IS Project Management: Conference Event

This report is a project management plan for the hosting of a conference event that follows a standard project management life cycle as determined and specified by PMBOK. The report covers the project charter, work breakdown structure, estimated schedule, project resource requirements, stakeholders, and communication plan.

Running Head: IS PROJECT MANAGEMENT
IS Project Management: Conference Event
Name of the Student
Name of the University

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Executive Summary
According to PMBOK, a standard project life cycle involves a number of project phases like
initiation, planning, execution and closing. Any project irrespective of its field and requirement
needs to follow this particular life cycle until completion. Based on this planning, the project for
hosting a conference event has been issued for preparations. This report has been utilized to
prepare a plan for the same with specific focus on the project charter and various attributes of the
project like schedule and budget that have been roughly estimated as a part of the plan.

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Table of Contents
1.0 Introduction................................................................................................................................3
2.0 Project Plan for the Conference Event.......................................................................................3
2.1 Background of the Project.....................................................................................................3
2.2 Project Charter.......................................................................................................................3
2.2.1 Scope and Objectives of the Project...............................................................................3
2.2.2 Work Breakdown Structure............................................................................................4
2.2.3 Estimated Schedule for the Project.................................................................................4
2.2.4 Project Resource Requirements....................................................................................12
2.2.5 Project Budget Calculation...........................................................................................12
2.2.6 Network Diagram.........................................................................................................18
2.3 Stakeholders.........................................................................................................................19
2.4 Communication Plan...........................................................................................................19
3.0 Conclusion...............................................................................................................................20
Bibliography..................................................................................................................................21

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1.0 Introduction
Project management is a set of predetermined processes that are executed in a specific
order to order to achieve a specific target. Project management is deployed in a wide range of
fields from business implementation, event hosting to technical work like construction of a
building and others.
In this particular report, a project management plan has been developed for the hosting of
a conference event that follows a standard project management life cycle as determined and
specified by PMBOK.
2.0 Project Plan for the Conference Event
2.1 Background of the Project
This project mainly involves hosting of a conference event and hence, the project also
covers initial preparations for the conference. Through the standard project life cycle, the
conference is planned, initiated, executed and finally closed. Each phase in the life cycle of the
project has some sub-phases that are followed throughout the entire course of the preparation for
the conference.
2.2 Project Charter
2.2.1 Scope and Objectives of the Project
The main scope of the project is to host a conference event at a selected venue. Based on
the scope, the following objectives can be developed.

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 To prepare for the conference at a certain venue
 To invite speakers for the conference
 To host the conference at the venue according to the plan
 To discuss on a particular topic or issue in the issue
2.2.2 Work Breakdown Structure
The work breakdown structure of the project is as follows.
Figure 1: Work Breakdown Structure of the Project
(Source: Created by Author)
2.2.3 Estimated Schedule for the Project
The estimated schedule for the project is shown in the following table.
WBS Task Name Duration Start Finish Predecessors
0 Hosting of Conference Event 42 days Mon 8/6/18 Tue 10/2/18

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1 Project Planning Phase 4 days Mon 8/6/18 Thu 8/9/18
1.1 Conference Start Up 4 days Mon 8/6/18 Thu 8/9/18
1.1.1 Start of the Project 1 day Mon 8/6/18 Mon 8/6/18
1.1.2 Develop Conference Brief 1 day Tue 8/7/18 Tue 8/7/18 3
1.1.3
Submission of Conference
Brief for Approval
1 day Wed 8/8/18 Wed 8/8/18 4
1.1.4 Approval to Proceed 1 day Thu 8/9/18 Thu 8/9/18 5
2 Initiation of the Project 27 days Fri 8/10/18
Mon
9/17/18
2.1 Initial Planning 7 days Fri 8/10/18
Mon
8/20/18
2.1.1
Develop Project Initiation
Document
1 day Fri 8/10/18 Fri 8/10/18 6
2.1.2
Create Invitation Cards for
Conference Speakers
2 days Mon 8/13/18 Tue 8/14/18 9
2.1.3
Verify if the Selected Date
Has Other Events
0.5 days Wed 8/15/18 Wed 8/15/18 10
2.1.4 Complete the Project Plan 1 day Wed 8/15/18 Thu 8/16/18 11

