Pre-Event Master Checklist
Venue & Logistics
✓
Finalize venue — ITC Grand Goa or Alila Diwa Goa (confirm availability Jun 1–3)CRITICAL✓
Sign venue contract and block 150 rooms + banquet spacesCRITICAL✓
Confirm F&B package: day-wise menu for breakfast, lunch, high tea, dinnerOPS✓
Confirm in-room dining policy (only tea/coffee on Day 2 morning)OPS✓
Confirm outdoor lawn / garden area for evening dinners (Day 1 & Day 2)OPS✓
Confirm pool area availability for Day 1 pool party (4:30–6:30 PM)OPS✓
Confirm banquet/conference hall for Day 2 & Day 3 sessionsOPS✓
Confirm open area for Day 2 group photographOPS✓
Check Dabolim and Mopa airport logistics for guest pickupOPS✓
Finalize transport vendors — bus + cab fleet for both airportsVENDORTravel & Guest Management
✓
Collect all guest travel details (flight number, arrival airport, arrival time)CRITICAL✓
Build master guest list with name, designation, mobile, room assignmentOPS✓
Prepare airport-wise pickup schedule (Dabolim + Mopa batches)OPS✓
Assign volunteers to each airport pickup slotOPS✓
Book return travel / departures tracking for Day 3 drop-offsOPS✓
Prepare rooming list and share with hotel (names, check-in/check-out)OPS✓
Confirm table seating plan for Day 2 conference sessionOPS✓
Prepare table number cards with individual guest namesDESIGNArtiste & Vendor Bookings
✓
Finalize & book Emcee / MC (local, bilingual, corporate experience)CRITICAL✓
Book Magician — Tarun (confirm act, duration, props, movement-style)VENDOR✓
Book Bollywood Fusion Band for Day 1 gala dinnerVENDOR✓
Book Guitar + Banjo duo performers for Day 1 hotel arrival welcomeVENDOR✓
Book Violinist for Day 2 gala pre-functionVENDOR✓
Book Local DJ for Day 1 Pool PartyVENDOR✓
Book DJ Suketu for Day 2 Gala Night (confirm rider, console, travel)CRITICAL✓
Book Stand-up Comedian (Rahul Subramaniam / Atul Khatri or equivalent) for Day 2 awardsCRITICAL✓
Book Motivational Speaker for Day 2 afternoon (Madhavan / Harsha Bhogle / Rahul Dravid profile)CRITICAL✓
Book Sales Coach — Suresh Venkat for Day 3 sessionVENDOR✓
Sign contracts and collect advance payments for all artistesOPS✓
Collect all tech riders (sound, light, console requirements) from artistesOPS✓
Book event photographer + videographer (full 3-day coverage)VENDOR✓
Book GIF photo booth vendor (with on-site print)VENDOR✓
Book Magazine Cover photo booth vendorVENDOR✓
Book Scribble / Message Wall vendorVENDOR✓
Confirm Mosaic Wall vendor (guest photos pre-collected for print)VENDOR✓
Book Shisha vendor for Day 1 gala dinnerVENDORGifting & Merchandise
✓
Finalize & order branded T-shirts (150 pax + buffer, size-wise breakup from guest list)CRITICAL✓
Order cabin trolley bags with individual name customization (150 pax)CRITICAL✓
Procure welcome kit bags (transparent plastic) for room hampersOPS✓
Procure room hamper items: juices, dried fruits, cookies, chipsOPS✓
Procure airport welcome kits: water bottle, snack, wet wipe (in branded bag)OPS✓
Order branded coconut water (with INOX Air Products + Champions League logo) for Day 3OPS✓
Procure water lamps (electronic) — 150 units for cumulative lamp lightingOPS✓
Design and print personalized welcome notes for room hampersDESIGN✓
Design and print day-wise itinerary foldable cards for room dropDESIGN✓
Design and print branded key card jackets (room number + name)DESIGN✓
Design and print luggage back tags (name + room number)DESIGN✓
Design and produce acrylic centerpiece table objects with theme (Adapt Achieve Accelerate)DESIGNBranding & Design Production
✓
