The Australian Institute of Project Management - Gala Dinner - Case Study Example

Project Management Plan Name: Course: Instructor: Institution: Location: Project Management Plan 1. Schedule 1.1. Schedule management The Australian Institute of Project Management (AIPM) 25th National Conference will be held In October 2015. It will be a two-day event, and it will take place at the Melbourne Exhibition centre with an estimated 5000 delegates expected to attend. The event will have eight speakers. There will be a Gala Dinner the first night after a days’ session of speakers and trade workshops where the conference attendees have had the opportunity to listen to and liaise with their leading industry colleagues. For the conference to be successful, the project manager came up with a schedule management plan. The manager will be responsible for managing the event. To ensure the event runs smoothly the manager come up with a project schedule baseline and a change control mechanism to be used in cases of unacceptable increase in the schedule. The baseline schedule is given in the next subheading under project schedule. To ensure the event is on time and is making progress, the project manager will monitor the progress using the baseline. The manager will update the baseline after every activity . The manager in the schedule management plan addresses three primary variables namely the closing date of the conference, the day and time of the gala dinner and the amount of time needed for all the presentations. The conference is a two-day event, and the manager intended to make sure it remains that way. The gala is a crucial aspect of conference, and the manager will make sure it takes place on the first day. The delay in the gala dinner and the delay of the conference closing date to the next day are two unacceptable variances. The presentations can delay as long as they do not interfere with the date and time of the gala dinner and the closing of the conference. In case the presentation delays; the Chartered Tours of Melbourne can be cancelled to accommodate the delays 1.2. Project schedule A project schedule is a crucial part of any project because it gives a set of the event tasks and dates that the event organizer, the attendees, and the event owners use as a guide. The event planners use it to monitor the progress and success of the project. The tables below include a list of tasks and dates that constitute the project schedule. Friday, 16 October 2015 Time Event Presenter 0700-1000 Registration 1000-1030 Keynote speaker Ian Sharpe 1030-1045 1045-1145 First speaker Alicia Aitken 1150-1205 1205-1240 Morning Tea and Optional Trade Exhibition 1245-1345 Second Speaker Daniel Grollo 1350-1450 Guest Speakers John Webb and Lindsay Fox 1455-1555 Lunch and Optional Trade Exhibition 1600-1900 Unallocated time / Chartered Tours of Melbourne 2000-2350 Gala Dinner Celebrating 25 years Table 1: Friday’s schedule Saturday, 17 October 2015 Time Event Presenter 1030-1100 Late Morning tea and networking 1105-1135 Keynote speaker Introduction to the second day Ian Sharpe National President of the AIPM 1105-1135 First presenter Professional practice for tomorrows project managers Vinayaga Sarma Representative for Victoria University 1140-1240 Lunch and Optional Trade Exhibition 1245-1345 Second Speaker Project management value adding Roger Hadgraft Australian Author 1350-1450 Third Speaker Financial sustainability and feasibility Brian Hartzer Managing Director & Chief Executive Officer for Westpac Banking Corporation 1455-1555 Workshop Team building activities and networking 1600-1700 Official Close Table 2: Saturday’s schedule 2. Budget/cost 2.1. Funding source The success of a project depends on the level of organization, and the level of the organization depends on the amount of human and capital resources available. A project that is well funded has a higher chance of success. To ensure that the project is well funded the sources of funding have to be identified and clearly stated well in advance of the project. The Australian Institute of Project Management (AIPM) 25th National Conference will have three sources of funding namely sponsorship, proceeds from exhibition booths and ticket sales. 2.1.1. Sponsorship There will be three levels of sponsorship deals namely diamond sponsors, gold sponsors and silver sponsors. A total amount of $55,000 was raised from sponsorship deals. 2.1.1.1. Diamond Sponsors These are the principal sponsors of the event. The will receive the most exposure to the event in return for their contribution of $30,000. They will enjoy a number of special benefits at the event such as 15 minutes presentation after keynote presentations Continued acknowledgment throughout the event Logo recognition Identified as a principal and official sponsors of the event Have a secluded signage in the main venue Their companies given special recognition and emphasis in the conference handbook Recognized, acknowledged and featured on the conference website 6m x 2m exhibition stand Telstra will be the primary sponsor of the event, and it will enjoy the benefits mentioned above.. 2.1.1.2. Gold sponsors These are the second sponsors of the event. Although not as much as the diamond sponsors the will, receive exposure at the event in return for their contribution of $15,000. The sponsorship package will create a strong link between the sponsor and the social sessions carried out during the conference. They will enjoy a number of special benefits at the event such as As they welcome the delegates, the company gets to present the company for about 5 minutes Have their logo put in a strategic location including brochures, handbook as well on the website among others Have the sponsor banner strategically displayed at the entry point of the reception 6m x 2m exhibition stand Qantas will be the gold sponsor of the conference, and it will receive the benefits mentioned above during the event. 