GBMT Group Project: MAJOR EVENT PLANNING
Project Title: Organizing a networking dinner night for client relationship building
Himanshu Agrawal
Aleena Francis
Merlin Thirukshaa Kangaraj
Liam Ludlow
Project Management
Sandy Baxter
November 8, 2023
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Responsibility Matrix:
Task
Himanshu Merlin
Comprehensive Project Scope Checklist
R
Project Planning - WBS
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Sequencing and Scheduling
A
Liam
A
R
A
People Skills and Responsibilities
Resource Identification
Aleena
A
R
R
A
A
A
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ACADEMIC HONESTY STATEMENT
I, _Liam Ludlow, Himanshu Agrawal, Aleena Francis, Merlin Thirukshaa Kangaraj,
affirm that this assignment represents entirely my own efforts.
Assignment Name: _GBMT 1007 : MAJOR EVENT PLANNING
By checking the boxes below and signing this form I confirm that I:
□ XXX Acknowledge including reference list entries without corresponding in-text citations is
plagiarism.
□ XXX Acknowledged the use of another’s ideas with accurate in-text citations.
□ XXX Acknowledge that If I used the words of another (e.g., author, instructor, information
source – including AI), I have acknowledged this with quotation marks (or appropriate
indentation for quotations of more than 40 words) and proper in-text citation.
□ XXX Acknowledge this is the first time I have submitted this assignment (in whole or in
part) for credit.
□ XXX Acknowledge I have kept my work to myself and did not share answers/content with
others, unless otherwise directed by my instructor.
□ XXX Acknowledge I have reviewed the Georgian College Library Citing Guide at
https://library.georgiancollege.ca/citing
□ XXX Acknowledge I understand the consequences of violating the College’s Academic
Integrity Policies as outlined under “Academic Rights and Responsibilities”
https://cat.georgiancollege.ca/academic-regulations/integrity/
By signing this form I agree that the statements above are true.
Student name: __Liam Ludlow__________
(Actual) Signature: _
Student Name: Aleena Francis
Student number: __200506389
Date:
3
Student Id : 200517866
Signature:
Student Name: Himanshu Agrawal
Student Id : 200512304
Signature:
Student Name: Merlin Thirukshaa Kangaraj
Student Id : 200567312
Signature:
For a complete list of academic regulations click this link:
https://www.georgiancollege.ca/admissions/academic-regulations/
If you have questions or concerns with the statements above, please consult the course
Professor prior to the submission date
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Project Title: Organizing a networking dinner night for client relationship
building.
Project Scope Checklist
Category 1: Resource Requirements
☑️ Guest list preparation- Think of inviting not only clients but also industry leaders with an
impressive influencer score!
☑️ Invitations and RSVPs - Consider a digital invite that contains an interactive signature
with a personalized message.
☑️ Venue booking - Since it's a networking dinner, choose a venue that has exceptional city
skyline views from all angles.
☑️ Menu and catering services - Offer vegan-friendly and gluten-free options.
☑️ Event decorations - It's all about the theme! Make sure that the decorations align
seamlessly with the company's branding and event purpose.
☑️ Music and entertainment - Hire local talent that can wow the guests with their
exceptional performances.
☑️ Event security - Make security personnel look sharp by creating uniforms that are both
stylish and functional.
☑️ Transportation arrangements - Offer a shuttle service that takes guests from their
location to the venue while enjoying a scenic route.
Category 2: Financial Considerations
☑️ Budget allocation - Don't forget to allocate funds to a charity that aligns with the
company's values and mission.
☑️ Cost negotiations with vendors and suppliers - Offer sponsorship opportunities that
will bring in a different type of revenue stream.
☑️ Billing and payment arrangements - Accept multiple payment forms to cater to all
attendees' preferences.
☑️ Contingency planning for unexpected expenses - Create a so-called "rainy day fund" to
ensure you are prepared for unforeseen costs.
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Category 3: People
☑️ Planning committee formation and roles - Give your committee members unique titles
such as "Chief Party Planner" or "Wizard of Ceremonies".
☑️ Committee meeting agendas and schedules - Meet virtually and send in snacks and
cocktails for each member to enjoy during the meeting.
