Expo Event Planning: Project Management
Project Overview
This project involved planning and executing a department-wide student expo in collaboration with professors and multiple classes. The goal was to create a space where students could showcase their work, receive feedback, and engage with both peers and faculty. As part of the logistics team, I focused on organizing the structure of the event to ensure everything ran smoothly behind the scenes.
Problems & Goals
The main challenge was coordinating a large number of students, projects, and professors across one building while avoiding scheduling conflicts and confusion. We needed to ensure that every participant had a clear place, the necessary resources, and a smooth experience from arrival to presentation.
Our goal was to create an organized, accessible, and engaging expo that encouraged participation and made it easy for attendees to navigate and interact with projects.
Research & Planning
We started by gathering information from professors through forms and outreach. This included details like the number of students participating, project formats (video reels, interactive demos, etc.), and any technical or spatial requirements.
All of this data was compiled into a centralized spreadsheet, which became the foundation for decision-making throughout the project. It allowed us to clearly see participation levels and begin planning space accordingly.
Coordination & Organization
After collecting data, we focused on aligning logistics across teams and stakeholders. This included:
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Communicating with professors to confirm participation and needs
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Collaborating with other teams to stay aligned on goals
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Creating a structured timeline to keep the project on track
We used this timeline to ensure that key steps—like finalizing room assignments and sending out event details—were completed on time and clearly communicated.
Space Planning & Logistics
One of the most important phases was mapping out the building and assigning spaces. We carefully matched each class to a room based on their needs, considering factors like:
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Technology requirements (screens, power outlets, XR setups)
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Project formats (tables, presentations, reels)
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Crowd flow and accessibility
This ensured that the space was used efficiently and that every project had the resources it needed to succeed.
Event Preparation & Day-of Planning
To prepare for the actual event, we created a detailed execution plan that focused on clarity and user experience. This included:
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Assigning roles such as greeters, info booth staff, and floor volunteers
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Designing signage and a QR code map to help attendees navigate
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Setting up an information booth and support system throughout the building
These elements helped create a welcoming and easy-to-navigate environment for attendees.
Final Event Outcome
The final expo successfully brought together students and faculty in a well-organized, engaging environment. Attendees were able to easily navigate the space, interact with projects, and provide meaningful feedback using fun cards that our Expo planning team created.
