ACTIVITY:

Conceptualization

Industry Research & Target Audience Identification

Festival Objective Setting

Concept Development & Theme Selection

Scope Definition

Event Format Selection & Preliminary Timeline Creation

Planning

1. Goal Setting
2. Project Team Formation

Task Delegation & Resource Allocation

3. Detailed Timeline Development

4. Contingency Planning
5. Legal Compliance Check
6. Plan for Special Guests
 Food and Beverage Planning
 Accommodation Planning
7. Ticketing Strategy Development
8. Plan Finalization

Budgeting

1. Cost Estimation & Financial Forecasting for the Event

2. Contingency Fund Setting
3. Budget Review & Approval
4. Budget Distribution
5. Financial Tracking System Setup

Partnership Proposal Development

 Partnership Contract Review & Signing

 Public Announcement of Partnership with Metropolis City Council

Film Selection

Execute the Film Submission Works

Initial Screening of Films

Detailed Review of Selected Films with the Cultural & Leisure Committee

Film Scheduling

Venue and Logistic Arrangements

Venue Search & Booking

Layout and Seating Plan Design

Equipment Checklist Creation

Equipment Rental or Purchase

Catering Arrangements

Transportation Arrangements

Security Planning

Rehearsal Coordination

Venue and Logistics Finalization

Marketing and Promotion

Marketing Strategy Development

Target Audience Segmentation

Branding Material Creation

Press Release Writing

Social Media Campaign Planning

Website Update

Email Marketing Campaign Setup

Print Advertising Design and Distribution

Media Outreach

Influencer or Celebrity Engagement

Ticket Sales Promotion

Marketing Analytics Monitoring

Event Execution

Final Briefing

Venue Setup

Staff and Volunteer Coordination

Special guest Registration & Film Screening Management

Q&A Session Organization

Audience Interaction Management

Catering and Refreshment Provision

Security Management

Problem-Solving and Contingency Execution

Event Breakdown

Clean-up and Venue Restoration

Audience Engagement

Social Media Interaction

Audience Polling and Surveys

Live Q&A Sessions

Meet and Greet Opportunities

Audience Feedback Collection

Film Discussion Hosting

Festival Merchandise Distribution

Audience Competition Hosting

Email Communications

VIP Guest Engagement

Audience Recognition Events

Thank You Notes and Follow-ups

Evaluation and Feedback

Survey Creation

Feedback Collection from Audience

Feedback Collection from Staff

Feedback Collection from Sponsors

Social Media Monitoring

Press Coverage Analysis

Financial Review

Goal Achievement Assessment

Strengths and Successes Identification

Areas of Improvement Identification

Lessons Learned Documentation

Post-Event Report Creation

MEE-FEST FILM FESTIVAL GANTT CHART

1. Initiation

1.1 Project Team Formation

1.1.1 Determine Jobs Needed

1.1.2 Conduct interviews & Hire
1.1.3 Task Delegation & Resource Allocation
1.2 Proposal Report Plan

1.2.1 Industry Research & Target Audience Identification

1.2.2 Festival Objective Setting
1.2.3 Event Format Selection & Preliminary Timeline Creation
1.2.4 Concept Development & Theme Selection
1.3 Design Project Scope

1.3.1 Budget Allocation & Review for the £70,000

1.3.2 Design Project Plan and Schedule
1.3.4 Public Announcement of Event dates with Metropolis City Council
1.3.3 Partnership Contract Review & Signing
2. Planning

2.1 Venue & Logistic Arrangements

2.1.1 Venue Search & Booking

2.1.2 Layout & Seating Plan Design
2.1.3 Transportation & Catering Plan
2.1.4 Create Checklist for Event Equipment
2.1.5 Buy/Rent Event Equipment
2.2 Marketing & Promotion

2.2.1 Design Advertisements & Marketing Campaings

2.2.2 Print & Distribute Event Posters
2.2.3 Mass Advertisement on all Media Platforms
2.2.4 Design & Printing of Event Tickets
2.2.5 Contact & Confirm Ticket distributon chain
2.3 Legal Compliance Checks

2.3.1 Get permit approvals from Metropolis City Council

2.3.2 Get ALL filming Licences
2.3.3 Inform Metropolis City Police and event site neighbours about the Festival
3. Execution & Control

3.1 Monitor Event Sites

3.1.1 Site Inspection

3.1.2 Contact suppliers & Deliver supplies to allocated sites
3.2 Stage Plan

3.2.1 Special guest Registration

3.2.2 Set up the stage (Film Screens, Sound & lighting)
3.2.3 Implement Security Plan
3.2.4 Audience Engagement
3.3 Film Selection

3.3.1 Execute ALL Film Submission Works

3.3.2 Initial Screening of Films & Scheduling
3.3.3 Detailed Review of Selected Films with the Cultural & Leisure Committee
3.3.4 Conduct all rehearsal & Sound Checks
3.4 Event Execution

3.4.1 Final Briefing & Venue Setup

3.4.2 Staff and Volunteer Coordination
3.4.3 Audience Interaction Management
3.4.4 Film Screening Management
4. Closeout

4.1 Dismantling

4.1.1 Dismantle the Equipment

4.1.2 Dismantle the stages
4.1.3 Clean-up and Venue Restoration

4.2 Post Festival

4.2.1 Close Employment Contracts

4.2.2 Deliver Report