Project: Outdoor Cinema Event

1.1. Planning Stage

1.1.1. Event Concept and Proposal
- Market research report
- Event concept and unique selling proposition
- Event proposal
1.1.2. Budget Planning
- Detailed budget plan
- Approved budget
1.1.3. Venue Selection
- Shortlisted venue options
- Venue evaluation reports
- Finalized venue agreement
1.1.4. Vendor Selection
- List of potential vendors
- Vendor proposal documents
- Contracts with selected vendors
1.1.5. Permit and Legal Requirements
- Identified permits and legal requirements
- Permit application documentation
- Approved permits and licenses
1.1.6. Marketing and Promotion Plan
- Marketing strategy and target audience analysis
- Marketing materials (posters, flyers, social media graphics)
- Implemented marketing campaigns and collaborations
1.1.7. Risk Assessment and Contingency Plan
- Identified risks and challenges
- Risk assessment report
- Contingency plan with mitigation strategies
1.1.8. Timeline and Task Assignments
- Detailed project timeline
- Task assignments and responsibilities

1.2. Procurement Stage

1.2.1. Vendor Evaluation and Selection
- Vendor evaluation criteria
- Requests for Proposal (RFP) or quotes
- Vendor selection documents
1.2.2. Contract Negotiation and Finalization
- Negotiation records and communication
- Finalized contracts with vendors
1.2.3. Procurement Schedule
- Procurement schedule with key milestones
- Updated budget allocations for procurement
1.2.4. Vendor Management Plan
- Vendor contact list
- Vendor management procedures and responsibilities
- Performance evaluation and feedback records
1.3. Event Execution Stage
1.3.1. Ticket Sales and Online Portal
- Ticket sales records
- Functioning online ticketing portal
- Customer support documentation
1.3.2. Venue Setup and Logistics
- Venue layout plan
- Logistics coordination records
- Safety and emergency plans
1.3.3. On-Site Event Staff
- Staff recruitment and management plan
- Staff training materials and records
- Staff schedule and assignments
1.3.4. Guest Services and Experience
- Guest services plan and materials
- Attendee safety measures documentation
- Vendor and food/beverage coordination records
1.3.5. Entertainment and Programming
- Performer and speaker coordination
- Event schedule and program
- Technical requirements for performances
- Movie selection and scheduling plan
- Local directors' movie screening (5-7 pm)
- Famous/romantic movie screening (7:30-9:30 pm)
1.3.6. Event Technology and Production
- Technical setup and testing records
- Audio-visual systems documentation
1.3.7. Attendee Communication
- Pre-event communication materials
- On-site communication channels
1.3.8. Post-Event Evaluation
- Feedback collection mechanisms
- Post-event survey results
- Event data analysis report

1.4. Post-Event Evaluation Stage

1.4.1. Feedback Collection and Analysis
- Feedback collection methods and records
- Feedback analysis report
1.4.2. Event Data Analysis
- Attendance data and statistics
- Financial analysis and revenue reports
- Key performance indicators (KPIs) analysis