Planning Sessions Based On Collaboration

This document provides a detailed plan for organizing a 2-day event based on collaboration. It includes objectives, deliverables, project scope, stakeholder analysis, and a Gantt chart for the conference session.

Running head: PLANNING SESSIONS BASED ON COLLABORATION
Planning Sessions Based On Collaboration
Name of the Student
Name of the University
Author’s note

1PLANNING SESSIONS BASED ON COLLABORATION
Table of Contents
Executive Summary.........................................................................................................................3
1. Background and Purpose.............................................................................................................4
2. Project Scope...............................................................................................................................4
2.1 Objectives..............................................................................................................................4
2.2 Deliverables...........................................................................................................................4
2.3 Limitations.............................................................................................................................5
2.4 Exclusions..............................................................................................................................5
2.5 Technical Details...................................................................................................................5
2.6 Stakeholder Analysis.............................................................................................................6
2.7 Gantt Chart and Network Diagram of Conference Session...................................................7
2.8 Gantt Chart and Network Diagram of Dinner Session........................................................11
2.9 Time and Cost and of the Project........................................................................................14
2.10 Quality Standard Details....................................................................................................14
3. Project Assumptions and Risks.................................................................................................14
3.1 Assumptions........................................................................................................................14
3.2 Risks....................................................................................................................................15
4. Project Management Methodology............................................................................................16
4.1 Methodology Selection........................................................................................................16
4.2 Justification..........................................................................................................................16

2PLANNING SESSIONS BASED ON COLLABORATION
5. Project Organization..................................................................................................................16
6. Work Breakdown Structure.......................................................................................................18
7. Project Milestones.....................................................................................................................20
8. Resource Management Plan......................................................................................................21
8.1 Human Resource..................................................................................................................21
8.2 Equipment and Others.........................................................................................................22
9. Budget Details...........................................................................................................................22
10. Stakeholders Communication Management Plan....................................................................24
11. Change Management Plan.......................................................................................................25
12. Risk Management Plan............................................................................................................26
13. Quality Control and Audition..................................................................................................27
14. Project Closure.........................................................................................................................27
Bibliography..................................................................................................................................28
Appendix........................................................................................................................................31

3PLANNING SESSIONS BASED ON COLLABORATION
Executive Summary
Project Name Planning Sessions Based On Collaboration
Project Manager Jack Smith
Project Type Event Management
Project Goals Planning and coordination of activities of conference and
dinner event
Deliverables The deliverables for the project include the entire details of
the project. This include the major deliverables that would be
produced during the design of the 2 day event. The tangible
deliverables include decorative items, project plan
documentation, tables, chairs, furniture, electric appliances,
name tags and water supply. The non-tangible deliverables
include financial plan, a proper list of task activities, and the
accommodation details of guests, caterer list and details of
event planning management team.
Project Management Method Waterfall Model
Project Budget $63,920
Project Schedule Start: 04/04/2019
Closure: 25/05/2019
Duration: 67 days
Milestones 15/04/2019 Completion of Project Plan
19/04/2019 Completion of the Project Phase
19/04/2019 Completion of the procurement of speakers
22/04/2019 Completion of Delegate Management process
19/05/2019 Completion of the finalising of preparation phase
19/04/2019 Completion of the Planning Phase
20/04/2019 Completion of Dinner Event Plan
12/04/2019 Completion of planning of room phase
30/04/2019 Completion of the Guest Planning Phase
06/05/2019 Completion of Staff Requirement Phase
08/05/2019 Completion of Project Closure Phase
Risks  Finding of proper event management planning team
 Scheduling of activities