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2.1.5 Book Resources 0.5 days Thu 8/16/18 Thu 8/16/18 12
2.1.6
Register Conference Email
Address
1 day Fri 8/17/18 Fri 8/17/18 13
2.1.7
Create Registration Form
for Conference
1 day Mon 8/20/18 Mon 8/20/18 14
2.2 Procurement 6 days Tue 8/21/18 Tue 8/28/18
2.2.1
Selection of Venue for
Conference
2 days Tue 8/21/18 Wed 8/22/18 15
2.2.2
Creation of List of Supplies
Required
0.5 days Thu 8/23/18 Thu 8/23/18 17
2.2.3 Identify Reliable Suppliers 0.5 days Thu 8/23/18 Thu 8/23/18 18
2.2.4
Supply Requirements and
Specifications Provided
0.5 days Fri 8/24/18 Fri 8/24/18 19
2.2.5 Procurement of Supplies 2 days Fri 8/24/18 Tue 8/28/18 20
2.2.6 Payments to the Suppliers 0.5 days Tue 8/28/18 Tue 8/28/18 21
2.3 Speakers for Conference 2 days
Wed
8/29/18
Thu 8/30/18
2.3.1 Identification of the 0.5 days Wed 8/29/18 Wed 8/29/18 22

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Speakers
2.3.2
Event Brief Sent to the
Speakers
0.5 days Wed 8/29/18 Wed 8/29/18 24
2.3.3
Check whether Selected
Speakers will be Available
0.5 days Thu 8/30/18 Thu 8/30/18 25
2.3.4
Final Shortlist of
Conference Speakers
0.5 days Thu 8/30/18 Thu 8/30/18 26
2.4 Conference Pack 3 days Fri 8/31/18 Tue 9/4/18
2.4.1
Order Folders for
Documents and Entrance Badges
0.5 days Fri 8/31/18 Fri 8/31/18 27
2.4.2
Order Required Stationary
for Conference
0.5 days Fri 8/31/18 Fri 8/31/18 29
2.4.3
Develop an Evaluation
Sheet
0.5 days Mon 9/3/18 Mon 9/3/18 30
2.4.4
Printing of Necessary
Documents
1 day Mon 9/3/18 Tue 9/4/18 31
2.4.5
Send Courier Packs to the
Venue
0.5 days Tue 9/4/18 Tue 9/4/18 32

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2.5
Registration Management
Process
3 days Wed 9/5/18 Fri 9/7/18
2.5.1
Check whether the Online
Registration Process is Working
0.5 days Wed 9/5/18 Wed 9/5/18 33
2.5.2
Send Invitations to the
Speakers
0.5 days Wed 9/5/18 Wed 9/5/18 35
2.5.3
Send Acknowledgement
Mails to the Speakers
0.5 days Thu 9/6/18 Thu 9/6/18 36
2.5.4
Monitor the Online
Registration Process
0.5 days Thu 9/6/18 Thu 9/6/18 37
2.5.5 Set Registration Deadline 1 day Fri 9/7/18 Fri 9/7/18 38
2.6 Marketing for Conference 3 days
Mon
9/10/18
Wed
9/12/18
2.6.1 Design Conference Poster 0.5 days Mon 9/10/18 Mon 9/10/18 39
2.6.2
Design Conference
Webpage
0.5 days Mon 9/10/18 Mon 9/10/18 41
2.6.3 Design Adverts 0.5 days Tue 9/11/18 Tue 9/11/18 42
2.6.4 Make Press Release 0.5 days Tue 9/11/18 Tue 9/11/18 43

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Regarding Conference
2.6.5
Send Invitations to
Industry Leaders and Other VIPs
1 day Wed 9/12/18 Wed 9/12/18 44
2.7
Final Preparation for
Conference
3 days Thu 9/13/18
Mon
9/17/18
2.7.1
Finalize the Overall
Agenda of the Conference
0.5 days Thu 9/13/18 Thu 9/13/18 45
2.7.2
Finalize the Speakers and
other Participants
0.5 days Thu 9/13/18 Thu 9/13/18 47
2.7.3
Appoint Conference
Administrators
0.5 days Fri 9/14/18 Fri 9/14/18 48
2.7.4 Appoint Workers 0.5 days Fri 9/14/18 Fri 9/14/18 49
2.7.5
Make Preparations for
Food and Amenities for the
Speakers
1 day Mon 9/17/18 Mon 9/17/18 50
3 Project Execution Phase 2 days Tue 9/18/18
Wed
9/19/18
3.1
Final Preparations at Venue
the Day Before
0.25 days Tue 9/18/18 Tue 9/18/18 51