2.1.1.3. Silver sponsors These are the third sponsors of the event. The sponsorship deal aims to raise more revenues for the event. The sponsorship package creates a strong link between the sponsor and the social sessions carried out during the conference. The will receive some exposure to the event in return for their contribution of $10,000. These sponsors will enjoy the following benefits; Featured in the advertisement in the conference handbook Exclusive branding association Special logo recognition that are strategically placed in brochures, conference handbook and website among others Westpac will be the silver sponsors of the conference and during the event they will enjoy the benefits mentioned above. 2.1.2. Exhibition booths The exhibition booths will give the adverting company and opportunity to advertise and display their particular services and goods to a large corporate market. Each exhibitor will pay a contribution fee of $1000 in order for them to receive space to display their booths. There are 20 exhibition booths available with the package entailing; 3m x 2m exhibition booth A name tag List of company products along with their goods and services included in the conference handbook Below is a list of the companies that have paid and received space to erect their exhibition booths and display their goods and services . Company Name Exhibition booth No. Carbine Resources Limited Exhibition booth No. 001 Caq Holdings Limited Exhibition booth No. 002 Capilano Honey Limited Exhibition booth No. 003 Capral Limited Exhibition booth No. 004 Cape Range limited Exhibition booth No. 005 Cape lamberts resources Exhibition booth No. 006 Capital health limited Exhibition booth No. 007 Canyon Resources Exhibition booth No. 008 Caltex Australia Limited Exhibition booth No. 009 Callabona Resources Exhibition booth No. 010 Cabcharge Australia Limited Exhibition booth No. 011 Cadence capital limited Exhibition booth No. 012 Classical general minerals Exhibition booth No. 013 Codan limited Exhibition booth No. 014 Clover cooperation limited Exhibition booth No. 015 Coal of Africa Limited Exhibition booth No. 016 Coats group PLC Exhibition booth No. 017 Clime capital limited Exhibition booth No. 018 Coca Cola Amatil Limited Exhibition booth No. 019 Clean seas tuna limited Exhibition booth No. 020 A total amount of $20,000 was raised from the selling exhibition space. 2.1.3. Ticket sales The AIPM has five thousand members in its books. To anticipate for the attendance of all its members, it has decided to print 5,000 tickets. Three thousands tickets will inclusive of the gala dinner while remaining two thousand will only cover the conference entrance. AIPM together with the event organization and in consultation with the marketing company they anticipate that half of the delegates will be AIPM members, and the other half will be non-members. In order to give the members an incentive to attend the event, they receive a ticket price discount if they purchase the tickets in advance. Through a sustained and well-organized marketing campaign, the event has been sold out for weeks, and the event is fully booked. The organizers have received the full amount expected from the ticket sells. Tickets were priced at $80 without the dinner gala and $110 inclusive of the gala.1000 tickets were sold to AIPM members at a discounted rate of $60 (without gala), and 1500 tickets were at $80 (including gala). 1000 tickets were sold to non-members at $80(without gala) and 1500 tickets (including gala). The total amount of money raised from the ticket sells was $20,000. 2.2. Budget While budgeting for the event the AIPM’S aim was to make sure the event is a success to but it should within the budget. A breakdown of the budget is given below. Expenditure Income Expense Cost Activity Income Venue Sponsorship Venue hire $50,000 Diamond sponsorship $30,000 Gala dinner $78,000 Gold sponsorship $15,000 Catering $302,000 Silver sponsorship $10,000 Marketing Exhibition booths Website design $7000 Total number of booths $20,000 Social media campaign $30,000 Tickets Posters $580 Members (without gala) $60,000 Flyers $250 Members (with gala) $120,000 Banners $145 Non-members (without gala) $80,000 Entertainment Non-members (with gala) $165,000 Disc jokey $1000 Miscellaneous $5000 Total costs Total income Total $473,975 Total $500,000 3. Project organization 3.1. Roles and responsibilities The important roles and responsibilities during the planning and implementation phases of the project are listed below. Name & Organization Project Role Project Responsibilities John Smith Telstra Primary Sponsor Smith will be coordinating all the Telstra activities. He will ensure that all the logos and banners are in place. Smith will be responsible for the Telstra presentations . Scott Parker Westpac Secondary sponsors Parker will be coordinating all the Telstra activities. He will ensure that all the logos and banners are in place Francis Cunningham Qantas Secondary sponsors Cunningham will be coordinating all the Telstra activities. He will ensure that all the logos and banners are in place. Cunningham will be responsible for the Telstra presentations Margret Thatcher Ministry of planning and economic development Government Minister Margret Thatcher is the minister of planning Government employee who will be a guest at the event and a representative of the government. Ian Hemingway Hemingway Project Managers and planners Project Manager Ian will be responsible for the day-to-day management of the project and has specific accountability for managing the project within the approved constraints of scope, quality, time and cost, to deliver the specified requirements, deliverables and customer satisfaction. Johnson Rooney Johnson and Johnson Solutions Security Steward John will be responsible for the project’s security 3.2. Stakeholders The successful completion of any project depends on the communication and coordination of all the stakeholders. Active involvement of all the stakeholders is crucial to ensure the project is planned and implemented successfully. Below is a list of the main and most important stakeholders The Australian Institute of Project Management The venue manager The hotel manager The project manager The communication and marketing manager The security manager 4. Issue management The project manger prepared an issue management strategy that will be