Participants,
Dignitaries
and Invitees
10 Call for Announceme 1. Posting the Technical, 1. Papers, September Pending
Papers nt for Call for Finance and Presenters 27th – 1st
Specialists, Papers on the Media & November,
and 2022
Experts and Conference Publicity
Reviewers
Reviewers to Website, Subcommittee
Indicate Local and s, LOC and Confirmed
Interest in International Facilitator 2. Honoraria
Selected Print Media, Rates
Conference Professional Confirmed
Topics Journals, etc
2. Approve
Rates of
Honoraria for
Specialist,
Experts and
Reviewers.
3, Contact
Identified and
Interested
Specialists,
Experts and
Reviewers.
4. Convey
Approval of
Topics
5. Establish
Deadlines for
Submission

5
 and Review of
Papers
11 Registration Participants 1. Agree on LOC, Technical Commencem 1st – 30th Pending
to Register the format of and Media & ent of November,
Online Online Publicity 2022
Registration
Registration Subcommittee
2. Embed the s and
format on the Facilitator
Conference
Website
3. Advertise
Registration
in the Mass
Media
12 Documentar Documentary 1. Engage Technical and Create First week Pending
y on Vendor for M&P Awareness of
Kadruwassa Production of Subcommittee November
on the 2022
the s, LOC
Problems of
Documentary Secretariat,
2. Screen the Kadruwassa the
Documentary Secretariat Kadruwassa
3. Approve and Facilitator and Help
the Inspire,
Documentary
Innovative
for Public
Broadcast and
and Sustainable
Screening at Solutions
the Venue
13 Press Kit Information 1. Assemble Technical, Informed and 2nd Week of Pending
Package on Information Media & Positive November
the on Publicity 2022
Media
Conference, Kadruwassa Subcommittee
Coverage
Sponsors, and its s, LOC and
Principal Challenges, Facilitator Before,
Participants Preparations During and
and for the After the
Programme Conference, Conference
of Events Background

6
 Information
about
Sponsors,
Principal
Participants.
2. Ensure Kit
is Ready and
Distributed to
all Media
Outlets ahead
of the
Conference
14 Multimedia P.A System, 1. Identify Venue, Smooth flow 3rd week of Pending
Services Stage Setup, Vendors to Entertainment of November,
LED Screens Provide and 2022
Proceedings
for Multimedia Accommodatio
at the
Projection, Services n
Photography 2. Subcommittee Conference
and Presentation , M&P and
Videography, by Vendors Facilitator
3. Approval
of Preferred
Vendor
4. Engage the
Vendor and
Ensure Close
Supervision
and Timely
Delivery of
Service
15 Entertainme National Engage the Venue, Entertainmen 3rd week of Pending
nt Anthem and Kaduna state Entertainment t November,
Music to be art and and 2022
provided by culture Accommodatio
DJs and n
Members of Subcommittee
the art and
culture
16 Reservation of 1. 1. Determine Venue, Deposit to be Last week Pending

7
 Conference Conference number of Entertainment paid to of
Venue and Venue – Yar rooms for & secure November
Accommodatio aduwa Hall Accommodati Accommodatio 2022
n booking after
2. on and n, Protocol &
proper
Accommodat Syndicate Security
ion – Bafra Sessions Subcommittee negotiations.
Hotels, Hotel 2. Ensure s, LOC and Members of
Seventeen Bookings and Facilitator the logistics,
Asa Pyramid Reservations security and
Hotel, etc at The Bafra
protocol
and other
Hotels committee to
3. Pay visit the
Deposits for venue and
Booked physically
Rooms and assess the
Venues
4. Make Final available
Payments facilities.
According to
Agreed
Schedules.
17 MC Master(s) of 1. Identify Technical, Smooth flow Last week Pending
Ceremony to Reputable Venue, of of
Conduct M.Cs Entertainment November,
Proceedings 2022
Proceedings 2. M.Cs to &
Present their at the
at Plenary Accommodatio
Sessions Plans on how n Conference
to conduct Subcommittee
the s, LOC and
Proceeding. Facilitator
3. Approval
of Preferred
MC(s)
4. Engage
MC(s) and
Ensure Close
Supervision
at the Venue