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3.2
Assign Delegates at the
Venue
0.25 days Tue 9/18/18 Tue 9/18/18 53
3.3 Assign Security 0.5 days Tue 9/18/18 Tue 9/18/18 54
3.4 Conference Day 1 day
Wed
9/19/18
Wed
9/19/18
3.4.1 Conduct the Conference 0.6 days Wed 9/19/18 Wed 9/19/18 55
3.4.2 Collect All Evaluations 0.3 days Wed 9/19/18 Wed 9/19/18 57
3.4.3
Clean Up Venue After
Conference
0.1 days Wed 9/19/18 Wed 9/19/18 58
4 Project Closing 9 days Thu 9/20/18 Tue 10/2/18
4.1 Review the Conference 2 days Thu 9/20/18 Fri 9/21/18 59
4.2 Review Expenses in Project 2 days Mon 9/24/18 Tue 9/25/18 61
4.3
Prepare Documentation of
Conference
4 days Wed 9/26/18 Mon 10/1/18 62
4.4 Close the Project Officially 1 day Tue 10/2/18 Tue 10/2/18 63
This estimated schedule is used to develop the Gantt chart of the project as follows.

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Figure 2: Gantt Chart of the Project
(Source: Created by Author)

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2.2.4 Project Resource Requirements
The human resource requirements involved in the project and their hourly costs are
shown in the following table.
Resource Name Type Max. Units Std. Rate
Conference Project Manager Work 100% $80.00/hr
Finance Manager Work 100% $65.00/hr
Marketing Manager Work 100% $55.00/hr
Conference Event Planner Work 100% $55.00/hr
Procurement Manager Work 100% $45.00/hr
Online Technical Assistant Work 100% $40.00/hr
The material resources required for the project include paper documents, document
folders, projection screen, projector, laptop computers, discussion board and others.
2.2.5 Project Budget Calculation
The budget of the project is calculated by identifying the human and material resources
cost. The human resources cost breakdown in shown in the following table.
Task Name Resource Names Cost
Hosting of Conference Event $22,436.00
Project Planning Phase $4,400.00

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Conference Start Up $4,400.00
Start of the Project
Conference Event Planner,
Conference Project Manager
$1,080.00
Develop Conference Brief
Conference Event Planner,
Conference Project Manager,
Finance Manager
$1,600.00
Submission of Conference Brief
for Approval
Conference Event Planner,
Conference Project Manager
$1,080.00
Approval to Proceed Conference Project Manager $640.00
Initiation of the Project $11,860.00
Initial Planning $3,400.00
Develop Project Initiation
Document
Conference Event Planner $440.00
Create Invitation Cards for
Conference Speakers
Conference Event Planner $880.00
Verify if the Selected Date Has
Other Events
Conference Event Planner $220.00
Complete the Project Plan Conference Event Planner $440.00
Book Resources Conference Event Planner $220.00

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Register Conference Email
Address
Conference Event Planner $440.00
Create Registration Form for
Conference
Conference Event Planner, Online
Technical Assistant
$760.00
Procurement $2,160.00
Selection of Venue for
Conference
Procurement Manager $720.00
Creation of List of Supplies
Required
Procurement Manager $180.00
Identify Reliable Suppliers Procurement Manager $180.00
Supply Requirements and
Specifications Provided
Procurement Manager $180.00
Procurement of Supplies Procurement Manager $720.00
Payments to the Suppliers Procurement Manager $180.00
Speakers for Conference $880.00
Identification of the Speakers Conference Event Planner $220.00
Event Brief Sent to the Speakers Conference Event Planner $220.00

