Project Management Assignment C11PA
Conference Project 2020
Development of project scope statement for a conference our team is supposed to organize
and manage. The conference is to be based on emerging and innovative trends such as:
1.
2.
3.
4.
Leadership
Agile Project Management
Strategy
Project Success Factors
We are required to write a Scope Statement for this project.
PROJECT SCOPE STATEMENT
Project Objectives:
The primary objective of this project is to successfully execute this Event which is supposed to
happen in the 2nd half of 2020. Now to achieve this primary goal, a chain of events needs to
happen which is going to lead to its success. These include:
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Financial Aspect: As we are organizing this whole event, the financial side of organizing
such an event is a priority. We must make sure no losses are achieved at the end of this
event and the finances even out.
Technical Aspects: So, to become a reputable organization, we need to execute this
event technically along with financial execution. This means that a proper methodology
is followed from the start of the project right till the end of the event.
Scheduling: This part is most critical and crucial because scheduling is vital for any
project. When selecting dates, its important to do a lot of brain storming and then reach
a decision. Everything must be considered before choosing a specific date for the event.
These include weather, publics holidays etc
Quality: In order to execute a successful event, its inevitable for the participants to go
home satisfied. The objective here is to make sure a standard event is set in place which
will be right up there with other events that have happened or are in the pipeline.
If these requirements are met, then the success of the project is inevitable.
Project Scope Description:
In this section we will discuss in detail what the project on hand is about, what its motives are
and what can be achieved after the commencement of this event. So, basically this event is a
kind of National Conference which is being held in the Uk in the 2nd half of 2020 which means
after June of 2020. In this event there will be different workshops and seminars related to the
emerging business strategies in Leadership, Project Management, Project Strategies, Project
success factors and many more. The two-day event will include workshops and seminars as
mentioned before, along with that, ice breaker events in which the delegates can interact with
each other. Along with that many fun and entertainments are there for the delegates where
they can relax and enjoy. Food will also be provided to the delegates and the guest speakers as
well.
The outcome of this event will be beneficial for the participants on so many different levels.
First, the delegates can learn about different new innovations in the field of business
management. Along with that the delegates will build good communication skills which they
can use in their professional lives ahead. The delegates will also get a chance to meet role
models of their own field during this event and I am sure they’ll get inspired by them at the
same time. On organizational level this event will help improve our reputation and we can get
offers after executing this event successfully.
Project Requirements:
The requirement of this project is very basic but important at the same time. First of all, the
primary requirement is to conduct this event successfully. Along with that making sure every
criterion is met is also very important. These criterions include logistics in which making sure
everything happens as planned. Security, which is also a very important factor in events like
these. Similarly, making sure technical aspects are fulfilled is also very important.
In a nutshell, the requirement is to set the bar high and develop a standard for other
organizations
Project Deliverables:
Each of the project deliverables is very important and equal. The Deliverables include the
following:
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Logistics: Logistics as we all know is a detailed organization and implementation of a
plan. This is probably the most important part of the deliverables because everything
depends on this as it is a vital part of this event
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Sponsors: Sponsors will be an important part of this event too as without them,
conducting this event will not be possible. We must make sure that the sponsors are
satisfies with what we do for them.
Transport for Guests: Guests are important too as mentioned in the previous sections.
So, making sure they reach the venue safely is critical. Therefore, handling transport is
also important.
Hygienic Food: The food to be provided to the guest and the delegates should be
hygienic and safe to eat and according to the set standards.
Quality of Event: To make sure the event is conducted successfully; state of the art
facilities is to be provided. Quality and reputable guest speakers to be invited as they
will make it successful
Project Boundary:
In this section we are going to discuss aspects which are not included in the scope but are
important to us when we look at the broader picture. These can include:
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Weather
Public Holidays
Religious Events
Security Situation
Any Virus/ Disease
Weather can play spoil sport in such events. Similarly, public holidays can also affect this event
therefore, care must be taken. Religious Events like Christmas, Easter, Thanksgiving happen
every year so making sure the event does not coincide with any of these. Similarly, security
situations can also halt this event therefore this is also something to look at. Last but not the
least make sure no viruses or diseases are escalating just like corona virus these days where
public gathering is halted indefinitely.
Project Constraints:
The project constraints are also important to look at because they’re equally critical. So, the
project constraints in this project are Financial Constraints and Work Force Constraints. Making
sure finances are managed properly and that not losses are recorded is very important.
Similarly, Work Force constraints which is also related to costs, here hiring helpers for the
events can be difficult for two reasons, because its going cost a fortune and will be difficult to
find compatible members
Project Milestones:
In this part of the project, we will discuss the timelines of the event. We will discuss when the
project will start and when it will end. Below are the timelines of the project:
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15th March 2020: Beginning of planning and assignment of duties to each member
where each member is asked to work on their role and come up with systematic plans
20th March 2020: Decision about the Venue, which should not be far from city center
and easily accessible through public transport.