☑️ Selection and training of volunteers - Include team-building activities for your
volunteers to motivate and foster team spirit among them.
☑️ Monitoring staff performance- Encourage positive feedback among the team to keep the
motivation running.
☑️ Public relations and communication with guests - Create a buzz before the event by
having a photo contest on social media.
☑️ VIP attendee management - Offer personalized swag bags to your VIP guests.
Category 4: Other Requirements
☑️ Event promotion and marketing - Create an event hashtag that attendees can use to
promote the evening on social media.
☑️ Health and safety regulations compliance - Create a COVID-friendly event that still
promotes fun while keeping in line with government guidelines.
☑️ Event schedule and timeline - Create a dynamic schedule that allows enough room for
attendees to enjoy their meals and network thoroughly.
☑️ Post-event follow-up and evaluation - Provide each guest with a personalized message,
thanking them individually for attending the event.
☑️ Event insurance coverage - Ensure that you have appropriate coverage, so you're not
caught off guard in any precarious situations.
☑️ Legal and contractual agreements - Avoid legal issues by hiring a lawyer to review all
contracts with vendors.
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Project Planning: Work Breakdown Structure (WBS)
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Stage 1: Project Initiation
1.1 Define Project Scope and Objectives
●
Identify the purpose and goals of the networking
Stage 2: Planning and Preparation
2.1 Guest List and Invitations
●
dinner.
●
Determine the target audience, including clients
influential industry leaders.
●
and industry leaders.
●
Prepare a guest list that includes clients and
Design digital invitations with personalized
messages and interactive signatures.
Establish the expected outcomes of the event.
2.2 Venue Selection
1.2 Form Project Planning Committee
●
Select committee members with unique titles and
●
Choose a venue with exceptional city skyline views.
●
Ensure the venue aligns with the event's theme and
assign roles.
●
branding.
Schedule committee formation meetings and set
meeting agendas.
2.3 Catering and Menu
●
1.3 Create a Project Budget
options.
●
●
Arrange vegan-friendly and gluten-free menu
Allocate funds for the event, including charity
Coordinate catering services to meet dietary
requirements.
donations.
●
Identify potential revenue streams through
sponsorships.
2.4 Event Decorations and Entertainment
●
Plan and procure decorations that align with the
company's branding.
1.4 Legal and Risk Management
●
●
Hire a lawyer to review all vendor contracts and
Hire local talent for exceptional music and
entertainment.
agreements.
●
Obtain appropriate event insurance coverage.
2.5 Transportation and Security
●
Arrange transportation options for guests.
●
Design stylish and functional security uniforms.
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Stage 3: Execution and Event Management
3.1 Volunteer Selection and Training
●
Select and train volunteers for event support.
●
Incorporate team-building activities to foster team
spirit.
Stage 4: Post-Event and Evaluation
4.1 Billing and Payment Arrangements
●
Set up payment options that cater to attendee
preferences.
●
Handle billing and financial transactions with
vendors.
3.2 Event Promotion and Marketing
●
●
Create an event hashtag for social media
promotion.
●
Create a "rainy day fund" for unforeseen expenses.
Run a photo contest to create pre-event buzz.
●
Ensure financial contingency planning is in place.
3.3 Event Schedule and Timeline
●
●
4.2 Contingency Planning
4.3 Staff Monitoring and Performance
Develop a dynamic schedule that allows time for
●
Encourage positive feedback among the team.
networking.
●
Monitor staff performance during the event.
Ensure a COVID-friendly event compliant with
health and safety regulations.
4.4 Guest Communication and Follow-up
●
3.4 VIP Attendee Management
●
Prepare personalized swag bags for VIP guests.
●
Assign a team to provide special attention to VIPs
during the event.
Send personalized messages to thank guests for
attending.
●
Gather feedback for post-event evaluation and
improvement.
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Sequencing and scheduling - GANTT Chart
https://app.smartsheet.com/sheets/vmf2cr5JW632HP4wg9V4X5XcQ7CcHXJPGjG3vFF1
Chart Explanation
Define project scope and objectives:
This task may take time because it involves detailed planning and discussions to ensure that the event's objectives align
with the company's goals and that all stakeholders are on the same page.