Design master event identity: Champions League logo, color palette, typographyCRITICAL✓
Design theme reveal assets (Adapt · Achieve · Accelerate visual system)DESIGN✓
Design & print cab/bus seat branding laminate ("Champion's Ride")DESIGN✓
Design & print airport volunteer black placard cards ("Welcome Champion")DESIGN✓
Design & print venue arrival backdrop (hotel reception area)DESIGN✓
Design & produce entrance arch for Day 2 conference walkwayDESIGN✓
Design & produce flag walkway elements for Day 2 conference entryDESIGN✓
Design & produce main conference stage backdrop (minimalistic, blue + gold)DESIGN✓
Design digital display content for standing banners / digital standeesDESIGN✓
Design INOX Air Products logo floor mat for group photo areaDESIGN✓
Design & produce branded bar setup graphics for pool partyDESIGN✓
Design Day 2 gala night backdrop (blue + gold, minimalistic photo booth)DESIGN✓
Design award trophies / certificates (15 awards, 3 categories)DESIGN✓
Order award trophies from vendor (confirm lead time)VENDOR✓
Design volunteer branded T-shirts (separate from guest T-shirts)DESIGN✓
Design delegate registration podium brandingDESIGNAV & Technical
✓
Finalize AV vendor for Day 2–3 conference hall (PA, LED, lighting)CRITICAL✓
Confirm screen/projection requirement for presentations (9 presentations)OPS✓
Arrange stage + podium for conference and gala nightsOPS✓
Arrange DJ console setup for pool party (Day 1) and gala (Day 2)OPS✓
Arrange handheld / lapel mics for MC, speakers, award presentersOPS✓
Arrange drone / elevated camera for group photograph (Day 2)VENDOR✓
Arrange digital standees / display screens for pre-function and hallOPS✓
Prepare master PPT template for 9 presentations (branded, theme-aligned)DESIGNContent & Communications
✓
Script Day 1 welcome WhatsApp message (in-flight scheduled broadcast)CONTENT✓
Set up WhatsApp broadcast list / group for all 150 guestsOPS✓
Produce INOX corporate brand video (company journey, scale, products)CONTENT✓
Produce theme reveal video (Adapt · Achieve · Accelerate)CRITICAL✓
Script MC flow documents for Day 1 pool party, Day 1 dinner, Day 2 conference, Day 2 galaCONTENT✓
Prepare awards list (15 awards, categories, winner names) with clientCRITICAL✓
Script Siddharth Jain welcome speech brief / talking pointsCONTENT✓
Prepare run sheet / minute-by-minute script for all three daysCRITICAL✓
Prepare volunteer briefing document (roles, positions, timings)OPS✓
Collect mosaic wall photos from guests (via WhatsApp or upload link pre-event)CONTENT✓
Collect guest T-shirt sizes from all 150 attendeesOPSSunday
DAY 01
01 June · Arrival + Pool Party + Gala Dinner
Morning — Airport Operations
06:00 AM ONWARDS
✓
Schedule and send WhatsApp welcome broadcast (timed for in-flight, lands as guests switch on phones)CRITICAL✓
Deploy volunteers at Dabolim Airport with branded T-shirt and black "Welcome Champion" placardsOPS✓
Deploy volunteers at Mopa Airport with branded T-shirt and black "Welcome Champion" placardsOPS✓
Confirm all cabs and buses in position at both airports (per pickup schedule)OPS✓
Ensure all vehicles have branded seat laminate installed ("Champion's Ride" branding)DESIGN✓
Load welcome bags in vehicles: water bottle + snack + wet wipe per guestOPS✓
Volunteers to confirm guest names, tick off master list on arrival at airportOPSAfternoon — Hotel Check-In & Welcome
ROLLING ARRIVALS — AS GUESTS REACH HOTEL
✓
Coalesce check-in desk positioned and operational at hotel lobbyOPS✓
Guitar + Banjo duo performing at reception lobby / backdrop areaVENDOR✓
Arrival backdrop in position with logo and Champions League brandingDESIGN✓