used to tracking and reporting the different activities taking place during the conference. The issue management strategy includes an issue log that the manager will use to log in the starting and finish time of each activity that will take place during the event. The issue management log Event Start time Finish time Issues comments interventions Registration Keynote speaker Telstra presentation First speaker Qantas presentation Morning Tea and Optional Trade Exhibition Second Speaker Guest Speakers Lunch and Optional Trade Exhibition Unallocated time / Chartered Tours of Melbourne Gala Dinner Late Morning tea and networking Keynote speaker Introduction to the second day Telstra presentation First presenter Professional practice for tomorrows project managers Qantas presentation Lunch and Optional Trade Exhibition Second Speaker Project management value adding Third Speaker Financial sustainability and feasibility Workshop Official Close 5. Change management A change management plan is crucial to ensure that any unexpected changes to the event schedule are dealt with in the quickest time possible to ensure they have minimal effects or impact to the success of the event. The project management team together with venue manager came up with a management plan detailing the change request process of the key activities scheduled to take place. The change management plan and log are given below. Activity or process change request process Cancelation of attendance by the delegates The delegates can cancel through either email or phone calls but it has to be 48 hours before the event is scheduled to start. Withdrawal of the sponsorship A sponsor can cancel the sponsorship deal only with a valid reason. The sponsors will apply for cancelation through the change control board, which will consider the case. The process takes two weeks. The application must be 2 months before the event is scheduled to take place Cancelation of o attendance by booth exhibitors The exhibitors can cancel through either email or phone calls but it has to be a week before the event is scheduled to start. Cancelation of venue usage by the Venue manager The venue can cancel the scheduled event only with a valid reason. The venue manager will apply for cancelation through the change control board, which will consider the case. The process takes two weeks. The application must be 2 months before the event is scheduled to take place Cancelation of speakers The speakers can cancel through either email or phone calls but it has to be a week before the event is scheduled to start. 6. Communications management Communication is very important and it can make or break an event. The event manager developed a communication management plan to manage the information and marketing campaigns that the event organizers use to communicate with different stakeholders. The organizers developed sustained marketing campaigns that will be used to convey consistent, clear, and timely information to the different stakeholders to ensure the event is a success. The communication management plan is given below Communication strategy Description and detailed information Event website Create a website designed specifically for the event including pictures and bios of the speakers for the event. The conference speakers will be industry-recognized individuals in keeping with the standard and objective of the AIPM. The website will include the dates, time, location, ticket prices, and paying options. social media Consistent and broad social media use such as pre-event blogs, creation of event hashtags on Twitter and Facebook by socially influential people. internal resources using existing partners, keynote speakers and sponsors to secure free advertising for the event through email, newsletter and Facebook page. marketing letters and emails Identified individuals will receive explanatory as well as marketing letters and emails, which give detailed report and implications of the conference. The first letters and emails will be sent two months prior to the conference and will give details about the activities as well as the guests who will be present. Several other letters and emails will follow these emails at three-week intervals until the day of the event. Digital and print media A very visible communication or call to action that encourages people to attend the event will also be made available both in the national dailies and in the AIPM website. Posters and images Posters and images of the conference as well as interesting activities will also be made available to the public through the social media platforms that have been selected. This will include dates of the event, time, venue, and sponsor’s logos 7. Deployment plan To ensure that the event process on schedule and its eventual success the project manager in consultation with the venue, hotel and transportation managers have come up with a deployment plan. The Plan is a description of the approach that will be used to rollout the services during the event. Services description Transport The delegates will be picked form the airport using hotel buses and taken to their pre-booked hotel rooms where they will be checked in. During their stay at the conference, the delegates will be picked in the morning to be taken to the event venue and drop back to the hotel room. Those delegates with vehicles will be provided 24 hour parking services at no eta charge both at the venue and the hotel The approach will be ensure that the delegates arrive on time and are not lost. It will save a lot of time and ensure the conference proceeds smoothly. Accommodation The hotel rooms will be pre-booked by the event organizers since all the delegates paid in advance. For easy transportation and coordination the delegates will be booked in two or three hotels Venue The venue will ensure that food is provide in plenty at no extract charge to the delegates since the package is inclusive of meals. The venue will provide sufficient entertainment to discourage the delegates venturing out. The venue will provide ample parking for the delegates with vehicles and fro the business that will carry the delegates without vehicles Read More