Form Project Planning Committee:
The formation of a committee can take time, as it involves identifying the right individuals, aligning their schedules,
and assigning roles and responsibilities.
Create a project budget:
Developing a comprehensive budget requires thorough research, analysis, and negotiation with potential sponsors,
which can be time-consuming.
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Legal and Risk Management:
Legal aspects and risk management often involve complex contracts and insurance considerations that require careful
review and negotiation.
Guest List and Invitations:
Preparing a guest list and designing personalized digital invitations can be time-consuming, especially if there's a need
for approvals or changes.
Venue Selection:
Finding the perfect venue that meets the criteria and aligns with branding might take time, as it involves site visits and
negotiations.
Catering and Menu:
Coordinating catering services and menu options involves multiple details, such as dietary requirements, which can
lead to longer planning.
Event Decorations and Entertainment:
Time is needed to plan and execute decorations that align with branding and to identify and contract local talent.
Transportation and Security:
Organizing transportation options and stylish security uniforms can take time to ensure a seamless experience.
Volunteer Selection and Training:
Selecting and training volunteers can be a time-consuming process, as it involves recruitment, training sessions, and
team-building activities.
Event Promotion and Marketing:
Creating an effective marketing campaign, including hashtags and a photo contest, requires planning and creativity.
Event Schedule and Timeline:
Developing a dynamic schedule that balances networking and dining can take time to ensure a smooth event flow while
complying with health and safety regulations.
Responsibility Matrix (Responsible, Accountable, Consulted, and
Informed)
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Event
Project
Event
Finance Marketing
Risk
Team Catering Front
plannin
Client
Manager coordinator
team
team
manager members team desk
g team
Tasks
Define project scope and
objectives
A
Form project plan
committee
A
Create a project budget
A
C
R
Legal and risk
management
R
I
C
Guest list and invitations
I
A
R
Venue selection
A
C
R
Catering and Menu
I
A
C
Event decorations and
entertainment
I
A
R
Transportation and
security
A
I
R
Volunteer selection and
training
I
A
R
Event promotion and
marketing
I
A
Event schedule and
timeline
A
R
VIP Attendee
management
I
A
Billing and payment
arrangements
A
I
Contingency planning
A
C
I
Staff monitoring
A
R
I
Guest communications
and follow up
I
A
C
R
I
C
R
C
I
I
A
C
I
R
C
C
C
R
C
C
R
I
C
R
C
R
C
https://docs.google.com/spreadsheets/d/1Am4W0XT6Wb9eNxQ0j1s5bT9PiV8jVPPWEJmM
6QRrPvs/edit?usp=sharing
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➔ The importance of people skills in project implementation
People skills play a crucial role in the successful implementation of the projects. In order to
achieve the determined outcome, the management is required to utilize their skills to
communicate, collaborate, and manage relationships with team members and with stakeholders
or clients. Effective communication skills ensure that the project team understands project
goals, tasks, and deliverables by eliminating miscommunication and misunderstandings.
Team collaboration skills help the team members work together efficiently by sharing their
ideas and thoughts and leveraging each other's strengths to accomplish tasks and achieve all the
deliverables successfully. Time management skills are inevitable for projects, as they require
them from the first phase of project planning to the implementation of the project. Effective
allocation of resources and time affects every step of a project. In order to complete each task
within a specific timeframe, the team members should possess time management skills. It will
help them make prompt decisions and adjust plans as needed.
Problem-solving skills in a team show the ability to identify, analyze, and find effective
solutions to complex issues with the help of superior authorities and coworkers. These skills will
help in eliminating the risks that may happen in the future and tracking the progress of projects
in order to assure efficiency. Effective leadership empowers individuals to guide and influence
others toward common goals. This skill plays a key role when it comes to project implementation.
The responsible authorities may require prompt actions and decisions in special situations. To
handle this situation effectively, leadership skills are required in the project team.
Moreover, people skills such as adaptability and active listening help the project teams adapt
to changing circumstances and challenges. Being open to feedback and responsive to changing
requirements is crucial for successful project implementation. Active listening fosters effective
communication, strengthens relationships, and enhances problem-solving and decision-making
processes in a team environment. Effective conflict resolution skills are required in a project
team to address issues promptly and constructively. Project managers with strong people skills
can mediate conflicts, find common ground, and ensure that the project team has no arguments
or issues to accomplish the common goal.