25th March 2020: Sponsor Head advised to start looking for potential sponsors and bring
updates by the end of the week
31st March 2020: Media Head advised to design website and questionnaire for
delegates. Social Media accounts to be made too.
20th April 2020: Official launch of event through social media and other platforms
carried out by media head. Event planned on 1st of August.
30th April 2020: Treasurer advised to devise financial plan keeping in mind the sponsors
and participant registration fees
7th May 2020: Registration starts after financial Plan is presented by treasurer.
15th May 2020: Updates brought by all team members
21st May 2020: Local band contacted for event entertainment.
30th May 2020: Logistics head advised to calculate costs, which includes food and
transport etc
7th June 2020: Guest list finalized by team leader
15th June 2020: Local Vendors informed of requirements for food and drinks for the
event
25th June 2020: Advertisement for hiring students to work at the event 10 p/h.
30th June 2020: Interview Conducted for student helpers
7th July 2020: Registrations closes for delegates
15th July 2020: Final plan presented by logistics and treasure head.
20th July 2020: Security Head assigned and given a team
25th July 2020: Venue visit, and updates taken from workers
29th July 2020: Decorations and crockery delivered and set up
1st August 2020: Event commences at 0900 hours.
Project Assumptions:
In this part of the project scope, we discuss the assumptions which are unexpected which
means we have no idea about the quantity or type of thing it is but we simply assume and give
it a certain value. In our project this included:
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Number of Delegates
Number of Workers Required
Food Required
Size of the Venue
Critical Success Factor:
In this part we identify certain things from which we can say whether the event organized was
successful or not. The critical success factors for this event are as follows:
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Financial: If after the event we find that the expenditure is equal or less than the
earnings then that is considered a successful event because if one loses capital in an
event, then that’s not a successful event
Quality: An event can also be termed successful if all its goals are achieved. This means
that all the requirement are met and a new standard is set.
Feedback: This event can also be successful if we get good feedback from the
participants. This can be done by good word of mouth and the number of participants in
the next event.
Project Closure:
In this part of the project we summarize the whole project. Discussing the critical success
factors, project completion and lessons learned from this project. So, the number of delegates
who attended the conference were a lot more than expected. Around 200 delegates attended
the conference which is great. Similarly, the attendees were given questionnaires at the end of
the event in which they gave their input and I am glad to say that the response from the
delegates was overwhelming. They described their experience as fun and learning. They
learned a lot from this conference and wanted to come back next to reunite with the new
friends they made during this 2-day event. The quality of the event can be judged by the fact
that no hiccups were faced during this event. Everything went smoothly and no problems were
faced during the conference. The feedback from the guest speakers was also positive. They
really enjoyed this new concept and the fact that the young generation was exposed to the
new, innovative and emerging business strategies and were happy that this would help the
young lot grow on a professional and personal level as well. There were several lessons learned
from this event for us too. We learned that if you work hard enough and dedicate yourself to
the project, then nothing can stop it from becoming successful. Personally, we made new
friends as well along the way. It was a tiring journey, but it was worth it because the
experiences gained here are going to be with us for a long time. That sums up our whole project
of National Conference on Emerging Business Strategies.
Additional Supporting Documents
Project Organization Breakdown Structure:
WBS
Accountable for Task
Accountable for Task
Accountable for Task
Accountable for Task
Sponsor
Sponsor
Drinks
Food
Role
Media Head
Logistics Head
Security Head
Treasurer
Providing Finances
Providing Finances
Providing Drinks
Providing Food
Name
Kuntla (Vk42)
Veda (Vm70)
Vikash (Vv33)
He Zhangping (Zh30)
O2
Boots
High Spirit Drinks
KFC, McDonalds, Pizza Hut
Project Work Breakdown Structure:
In this chart we have given in detail all the tasks that are done to make this event successful:
Sr.No Activity
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Deciding Venue
Deciding Date
Calculating Finances
Approaching Sponsors
Designing Websites
Contacting Vendors for Refreshments
Contacting Music Band
Launching Event
Opening Registrations
Approaching Guest Speakers
Closing Registrations
Giving Order to Refreshment Vendors
Hiring Student Helpers
Decorating Venue
Ordering and Installing Crockery
Start of Event
Risk management Plan:
In this part we will analyze all the possible risks that we can face during or before the
Conference. We will name the risk, its probability, its impact, its overall risk, its response and
the risk owner who will be responsible to take care of it
Risk
Natural Causes
Probability Impact
50%
50%
Overall Risk
50%
Accident PreEvent
Accident During
Event
Technical Risk
Security Risk
10%
50%
30%
15%
90%
60%
40%
20%
10%
91%
25%
50%
Note: All the values are given as a percentage out of 100
Response
Necessary
Measures taken
Accordingly
Rescue Team Called
Risk Owner
No one
Logistics
Head
Rescue and First Aid Logistics
Called
Head
Technicians Called
Media Head
Emergency
Security
Authorities
Head
Contacted
Cost Plan:
This plan is to be divided into 2 parts. The first part will tell us about the earnings or the money
IN for the event and the next part will tell us about the Money spent or money out for the
Event. The difference between the two should come out to be 0.00 GBP.