4PLANNING SESSIONS BASED ON COLLABORATION
1. Background and Purpose
The project is based on designing a plan for a 2-day event that would be organized at the
Dunedin site of OPAIC. On several discussions, it has been discussed that collaboration is one of
the most important aspect within the OPAIC philosophy. Hence, each of the academic staffs at
all campuses would collaborate for the 2019 term. The event sessions would help in enabling
schools to develop separate sessions on planning. They would also discuss about best practices to
be incorporated within the Iwi/Maori Corporation.
2. Project Scope
2.1 Objectives
The Otago Polytechnic Auckland International Campus (OPAIC) is primarily located in
downtown of Auckland. The campus is situated in Queen Street and is in the heart of the
business and shopping area (Heagney, 2016). They also provide the best form of facilities, free
Wi-Fi, computer labs and a student lounge. The OPAIC have planned to host the event based on
a 2 day conference for the purpose of discussing about the existing and new educational
programs (Chang, 2016). The event would focus on different planning sessions and including
best practices. They also plan to provide a formal dinner to the delegates at their Dunedin site.
This event would also include speech sessions based on OPAIC leadership.
2.2 Deliverables
The deliverables for the project include the entire details of the project. This include the
major deliverables that would be produced during the design of the 2 day event. The tangible
deliverables include decorative items, project plan documentation, tables, chairs, furniture,
electric appliances, name tags and water supply (Kerzner, 2019). The non-tangible deliverables

5PLANNING SESSIONS BASED ON COLLABORATION
include financial plan, a proper list of task activities, and the accommodation details of guests,
caterer list and details of event planning management team.
2.3 Limitations
The limitations within the project development include the limited budget and time-frame
for planning and executing the entire project.
2.4 Exclusions
The exclusions within the project are – Discussion about the operations team performing
the project, any kind of additional time frame, and additional costs, source of food or drink
supply and details of decoration.
2.5 Technical Details
During the design of the event management project held for the conference event, some
of the technical standards that could be included within the project design are:
New ISO 20121: Standard for Sustainable Events Management
This standard is mainly used for supporting the event organizers to plan different event
types such as business, cultural, sports or political (Conforto & Amaral, 2016). This is meant for
the integration of sustainability based on the activities.
Health and Safety at Work Act 2015 – This is a legislation based on certain regulations
that are defined under the Act. This regulation is based on concerning of safe work within a
relevant organisational performance.
ISO31000:2009 Risk Management, Principles and Guidelines – This Act helps in
supporting of any public, community or private enterprise, group, association or individual to

6PLANNING SESSIONS BASED ON COLLABORATION
safely work within the workplace. This principle also helps in guiding against the type of risk,
their nature and whether it would have negative or positive consequences.
BS 7909:2011 Code of practice for temporary electrical systems – This Act helps in
guiding individual and specially electricians to safely deploy electrical appliances and thus
progress with the work. This would ensure the safety of other individuals within the workplace
(Lei et al., 2017). This law also ensures that all electrical installations should be able to comply
with the Act and only highly competent persons would be responsible for carrying out of the
work.
Food Act 2014 – This Act is based within the New Zealand Act of Parliament that was
passed in 2014. This Act is a statutory obligation based on treating of food in a safe manner as it
would be intended for the human consumption within a controlled and managed manner
(Hopkin, 2018). The primary requirements of the Act is based on the fact that the food should
comply with the requirements of food safety. The substance, nature and demanded quality should
be correctly described and labelled.
2.6 Stakeholder Analysis
The stakeholders involved within the project include the academic staff, the speakers who
would deliver lectures during the conference event, the management staff of the OPAIC, the
project designers who would plan the entire event and project sponsors (Forbrig & Herczeg,
2015). These stakeholders would be responsible for maintaining the entire design stage of the
project.
The internal stakeholders would be responsible for the managerial and making decisions
based on planning. On the other hand, the external stakeholders would be mainly be involved