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Check whether Selected
Speakers will be Available
Conference Event Planner $220.00
Final Shortlist of Conference
Speakers
Conference Event Planner $220.00
Conference Pack $1,080.00
Order Folders for Documents
and Entrance Badges
Procurement Manager $180.00
Order Required Stationary for
Conference
Procurement Manager $180.00
Develop an Evaluation Sheet Procurement Manager $180.00
Printing of Necessary
Documents
Procurement Manager $360.00
Send Courier Packs to the
Venue
Procurement Manager $180.00
Registration Management
Process
$960.00

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Check whether the Online
Registration Process is Working
Online Technical Assistant $160.00
Send Invitations to the Speakers Online Technical Assistant $160.00
Send Acknowledgement Mails
to the Speakers
Online Technical Assistant $160.00
Monitor the Online Registration
Process
Online Technical Assistant $160.00
Set Registration Deadline Online Technical Assistant $320.00
Marketing for Conference $1,320.00
Design Conference Poster Marketing Manager $220.00
Design Conference Webpage Marketing Manager $220.00
Design Adverts Marketing Manager $220.00
Make Press Release Regarding
Conference
Marketing Manager $220.00
Send Invitations to Industry
Leaders and Other VIPs
Marketing Manager $440.00
Final Preparation for
Conference
$2,060.00

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Finalize the Overall Agenda of
the Conference
Conference Event Planner,
Conference Project Manager
$540.00
Finalize the Speakers and other
Participants
Conference Event Planner,
Conference Project Manager
$540.00
Appoint Conference
Administrators
Conference Project Manager $320.00
Appoint Workers Conference Event Planner $220.00
Make Preparations for Food and
Amenities for the Speakers
Conference Event Planner $440.00
Project Execution Phase $1,456.00
Final Preparations at Venue the
Day Before
Conference Event Planner $110.00
Assign Delegates at the Venue Conference Event Planner $110.00
Assign Security Conference Event Planner $220.00
Conference Day $1,016.00
Conduct the Conference
Conference Event Planner,
Conference Project Manager
$648.00
Collect All Evaluations Conference Event Planner, $324.00

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Conference Project Manager
Clean Up Venue After
Conference
Conference Event Planner $44.00
Project Closing $4,720.00
Review the Conference Conference Project Manager $1,280.00
Review Expenses in Project Finance Manager $1,040.00
Prepare Documentation of
Conference
Conference Event Planner $1,760.00
Close the Project Officially Conference Project Manager $640.00
The total approximate expense on human resources is thus estimated to be around
$23,000. Again, it is estimated that another $7000 will be required for the labor costs, security
and material resources required for the project and hence, the total estimated budget for the
project is $30,000.
2.2.6 Network Diagram
The network diagram for the project is shown as follows.
Figure 3: Network Diagram of the Project

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(Source: Created by Author)
2.3 Stakeholders
The roles of stakeholders in the project are shown in the following table.
Stakeholder Role
Conference Project Manager Manage the entire conference event, control and
monitoring
Finance Manager Managing the financial aspects of the conference
event
Marketing Manager Performing marketing and promotion of the
conference
Conference Event Planner Plan and manage the preparations and execution of
the entire event
Procurement Manager Procure necessary resources and supplies for
conference
Online Technical Assistant Perform online technical work like design of web
page, web adverts and others
2.4 Communication Plan
The communication plan for the stakeholders is shown in the following table.
Stakeholder Communication
Requirement
Frequency of
Communication
Mode of
Communication

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Conference Project
Manager
Project updates and
requirements
Weekly Progress Report / Mail
Finance Manager Budget allocation
requirements
Bi-Weekly Finance Sheet
Marketing Manager Marketing requirements
and instructions
Bi-Weekly Email
Conference Event
Planner
Any important
information regarding
conference preparations
Daily Verbal
Procurement Manager Resource requirements As Required Email / Requirement
Sheet
Online Technical
Assistant
Technical requirements As Required Verbal
3.0 Conclusion
In this a report, a brief project plan has been developed for the proposed conference
event. Following the standard project life cycle, several aspects of the project including project
scope, objectives, schedule, work breakdown structure, stakeholder plan and communication
plan have been developed. Based on the estimation in this report, the overall preparation will
take 42 days and will require an overall budget of $30,000.

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