In order to achieve all the deliverables, the project team required specific people skills. Utilizing
these skills will assure the success and effective implementation of the project. These skills will
help in managing all aspects of the project, from project planning to project implementation.
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Therefore, people skills are considered the foundation for effective teamwork, motivation, and
communication in project management, making them a critical component of successful project
delivery.
Scheduling
TASK
PEOPLE
MATERIAL
APPROX.
BUDGET
Define project scope and
Project Manager, Event
-
-
objectives
Coordinator, Team Members
Form project planning
Project Manager, Event
-
-
committee
Planning Team, Team
Finance Team, Project
Financial Resources
$ 10,000
Manager, Event Planning
(Funds allocated for project
Team
expenses)
Legal and risk
Legal Team, Risk Manager,
-
$ 5,000
management
Project Manager
Guest list and invitations
Event Coordinator, Marketing
Materials (Materials for event
$ 2,000
Team, Project Manager,
invitation production)
Members.
Create a project budget
Catering Team
Venue selection
Catering and Menu
Event Coordinator, Project
Venue Materials (setup, sound,
Manager, Team Members
lighting)
Catering Team, Event
Catering Materials (food,
Coordinator, Project Manager,
beverages, utensils)
$ 15,000
$ 20,000
Team Members
Event decorations and
Event Coordinator, Team
Decorations and
entertainment
Members, Project Manager
Entertainment Materials
(Balloons, flowers, banners,
backdrops, and any additional
props)
$ 8,000
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Transportation and
Transportation Team, Security
Transportation and Security
security
Team, Event Coordinator,
Materials (Vehicles, fuel,
Project Manager
signage, access control devices,
$ 10,000
security cameras,)
Volunteer selection and
Event Coordinator, Team
Training Materials (Training
training
Members, Project Manager
manuals, handouts,
$ 3,000
presentation materials, or any
other resources required)
Event promotion and
Marketing Team, Event
Marketing Materials
marketing
Coordinator, Project Manager
(Brochures, flyers,
$ 7,000
advertisements, banners,
social media graphics, or any
other collateral needed)
Event schedule and
Project Manager, Event
timeline
Coordinator, Team Members
VIP Attendee management
Event Coordinator, Catering
-
-
-
-
-
$ 5,000
-
$ 10,000
-
-
-
-
Team, Project Manager
Billing and payment
Finance Team, Project
arrangements
Manager, Team Members
Contingency planning
Project Manager, Finance
Team, Risk Manager
Staff monitoring
Project Manager, Event
Coordinator, Team Members
Guest communications
Event Coordinator, Team
and follow up
Members, Catering Team,
Project Manager
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Reference
Deirdre.lysaght. (2023, July 4). The importance of people skills in Project Delivery 021 235 2550: Sales@aspira.ie. Aspira. https://aspira.ie/the-importance-ofpeople-skills-in-project
delivery/#:~:text=It%20includes%20traits%20like%20confidence,and%20assess%20other%20
people’s%20behaviour%3F
The four phases of Project Management. Harvard Business Review. (2023, April 11).
https://hbr.org/2016/11/the-four-phases-of-project-management
Good, L. (2023, September 26). Raci matrix: Responsibility assignment matrix guide 2023.
project. https://project-management.com/understanding-responsibility-assignment-matrixraci-matrix/
Organ, C. (2023, March 23). Work breakdown structure (WBS) in Project Management. Forbes.
https://www.forbes.com/advisor/business/what-is-work-breakdown-structure/
sindelkova, lucie. (n.d.). CANVA: Visual suite for everyone. https://www.canva.com/
Larson, E. W., & Gray, C. F. (2021). Project Management: The managerial process. McGraw
Hill.
GANTT Chart. Sheet. (n.d.).
https://app.smartsheet.com/sheets/vmf2cr5JW632HP4wg9V4X5XcQ7CcHXJPGjG3vFF1
Working Sheet. Excel. (n.d.).
https://docs.google.com/spreadsheets/d/1Am4W0XT6Wb9eNxQ0j1s5bT9PiV8jVPPWEJmM6
QRrPvs/edit?usp=sharing