7PLANNING SESSIONS BASED ON COLLABORATION
with producing the entire event (Drury-Grogan, 2014). They would primarily be influenced with
the success of the initiatives of sustainability.
The stakeholders within the project are - John Smith – CEO, Mark Anderson - Project
Manager, Andrew Simons - Project Manager, Robert Wan - Event Manager, Samuel Russel –
Contractor.
2.7 Gantt Chart and Network Diagram of Conference Session
Task Name Duration Resource Names
Hosting of Conference Session Project 52 days
Start of Project 0 days
Initiation and Project Planning 12 days
Preparing of project plan 1 day Project Manager
Identification of proper speakers 1 day Project Manager
Checking the details of event dates 1 day
Planning for choosing the event planners 2 days Project Manager,
Project Sponsor
Sending of conference details to marketing and finance team 2 days
Planning of budget by finance team 2 days Finance team
Sanctioning of the estimated budget 1 day Project Sponsor
Booking of the event planning team and finalsing payment 1 day Project Sponsor
Setting up of conference email details 1 day Project Manager
Creation of registration form for interested candidates 1 day Project Manager
Completion of project plan 0 days
Procurement of Venue 4 days
Selection of Venue 2 days Project Manager
Updating details to the event manager 1 day Project Manager
Confirming of the venue and initiation of design of the work 1 day Project Manager

8PLANNING SESSIONS BASED ON COLLABORATION
Completion of the Project Phase 0 days
Procurement of Speakers 6 days
Preparing of the list of speakers and delegates 1 day Project Manager
Sending of event brief to speakers 1 day
Awaiting notification from speakers regarding confirmation 3 days
Sending of Invitation Letters to speakers after confirmation 1 day
Completion of the phase 0 days
Delegate Management 7 days
Checking of online registration process 1 day Project Manager
Preparing and checking of acknowledgement and acceptance
email 1 day Project Manager
Monitoring of registration and paper requests 1 day Project Manager
Monitoring of registration deadline 1 day Project Manager
Completion of Delegate Management process 0 days
Marketing and Designing of Event Place 16 days
Design of Poster for the event 5 days Design team
Securing of conference venue 1 day Project Manager
Cleaning of venue 6 days Contractors
Procuring of furniture and bringing them to the location 2 days
Furniture
suppliers,Event
Manager,Project
Manager
Setting up carpets and other floor materials 1 day Contractors
Designing the entire venue 3 days Contractors
Bringing of posters and putting them in proper places 3 days Contractors
Setting up of Accomodation Facilities 10 days
Choosing of Accomodation plan and venue 1 day Project Manager
Sending request to hotel authorities 1 day Project Manager

9PLANNING SESSIONS BASED ON COLLABORATION
Confirmation from hotel authorities 1 day
Making partial payment to hotel authorities 1 day Project Sponsor
Finalising of payment and getting receipt 1 day
Cleaning of the rooms by hotel authorities 4 days Hotel authorities
Final confirmation from hotel authorities after entire setup of
hotel rooms 1 day
Finalising of Preparation 6 days
Finalising of Preparation 1 day Project Manager
Finalising of Requirements 1 day Project Manager
Sending accommodation details to management team regarding
the event 1 day
Sending mails to delegates about the details of venue 1 day
Final check on all preparations 1 day Project Manager
Completion of the phase 0 days
The Conference Event 2 days
Project Closure 4 days
Finalising of all payment procedures 1 day Project Manager
Invoice collection 1 day Project Manager
Collection of review about the venue preparation 1 day
Distributing leaflets describing the event 1 day
End of Project 0 days

