Work Breakdown Structure SAMPLE 1. Project Set‐up Obtain project approvals 1.1. 1.1.1. Approval for project execution by the San Francisco Film Society Board of Directors 1.1.2. Approval for project funding Set‐up Project Team 1.2. 1.2.1. Indentify team leaders in different areas (Finance, Operations, Communication, Government Relations) 1.2.2. Formal appointment of team leaders 1.2.3. Team leaders to assemble respective teams (including volunteers) 1.2.4. Estimated expense submitted by team leaders 1.2.5. Initial approval of funds to respective teams Venue Selection and Agreement 1.3. 1.3.1. Evaluate film exhibit venues (Kabuki and Castro theaters) and consider other ones. 1.3.2. Analysis and final selection on exhibit venues 1.3.3. Selection of parallel events venues Set up initial communication channels 1.4. 1.4.1. Contact media and issue press releases on the Festival 1.4.2. Set up initial web‐site with general information and call for entries 1.4.3. Contact public agencies to draft initial safety and transit plans 2. Event Design Selections and Invitations 2.1. 2.1.1. Selection of films to exhibit Last Revised: 7/18/2014 8:10 AM Page: 1 of 3 Work Breakdown Structure 2.1.2. Selection and invitation of special guests (film makers, film critics, movie celebrities) 2.1.3. Negotiate contractual agreements with special guests, when it applies Venue Preparations 2.2. 2.2.1. Negotiate agreements with venues selected, on partition of revenue 2.2.2. Finalize and guarantee execution of plans with public agencies (transportation and safety) 2.2.3. Contract venues for parallel events 2.2.4. Plan and contract services in for parallel events, such as catering 2.2.5. Order awards 3. Event promotion Promotional campaigns 3.1. 3.1.1. Allocate budget for campaign efforts 3.1.2. Finalize web‐sites, and other promotional materials 3.1.3. Re‐contact media channels for additional press releases on event 3.1.4. Additional adds and publicity execution Ticketing 3.2. 3.2.1. Create price models for ticketing options, including ticket discounts 3.2.2. Order and print tickets, following procedures for will call or sale at the venue 4. Event Execution Coordinate personnel allocation in different venues 4.1. 4.1.1. Distribute badges and other identification for personnel 4.1.2. Review tasks to be executed with specific personnel 4.1.3. Ensure personnel has necessary resources available Support guests in logistics and lodging 4.2. Last Revised: 7/18/2014 8:10 AM Page: 2 of 3 Work Breakdown Structure 4.2.1. Make reservations of hotels and flight tickets when needed 4.2.2. Contract transportation to event, as well as to/from airport, if needed Coordinate public safety and transit with responsible agencies 4.3. 4.3.1. Work in conjunction with San Francisco Police department 4.3.2. Work in conjunction with San Francisco Transportation Department Conduct media center for press conferences and interviews 4.4. Control of invoices and other expenses 4.5. 5. Finalize event 5.1. Review event accounting and finance 5.1.1. Provide detailed expenses and revenue report to San Francisco Film Society Board of Directors 5.1.2. Audit results Evaluate Event 5.2. 5.2.1. Evaluate different teams and their performances 5.2.2. Lessons learned session and notes on enhancements to be used in future events Last Revised: 7/18/2014 8:10 AM Page: 3 of 3