Task Management Software

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Participation in Exhibitions, Fairs, Conferences  

Participation in Exhibitions, Fairs, Conferences


Public Relations Department takes responsibility for organizing various events such as exhibitions, conferences, round table talks, aimed to promote information about the company, product/service and strengthen public relations with mass media. Participation of employees of Public Relations Department in various public events is a complex process which requires good coordination and supervision of the PR managers. Usually such employees as writers, correspondents, art designers, photographers are involved in preparation, realization and following reviews of the events. Art Director controls their work and reports to the PR Director.

Planning events

Art Director of PR Department is responsible for planning, monitoring and reporting tasks concerned with organization of PR events. He can use VIP Task Manager to organize and manage his team. For example, there should be organized an exhibition at the end of December and Art Director needs to prepare everything required for this event. In Task Tree view he can create a new task group “Exhibition”. In this task group he adds tasks and assigns them to the employees. The tasks may have the following view:

  • Plan date of event
  • Select location where the event should take place
  • Define objectives
  • Establish budget for event
  • Evaluate expected return on investment
  • Compose profile of visitors
  • Compose profile of exhibitors
  • Prepare design and decoration
  • Make a list of speakers

Monitoring task performance

To monitor performance of the task related to the exhibition, Art Director can use Notification Panel. When certain task is updated, VIP Task Manager sends notification to this panel so At Director can track current progress of the task performance. He can assign supervisors who will also be able to track task performance. This can be helpful if At Director needs to delegate his duties to someone else. Users of VIP Task Manager can communicate in real time by leaving comments in the tasks. For example, supervisor can leave instruction for designers in the task “Prepare design and decoration”. Designers, assigned to the task, can watch appropriate notification of the task change in the Notification Panel and leave their feedback.

Reporting events

After the exhibition is over, PR Department makes reports and writes reviews. By using VIP Task Manager, Art Director can build reports in text or HTML view. The report may include name of the exhibition (or any other event), date of realization, names of organizers (assigned employees), exhibitors, discussed problems and found solutions. Art Director can attach various materials to the task such as profiles of exhibitors and visitors, a list of present partners, reviews, photos etc.

At least, it is necessary to conduct two events for mass media a year. After a public event has been over, PR Department makes reports and writes reviews. By using VIP Task Manager, Assistant Director of Public Relations can build reports in text or HTML view. He can create a new task "Report on event" and attach various materials, such as report such as documents, the list of journalists, copies of publications and photos.

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