10PLANNING SESSIONS BASED ON COLLABORATION

11PLANNING SESSIONS BASED ON COLLABORATION
(Fig 1: Gantt Chart for the Conference Event)
(Source: Created by author)
Initiation and Project Planning
Procurement of Venue
Procurement of Speakers
Delegate Management
Marketing and Designing of Event Place
Setting up of Accomodation Facilities
Finalising of Preparation
Project Closure
Start of Project
Preparing of project
plan
Identification of proper
speakers
Checking the details of
event dates
Planning for choosing
the event planners
Sending of conference
details to marketing and
finance team
Planning of budget by
finance team
Sanctioning of the
estimated budget
Booking of the event
planning team and
finalsing payment
Setting up of
conference email
details
Creation of registration
form for interested
candidates
Completion of project
plan
Preparing of the list of
speakers and delegates
Sending of event brief
to speakers
Awaiting notification
from speakers
regarding confirmation
Sending of Invitation
Letters to speakers
after confirmation
Completion of the
phase
Checking of online
registration process
Preparing and checking
of acknowledgement
and acceptance email
Monitoring of
registration and paper
requests
Monitoring of
registration deadline
Completion of Delegate
Management process
Design of Poster for the
event
Securing of conference
venue Cleaning of venue
Procuring of furniture
and bringing them to
the location
Setting up carpets and
other floor materials
Designing the entire
venue
Bringing of posters and
putting them in proper
places
Choosing of
Accomodation plan
and venue
Sending request to
hotel authorities
Confirmation from
hotel authorities
Making partial payment
to hotel authorities
Finalising of payment
and getting receipt
Cleaning of the rooms
by hotel authorities
Final confirmation from
hotel authorities after
entire setup of hotel
rooms
Finalising of
Preparation
Finalising of
Requirements
Sending
accommodation details
to management team
regarding the event
Sending mails to
delegates about the
details of venue
Final check on all
preparations
Completion of the
phase
Finalising of all
payment procedures Invoice collection
Collection of review
about the venue
preparation
Distributing leaflets
describing the event
End of Project
(Fig 2: Network Diagram of the Conference Event)
(Source: Created by author)
2.8 Gantt Chart and Network Diagram of Dinner Session
Task Name Duration Resource Names
Event management for Dinner Session 26 days
Start of Project 0 days
Planning and Initiation Phase 5 days
Preparing of the plan for the evening 1 day Event Manager
Making of a budget plan 1 day Event Manager
Sanctioning of the budget 1 day Project Sponsor
Preparation for disumberments 1 day
Coordination of different activities 1 day Event Manager
Completion of the Planning Phase 0 days
Preparing Dinner Event Plan 3 days
Planning of dinner menu 1 day Event Manager
Creation of shopping list 1 day Event Manager
Sanctioning of budget for dinner event 1 day Project Sponsor

12PLANNING SESSIONS BASED ON COLLABORATION
Completion of Dinner Event Plan 0 days
Planning for the Room 6 days
Identification of room 1 day Event Manager
Procurement of chairs and table supplier 1 day Chair and Table Supplier
Making of their payments 1 day
Setting up of tables and chairs 1 day Caterer Department
Laying out of crockery 1 day Caterer Department
Preparation of equipment, pots and others 1 day Chair and Table Supplier
Completion of planning phase 0 days
Guest Planning Phase 4 days
Making of guest list 1 day
Creation of Name Tags 1 day
Creation of Leaflets for the guests 1 day Event Manager
Review of any other special needs 1 day
Making of Payments 1 day
Completion of the Guest Planning Phase 0 days
Staff Requirement Phase 6 days
Hiring of Staff for serving dinner 1 day
Hiring of staff for cooking 1 day
Hiring of hosts 1 day
Hiring of cleanup staff 1 day
Review of any other special needs 1 day Event Manager
Arranging a formal training to the entire staff 1 day Event Manager
Completion of Staff Requirement Phase 0 days
Project Closure Phase 2 days
Making of final payments (if any) 1 day
Signing off on procurement 1 day Project Sponsor

13PLANNING SESSIONS BASED ON COLLABORATION
Completion of Project Closure Phase 0 days
End Project 0 days
(Fig 3: Gantt Chart for the Dinner Event)
(Source: Created by author)