Welcome person stationed at hotel reception to greet each guestOPS✓
Issue branded key card jackets (with guest name + room number pre-printed)OPS✓
Attach branded luggage back tags to guest bags at check-inOPS✓
Hand out branded T-shirt to each guest at check-in (for group photo)OPS✓
Confirm room hampers are pre-placed in all rooms before guest arrivalCRITICAL✓
Confirm welcome notes + itinerary foldable cards placed in all roomsOPSEvening — Pool Party
04:30 PM – 06:30 PM
✓
Pool area setup complete — branded bar counter, DJ console, photo booth in positionOPS✓
Local DJ in position and sound check complete before 4:30 PMVENDOR✓
GIF photo booth operational with on-site printer (photo strip output)VENDOR✓
Local MC briefed and ready to engage guests, run gamesVENDOR✓
Bar service running: beer, tea, coffee confirmed with hotel F&BOPS✓
Starter snacks being served at pool as per menuOPS✓
Photographer/videographer capturing pool party momentsVENDOR✓
MC announces wrap-up at 6:15 PM and requests guests to freshen up for dinnerOPSNight — Gala Dinner
08:00 PM – 11:30 PM
✓
Lawn/garden dinner area fully set up: stage, printed backdrop, minimal decor, lightingOPS✓
Theme: Black / Classy — table settings, linen, décor confirmed with hotelOPS✓
Minimalist photo booth (blue + gold) positioned and operationalVENDOR✓
Bollywood Fusion Band sound check complete before 8:00 PMVENDOR✓
Magician Tarun briefed on flow, movement plan, table interaction sequenceVENDOR✓
Shisha setup operational and positioned in assigned areaVENDOR✓
MC welcomes guests, sets tone for the eveningOPS✓
Dinner service: full dinner menu flowing as per hotel scheduleOPS✓
Photographer/videographer capturing dinner, band, performancesVENDORMonday
DAY 02
02 June · Conference + Group Photo + Awards Gala
Morning — Breakfast & Pre-Conference Setup
07:00 AM – 09:45 AM
✓
Hotel tea/coffee in-room service confirmed for early risers (no full in-room dining)OPS✓
Breakfast running at hotel restaurant (hotel-managed)OPS✓
Conference hall: AV team completes final check — screens, mics, lighting, PPT displayCRITICAL✓
Pre-function area: Magazine cover booth, Scribble wall, Mosaic wall, all photo booths operationalVENDOR✓
Entrance arch + flag walkway installed and readyDESIGN✓
Registration podium staffed — usher ready with table number listOPS✓
Name tent cards placed on all tables as per seating planOPS✓
Water lamps + water bottles placed at each guest's seat on all tablesOPS✓
Stage and backdrop set; lamp-lighting diya placed at centre stageOPSConference — Opening & Inaugural
10:00 AM – 10:30 AM
✓
MC welcomes all delegates, sets context for the eventOPS✓
AV: INOX brand / corporate video playsCONTENT✓
MC invites Siddharth Jain to stage for lamp lightingOPS✓
Cumulative lamp lighting: hall lights dimmed, all guests activate water lamps simultaneouslyCRITICAL✓
Siddharth delivers welcome speech — Part 1OPS✓
AV: Theme reveal video plays (Adapt · Achieve · Accelerate — all branding activates)CONTENT✓
Siddharth announces and reveals the theme from stageOPS✓
Siddharth continues speech — Part 2, then steps downOPSConference — Morning Sessions
10:30 AM – 11:30 AM
✓
Presentation 1 — speaker confirmed, PPT received and loadedOPS✓
Presentation 2 — speaker confirmed, PPT received and loadedOPS11:30 AM – 12:00 PM — HIGH TEA BREAK
✓
Pre-function area activated — tea, coffee, snacks servedOPS✓
Acrylic theme centerpieces placed on all tables during breakOPS✓
Digital standees switch to theme display mode (Adapt · Achieve · Accelerate)DESIGN✓