Money In:
Serial No
Description
1
1-day event ticket
2
2-day event ticket
3
Sponsor 1
4
Sponsor 2
Total Sum In
Amount
2400 GBP
4500 GBP
2000 GBP
3000 GBP
1
2
3
4
5
Ticket for 2 day Event = 50 GBP
Ticket for Single Event = 40 GBP
Total Registrations = 150
60 Single Day Tickets
90 2-day even Tickets
11900 GBP
Money Out:
This section includes all the expenditures for this event. It will include work force cost, venue,
decorations, refreshments, entertainment system, crockery etc.
Serial No
1
2
3
4
5
6
7
8
Description Amount
Work Force
4000
Food
1500
Drinks
1000
Entertainment 500
Music Band
1000
Venue Rent 3000
Decorations
400
Transport
500
Total sum Out
Total event hours = 20
Work force 10 GBP/hr for 20 workers = 4000 GBP
11900
So, net difference comes out to be 0 as mentioned.
Project Schedule:
This will be given in the form of a Gantt Chart:
Serial No
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
Date
Activity
Duration
15/03/20
Planning Start
5
20/03/20
Venue Decided
5
25/03/20
Sponsor Search
6
31/03/20 Website and Social Media
20
20/04/20
Launch of event
10
30/04/20 Financial Plan Devised
8
7/5/2020
Start of Registrations
8
15/05/20
Team Meeting
6
21/05/20 Music Band Contacted
9
30/05/20
Costs Calculation
8
7/6/2020
Guest lists
8
15/06/20 Refrshments Ordered
10
25/06/20 Workforce AD Posted
5
30/06/20 Interviews for Workers
7
7/7/2020
Registrations Closed
8
15/07/20
Final Plans Made
5
20/07/20
Venue Visit
5
25/07/20
Security Team Made
4
29/07/20
Decorations
2
1/8/2020
Event Start
2
Duration in Days
Decorations
Venue Visit
Registrations Closed
Workforce AD Posted
Guest lists
Duration
Music Band Contacted
Start of Registrations
Launch of event
Sponsor Search
Planning Start
0
5
10
15
20
25
Project Communication Plan:
The project communication will tell us about the conversations and meetings that took place
between the team and the stakeholders, which included the sponsors, the vendors, the venue
mangers etc.
So, the venue was initially decided, and a letter was sent to the venue management and after a
few days it was approved after we received a reply from the management. After that the
sponsor head was advised to approach different sponsors and tell them what was in it for them
if they decided to sponsor our event. After a few disappointing replies, finally our sponsor team
was successful in securing a couple of sponsors. Once all of this was done and as the event
came closer, we decided to get in touch with different vendors to get contracts for food and
drinks. That was easy because it wasn’t any public holidays or religious events so we got the
deal done at a decent price. Once all of this was done it time to contact the local music band,
and secured a deal as soon as possible.
These were the conversations and meetings that took place pre event with the stakeholders.
Team Name: National Conference for emerging Trends
Name
Vikash
Veda Mattaparthy
Kuntla Reddy
He Zhangping
Level of Contribution
100%
100%
100%
100%
Signed
vk
vm
kr
Hz
Appendices:
Personal Summary (Vikash):
As mentioned above, I was the security head in the project which concluded. Although I did not
have much experience in the security department, I was motivated to do well and to not let my
team down. I learned a lot from this experience and shall use it in the future project that we are
going to do. I developed many skills and polished the skills I already possessed. These skills
include communication, Leadership, Teamwork and so many more. This has been a wonderful
experience for me and I am sure this will help me in my professional life.
So, as the head of security, my main job or duty was to make sure that the event does not face
any security issue and in the case of a security situation, necessary steps were taken to make
sure the situation was under control. The event started back when the planning began and my
main job was to make sure that the stuff we move in and out of the venue was not harmed in
any way. This was done not alone by myself but with the help of a dedicated security team
which I made prior to the start of the project.
I am glad to say that under my leadership, no security issues were faced, and those minor ones
were dealt with accordingly. Pre event, I di not have much to do because most of the work was
done by the other teams to prepare for the event. My main duties were during the actual event
because that is where security becomes very important. So, when the event started, the
situation was under control. We had to make sure that protocols were followed, and the
security plan made prior to the event was followed. The plan included not letting anyone in and
out of the venue during event hours to avoid disturbances. Unless it was an emergency for the
delegate or the guest or any member of the organizing team. Thankfully, no such situation
came up and therefore everything went smoothly. Other than that, we had to make sure that
the delegates stayed in their respective chosen sessions and not roam around the venue and
create disturbances.
I am glad to say that the delegates were very co operative and gave us no reason to complain
about them. Overall, it was an amazing experience and I would love to do anything similar in
the future as well.