14PLANNING SESSIONS BASED ON COLLABORATION
Planning and Initiation Phase
Preparing Dinner Event Plan
Planning for the Room
Guest Planning Phase
Staff Requirement Phase
Project Closure Phase
Start of Project
Prepa ring of the plan
for the evening
Making of a budget
plan
Sanctioning of the
budget
Preparation for
disumberments
Coordination of
different activities
Comple tion of the
Planning Phase
Planning of dinner
menu
Creation of shopping
list
Sanctioning of budget
for dinner event
Comple tion of Dinner
Event Plan
Identification of room Procurement of chairs
and table supplier
Making of their
payments
Setting up of tables
and chairs Laying out of crockery
Preparation of
equipment, pots and
others
Comple tion of planning
phase
Making of guest list Creation of Name Tags
Creation of Leaflets for
the guests
Review of any other
special needs Making of Payments Completion of the
Guest Planning Phas e
Hiring of Staff for
serving dinner
Hiring of staff for
cooking Hiring of hosts Hiring of cle anup staff Review of any othe r
special needs
Arranging a formal
training to the entire
staff
Completion of Staff
Requirement Phase
Making of final
payments (if any)
Signing off on
procurement
Completion of Project
Closure Phase
End Project
(Fig 4: Network Diagram of the Dinner Event)
(Source: Created by author)
2.9 Time and Cost and of the Project
The time taken for conference event is 52 days and the entire cost of this phase is $
33,640.
The time taken for the dinner event is 26 days and the entire cost of this phase is $
11,520.
2.10 Quality Standard Details
The quality of accommodation provided to the guests would be at a 3-star hotel. They
would be provided with all the basic amenities such as food, AC, customer service and many
others (Silvius & Schipper, 2014). The lecturers would be brought to the hotel in a business class
plane. The food standards would be based on a 3-course meal.
3. Project Assumptions and Risks
3.1 Assumptions
After the on-spot verification of the conference event venue, some of the assumptions for
the ongoing project are:

15PLANNING SESSIONS BASED ON COLLABORATION
 The conference event will take place in the seminar hall of Dunedin. This is due to the
reason that the room has special facilitated equipment, electric gadget setup, proper seat
arrangement, special audio and video equipment and other facilities.
 The choosing of the site would help save time for the start of the event planning.
 Each of the scheduled activities would be performed within the proper time frame.
 The project would also be performed within the budget.
3.2 Risks
 Finding of proper event management planning team who would plan the entire event
within the fixed time frame and budget is another risk.
 There is also another type of risk based on the scheduling of activities. Any improper
action taken during the scheduling of activities would lead to delay in completion of
project within estimated delivery date.
 There might be a problem based on transportation and the other guests might not be able
to turn up for the event.
 The catering team might face some issues within the coordination of activities. Some
caterers might get unwell and might not turn up for the event.
 There might be an issue based on the arrival of speakers within the estimated time
(Carvalho & Rabechini Junior, 2015). The speakers might face a problem, which might
lead to problems in conducting the event.
 The impact of weather is also another factor of risk. Bad weather conditions might
hamper the work of decoration of the event floors.

16PLANNING SESSIONS BASED ON COLLABORATION
4. Project Management Methodology
4.1 Methodology Selection
In this project, the Waterfall model approach would be used for the planning of the entire
sequence of events. The selection of a proper methodology would help in planning of the entire
schedule of the project. It would also help in planning of the Gantt chart of the project
(Tomanek, Cermak & Smutny, 2015). The selection of Waterfall methodology would also help
in allocating of proper resources, time and costs allocated to each project resource.
4.2 Justification
In this approach, each of the phases would be broken down into several phases for the
benefit of the management team (Fleming & Koppelman, 2016). Within this approach, the use of
Gantt chart would be used for the entire scheduling and planning of the events. The visual
images produced within the Gantt chart would help in transforming the conceptual workload into
action-taking items (Cserháti & Szabó, 2014). With the help of the chosen approach, the
individual tasks within the event management would be described and each of the resources for
the task would be assigned to the project. Within this approach, each of the milestones and major
tasks would be depicted for the note of the project managers.
5. Project Organization
Name Role Responsibility Reporting to
Jack Smith Project Manager Responsible for preparing the project plan,
scheduling the activities, estimating the budget
of the project, ensuring the point of contact,
enabling resources and act respectively (Rogers
& Davidson, 2015).
Project Sponsor

17PLANNING SESSIONS BASED ON COLLABORATION
Michael
Nodas
Event Manager Responsible for planning the way of performing
of entire list of tasks for the design of the
conference and dinner event.
Project Manager
Albert
Stephen
Site manager Responsible for sanctioning the entire project
management plan.
CEO
(Table 1: Team roles and responsibilities of the Project)