Photo booths in use, guests engaging in pre-function areaOPSConference — Post-Lunch Sessions
12:00 PM – 01:30 PM
✓
Presentation 3 — speaker confirmed, PPT received and loadedOPS✓
Presentation 4 — speaker confirmed, PPT received and loadedOPS✓
Presentation 5 (slot extended) — speaker confirmed, PPT received and loadedOPS01:30 PM – 02:30 PM — LUNCH BREAK
✓
Lunch served (hotel managed) — confirm menu and service timeline with hotelOPSGroup Photograph
02:30 PM – 03:00 PM
✓
All guests wearing INOX T-shirts — volunteer confirms before moving to outdoor areaCRITICAL✓
INOX Air Products Champions League logo floor mat in position at shoot locationDESIGN✓
Elevated/drone camera positioned for high-angle group photographVENDOR✓
Crowd management: volunteers assist with arranging 150 guests efficientlyOPS✓
Multiple angles captured — final group photo confirmed before dispersingVENDORConference — Afternoon Sessions
03:00 PM – 05:15 PM
✓
Motivational Speaker on stage (03:00–03:45) — confirmed, travel arranged, AV brief givenCRITICAL✓
Presentation 6 — speaker confirmed, PPT received (03:45–04:15)OPS✓
Presentation 7 — speaker confirmed, PPT received (04:15–04:45)OPS✓
Presentation 8 — speaker confirmed, PPT received (04:45–05:15)OPS05:15 PM – 05:30 PM — TEA BREAK
✓
Tea, coffee, snacks served in pre-function area (15 minutes)OPSConference — Team Building & Wrap
05:30 PM – 06:30 PM
✓
Sales head team-building session — room setup adjusted, AV confirmedOPS✓
Day 2 conference officially closed by MC at 6:30 PMOPSNight — Awards Gala
08:00 PM – 01:30 AM
✓
Gala venue set up: open seating (no table numbers), AV, DJ Suketu console readyCRITICAL✓
Violinist performing in pre-function area as guests arrive (08:00 PM)VENDOR✓
Photographer capturing candid moments during pre-functionVENDOR✓
MC opens awards ceremony, Siddharth delivers opening remarks for galaOPS✓
Awards Batch 1 (5 awards) — 08:00–08:45 PM. Award props + trophies staged backstageCRITICAL✓
Stand-up comedian performs — 08:45–09:15 PM (Rahul Subramaniam / Atul Khatri)VENDOR✓
Awards Batch 2 (5 awards) — 09:15–09:45 PMOPS✓
Siddharth interaction / MC engagement session — 09:45–10:00 PMOPS✓
Awards Batch 3 (5 awards) — 10:00–10:15 PMOPS✓
Awards ceremony wrapped by 10:15 PMOPS✓
Bar and dinner opens post awardsOPS✓
DJ Suketu performs until 01:30 AMVENDORTuesday
DAY 03
03 June · Final Sessions + Checkout + Departures
Morning — Return Gift & Checkout
08:00 AM – 11:00 AM
✓
Branded cabin trolley bags delivered to each guest room (name customized per guest)CRITICAL✓
All guests check out and deposit luggage at reception by 11:00 AMOPS✓
Volunteer stationed at reception to assist with luggage tagging for departureOPSFinal Session — Closing Conference
11:00 AM – 02:30 PM
✓
Guests gather at banquet hall — branded coconut water (INOX logo) served on entryCRITICAL✓
Sales coach Suresh Venkat session — AV ready, PPT loadedVENDOR✓
Remaining conference presentations (balance from 9 total) completedOPS✓
Siddharth Jain closing thank you note / valedictory speechOPS✓
MC closes the event formallyOPSLunch & Departures
02:30 PM – 05:00 PM
✓
Lunch served (hotel managed)OPS✓
Departure schedule confirmed — cabs and buses dispatched batch-wise to Dabolim and MopaCRITICAL✓
Volunteer at reception managing luggage loading and guest departure confirmationsOPS✓
All event material, branding, and rentals cleared from venueOPS✓
Final handover with hotel team complete — all dues settledOPS✓
Post-event debrief notes compiled by production teamOPSManage
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