8
18 Giveaways Gift Items to 1. Identify Technical and Create a First week Pending
and be given to Vendors and P&S Favorable of
Souvenirs Special Gift Items for Subcommittee December
Image for the 2022
Guests, the Various s, LOC and
Conference
Dignitaries, Categories of Facilitator
Chairpersons Participants and the
, Speakers, 2. Procure Country
Reviewers, and Package
Discussants, the Gift Items
Rapporteurs ahead of the
and Other Conference
Participants
19 Conference Programme 1. Reproduce Technical and Required 1st – 7th Pending
Kit of Events, Conference M&P Number of December,
Papers, Papers and Subcommittee 2022
Kits Ready
Instruction other s, LOC and
Ahead of
Materials, Materials Facilitator
Information ahead of Conference
Materials, Arrival of
Stationery, Participants.
Name Tag, 2. Obtain
etc for Relevant
Participants Materials
from Market,
UNICEF and
KADRUWASS
A
3. Prepare
and Make
Available
Conference
Kits to
Participants
Upon Arrival.
20 Food and Food and 1. Select Venue, Excellent First week Pending
Beverages Drinks to be Menu and Entertainment Hospitality of
Provided Insist on and December
Throughout Quality with Accommodatio 2022
Hotels/Vendo

9
 the rs n
Conference 2. Negotiate Subcommittee
for Bulk , LOC and
Pricing Facilitator
3. Approve a
System for
Accessing
Food and
Beverages
4. Convey the
Approved
Schedule for
Tea and
Lunch Breaks
to the
Hosting Hotel
21 Health/First 1. Provision 1. Identify Venue, Prompt 1st week of Pending
Aid Services of Services and Negotiate Entertainment Availability of December ,
by a with and 2022
Health
Reputable Reputable Accommodatio
Health Services in
Health n
Institutions in Emergency
Institution Subcommittee
close to the Close , LOC, Situations
Conference Proximity to Logistics &
Venue the Venue Transport and
2. Provision 2. Engage Facilitator
of First Aid Hosting
by Hosting Hotels on the
Hotels Provision of
First Aid
Services
3. Provide
Information
About 1&2 to
Participants
for
Emergency
Purposes
4. Negotiate

10
 with and
Engage
Approved
Health
Institution
22 Venue Security & 1. Design a Security & Secure and 1st week of Pending
Security & Protocol Plan Combined Protocol Well December
Protocol for the Security and Subcommittee 2022
Organized
Layout Venue and Protocol Plan and Facilitator
and Conduct Conference
Seating
Arrangement Training for
the
Management
of the Venue
2. Determine
Appropriate
Number of
Security &
Protocol
Personnel
3. Determine
Appropriate
Number of
Ushers
4. Arrange
and
Designate
Seats
23 Exhibition Exhibition by 1. Identify Venue, Showcasing 10th – 12th Pending
Host and Location for Entertainment Products and December,
Sponsors at Exhibition at and 2022
Services
Conference the Venue Accommodatio
Venue 2. Negotiate n
for and Subcommittee
Secure the , LOC
Location for Secretariat
the Exhibition and Facilitator
3. Design a
Layout for

11
 Exhibition
Spaces
4. Allocate
Spaces to
Exhibitors
24 Decoration The 1. Identify Venue, Friendly 10th – 12th Pending
of venue Ambience of Vendors to Entertainment Atmosphere December,
the Venue Provide & 2022
Conducive to
Venue Accommodatio
Decoration a Successful
n
Services Conference
Subcommittee
2. , LOC and
Presentation Facilitator
by Vendors
on Decoration
Options
3. Approval
of Preferred
Vendor and
Option
3. Engage the
Vendor and
Ensure Close
Supervision
and Timely
Delivery of
Service
25 Registration 1. 1. Identify Secretariat, Assured 11th Pending
and Participants and Train Logistics, Security and December,
Information to Confirm Personnel to Protocol & 2022
Proper
Stand at the their Online Provide Security
Venue Registration Documentati
Registration Subcommittee
Confirmation on of
and to collect s and
their Tags Services Facilitator Participants
and 2. Identify
Conference Vendors to
Materials. Support 1
2. Provision above.
of 3. Identify

12
 Information and Train
Stand Personnel to
provide
Information
Services at
the Venue
4. Engage
and
Supervise
Personnel
26 Periodic Periodic Periodic LOC Chairman Regular Every 2 Periodic
Review Review of Review of the and Facilitator Updating of weeks Review of
the Plan and Plan and the Plan the Plan
Schedule Schedule
and
Schedule

13