18PLANNING SESSIONS BASED ON COLLABORATION
6. Work Breakdown Structure
Hosting of Conference
Session Project
Start of the
Project
1
Initiation
and Project
Planning
2
Preparing of
project plan
2.1
Identificatio
n of Proper
Speakers
2.2
Checking the
details of
event dates
2.3
Planning for
choosing
event
planners
2.4
Sending of
conference
details 2.5
Planning of budget
2.6
Sanctioning of
budget
2.7
Booking of event
planning
2.8
Setting of conference
details
2.9
Creation of
registration
form 2.10
Procurement
of Venue
3
Selection of
Venue
3.1
Updating
details
3.2
Confirmation of
venue
3.3
Completion of
project phase
3.4
Procurement
of Speakers
4
Preparing
speaker list
4.1
Sending event
brief
4.2
Awaiting
notification
4.3
Sending
Invitation
Letters
4.4
Delegate
Management
5
Checking of
online registration
process
5.1
Preparing and
checking of
acknowledgement
5.2
Monitoring of
registration and
paper requests
5.3
Monitoring of
registration deadline
5.4
Completion of Delegate
Management process
5.5
Planning for
Dinner
Event 6
Planning for the
entire event
6.1
Contacting
of caterers
6.2
Making of
Payments
6.3
Arranging
the furniture
6.4
Framing the
conference venue
6.5
Marketing of
Event
7
Design of
Poster
7.1
Securing of
conference
review 7.2
Cleaning of
venue
7.3
Procuring of
furniture
7.4
Setting up of
carpets
7.5
Designing of
venue
7.6
Bringing
posters
7.7
Finalising of
Preparation
8
Finalising of
Preparation
8.1
Finalising of
Requirement
s 8.2
Sending accomodation
details
8.3
Sending mail to
delegates
8.4
Final check on all
preparations
8.5
Completion
of phase
8.6
Project
Closure
9
Collating of
evaluations
9.1
Payment of
invoices
9.2
Checking of
reviews of the
conference
9.3
Distributing
leaflets after the
event 9.4
End of the
Project
10

19PLANNING SESSIONS BASED ON COLLABORATION
Hosting of Conference Session
Project
Start of the Project
1
Planning and
Initiation Phase
2
Preparing of
project plan
2.1
Making of Budget
2.2
Sanctioning of
budget
2.3
Preparation for
disumberments
2.4
Coordination of
different activities
2.5
Completion of the phase
2.6
Preparing Dinner
Event Plan
3
Planning of dinner
menu
3.1
Creation of
Shopping list
3.2
Sanctioning of
budget
3.3
Completion of
dinner event plan
3.4
Planning of room
4
Identification of room
4.1
Procurement of chairs and
tables
4.2
Making of payments
4.3
Setting of chairs
and tables
4.4
Laying out of
crockery
4.5
Preparation of
equipment
4.6
Completion of
planning phase
4.7
Guest Planning
Phase
5
Making of guest list
5.1
Creation of name tags
5.2
Creation of leaflets
5.3
Review of any special needs
5.4
Making of
payments
5.5
Completion of Guest
Planning phase
5.6
Staff Requirement
Phase
6
Hiring of staff for
serving
6.1
Hiring of staff for
cooking
6.2
Hiring of hosts
6.3
Hiring of staff for
cleanup
6.4
Hiring of other special
needs
6.5
Arranging of
formal training
6.6
Completion of the
phase
6.7
Project Closure
9
Making of final
Payments
9.1
Signing off on
procurement
9.2
Completion of project
closure phase
9.3
End of the Project
10

20PLANNING SESSIONS BASED ON COLLABORATION
7. Project Milestones
Task WBS
Codes
Task Name Finish Date Task Owner
2.11 Completion of Project Plan 15/04/2019 Project Manager
3.4 Completion of the Project Phase 19/04/2019 Project Manager
4.5 Completion of the procurement of
speakers
19/04/2019 Project Manager
5.5 Completion of Delegate Management
process
22/04/2019 Project Manager
8.6 Completion of the finalising of
preparation phase
19/05/2019 Project Manager,
CEO
(Table 2: Milestones of the Conference Event Project)
Task WBS
Codes
Task Name Finish Date Task Owner
2.6 Completion of the Planning Phase 19/04/2019 Event Manager
3.4 Completion of Dinner Event Plan 20/04/2019 Event Manager
4.7 Completion of planning of room phase 12/04/2019 Event Manager
5.6 Completion of the Guest Planning
Phase
30/04/2019 Event Manager
6.7 Completion of Staff Requirement
Phase
06/05/2019 Project Manager,
Event Manager
7.3 Completion of Project Closure Phase 08/05/2019 Project Sponsor
(Table 3: Milestones of the Dinner Event Project)

21PLANNING SESSIONS BASED ON COLLABORATION
8. Resource Management Plan
8.1 Human Resource
Roles Responsibility Recruited by Managed by
Project Manager Responsible for preparing the project plan, scheduling the activities,
estimating the budget of the project, ensuring the point of contact,
enabling resources and act respectively.
Project Sponsor Project Sponsor,
CEO
Event Manager Responsible for planning the way of performing of entire list of
tasks for the design of the conference and dinner event.
Project Manager Project Manager
Site manager Responsible for sanctioning the entire project management plan. CEO CEO
Contractor Preparing a plan for the design of the conference and dinner venue. Event Manager Event Manager
Electrician Ensure the electric supply of the venue to be provided. Event Manager Event Manager
Kitchen Setup Installer Installation of kitchen setup Event Manager Event Manager
Cleaner Cleaning of the venue after the completion of the 2 day event Contractor Contractor

22PLANNING SESSIONS BASED ON COLLABORATION
8.2 Equipment and Others
The equipment required for the conference and dinner event that would be required for
the project would mainly be outsourced by the event planning team (Cooper, 2016). The primary
items that would be outsourced or rented are decoration items, stage setup, crockery, tables and
chairs. The acquiring of seminar hall is also another crucial aspect for the project.
9. Budget Details
The budget for the conference event has been set at $33,640 and the budget for the dinner
event is $11,520. The Initial Rate of Return for the event is 1.64%. The estimations in cost have
been done with the help of parametric estimations.
Initiation and Project Planning 7280
Procurement of Venue 2240
Procurement of Speakers 560
Delegate Management 2240
Marketing and Designing of Event Place 13520
Setting up of Accomodation Facilities 5000
Planning and Initiation phase of dinner 2960
Preparing dinner event plan 2200
Planning for the room 3400
Guest planning phase 760
Staff Requirement Phase 1520
Finalising of Preparation 1680
Project Closure Phase 680
Project Closure 1120
Total Cost for the project 45160
Total Cost for the project
(Fig 5: Total Costs Incurred for the Event)
(Source: Created by author)

23PLANNING SESSIONS BASED ON COLLABORATION
Year of Project
year 0 year1 year 2 year 3 year 4 year 5 TOTALS
Net economic benefit $0.00 $21,000.00 $21,000.00 $21,000.00 $21,000.00 $21,000.00
Discount Rate 7% 1 0.9346 0.8734 0.8163 0.7629 0.7130
PV Of Benefits $0.00 $19,626.17 $18,342.21 $17,142.26 $16,020.80 $14,972.71
NPV of all BENEFITS $0.00 $19,626.17 $37,968.38 $55,110.64 $71,131.44 $86,104.15 $2,69,940.77
One Time Costs $9,520.00
Recurring Costs $0.00 $16,545.00 $16,545.00 $16,545.00 $16,545.00 $16,545.00
Discount Rate 8% 1.0000 0.9346 0.8734 0.8163 0.7629 0.7130
PV Of Recurring Costs $0.00 $15,462.62 $14,451.04 $13,505.65 $12,622.10 $11,796.36
NPV Of All Costs $9,520.00 $24,982.62 $39,433.66 $52,939.31 $65,561.41 $77,357.77 $2,69,794.76
Overall NPV $146.01
Overall ROI = (Overall NPV / NPV Of All Costs 0.00
IRR IRR 1.64%
Break-Even Analysis
Yearly NPV Cash Flow $0.00 $4,163.55 $3,891.17 $3,636.61 $3,398.70 $3,176.35
Overall NPV Cash Flow $9,520.00 ($5,356.45) ($1,465.28) $2,171.33 $5,570.03 $8,746.38
Project break-even occurs between years 2 and 3
Use 1st year of positive cash flow to calculate break-even fraction 2.4029 years
(Fig 6: Total Costs Incurred for the Event)
(Source: Created by author)
The sponsor had made a fixed budget for the project. It had included all the inclusive and
exclusive costs within the project (Braglia & Frosolini, 2014). The payments of salaries of each
resource would be made on a phase-wise basis. Some payments such as the payment for event
management planner and contractors would be done partially.

24PLANNING SESSIONS BASED ON COLLABORATION
10. Stakeholders Communication Management Plan
Stakeholder Method Frequency Content Owner
OPAIC Executive Office Email Every week Project progress
report
CEO
Event planning team Email Every day Project progress
report
Project manager
Project team Meeting and
Email
Every day Status of task
completion, and
budget
consumption
Project manager
Outsourced contractors
and designers
Meeting Everyday Project progress
report
Event planner

25PLANNING SESSIONS BASED ON COLLABORATION
11. Change Management Plan
Nature of Change Type of Change Risk to Employee Engagement Primary Owner Primary Involvement Mechanism
Technology Project High Project manager 1. Introduction of easy and
accessible training methods
2. Feedback/Review mechanisms
Way of coordination
of work
Development and
organisational
team
Medium HR management 1. Proper planning of events
2. High skill training events (Du, El-
Gafy & Zhao, 2015)
3. Positive and enhanced work
culture
Strategy Transformational High Project manager,
Team lead
1. Documentation (Noe et al., 2017)
2. Meeting with core team members

26PLANNING SESSIONS BASED ON COLLABORATION
12. Risk Management Plan
Risk Probability Impact Risk Register Owner Action
The project schedule would not be made
ready within the estimated time.
M H Project Manager The project manager should
deliver the proper plan of
scheduled activities within the
proper time frame (Marcelino-
Sádaba et al., 2014).
Accommodation of hotel rooms M L Project manager,
project sponsor
The project manager should
take the responsibility of
booking hotel rooms within the
estimated time.
Availability of event planning team H H Project Manager The project manager should be
proactive in choosing the
proper event planning team for
the planning of the events.
Availability of contractors H H Event manager,
Project manager
The event manager should hire
efficient contractors for the
decoration and laying of
furniture for the event.
Delay in completion of project M H Project manager Would ensure that each of the
scheduled tasks are completed
within the mentioned time.

27PLANNING SESSIONS BASED ON COLLABORATION
13. Quality Control and Audition
The overall quality and standard of the project would be primarily be controlled and
maintained by the project manager and CEO. Different kind of audit would be conducted over
the quality of work done during the design of the conference event and the successful planning
for the dinner event (Barthe-Delanoë et al., 2014). Any issues would soon be reported to the
project manager or event planner.
14. Project Closure
After the final project completion, the project would be considered to be completed. The
project manager would hand over the final deliverable report to project sponsor along with the
project closure report. The project manager would formally inform the last updated details to the
CEO about the closure of the project.
During the phase of the closure

28PLANNING SESSIONS BASED ON COLLABORATION
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31PLANNING SESSIONS BASED ON COLLABORATION
Appendix
Appendix 1. Salary Index of Project Team Human Resources
Name Role Cost (NZD)
Jack Smith Project Manager 21,840
Rafael Iris Project Sponsor 8160
Michael Nodas Event Manager 13,040
Contractors 7040
Allen Smith Finance Manager 2400
Robert Alan Design Manager 2040
Kale Jones Furniture Supplier Manager 2400
Jack Kalis Hotel Manager 3200
Nolan Kanon Caterer Department Manager 1600
Albert Kane Chair and Table Supplier 1560