Policies and Procedures for Conference Planning and Management

This document outlines the policies and procedures for conference planning and management, including budgeting strategies, project planning techniques, and conference management tools. The policies cover key objectives, funding, stakeholder commitment, meal guidelines, and budget approval. The document also discusses various conference management tools, such as Trello, Ex ordo, Paper crowd, Hootsuite, and Eventopedia. Additionally, it provides budgeting strategies, including setting a realistic budget, using project management software, avoiding scope creep, using project accounting practices, and tracking staff time. Finally, the document outlines project planning techniques, such as better deadline management, highlighting important dates, better control of deliverables, setting realistic milestones, and staying a step ahead.

Part 6: policies and procedures
1. Summary of policies and procedures
 The company approves the undertaking of conferences and planning only when there are
key objectives identified, expected outcomes are identified and budget is done with
reasonable limits
 Conferences are to be funded from the unit kitty and not from any other savings
 All staff is stakeholders during conferences and their commitment should be evident
during such events
 Meals should involve food and soft drinks only and no hard ones
 Any expenses that do not fall under the budget should have the approval of the accounts
manager before use
 Costs that are associated with conferences and planning that include the provision of
different services, facilities, activities, catering, accommodation and travelling need to be
kept within limits that are reasonable.
 Conferences need not affect the normal production and operation of the bags R Us
business
2. Conference management tools
 Trello- it gives an overview of all what needs doing. It is a one activities view of
the operations during the conference
 Ex ordo-helps in abstract management which involves getting to learn about
reviews from interested parties and registration of who should attend the
conference

 Paper crowd- helps promote conferences without use of emails to viewers as they
can follow on it. It acts as a website post for planning conferences
 Hootsuite-helps to manage all conversations in relation to the planned event, likes
and hashtags from interested parties in one area
 Eventopedia- helps people learn about potential suppliers and the compare costs
of various requirements.
3. Budgeting strategies
 Setting a budget that is realistic. This is done by ensuring that previous conference
projects are consulted to learn about the activities and relevant costs associated to
avoid cost overruns. New project planning requires experience so that challenges
are avoided through basics.
 Make use of comprehensive software for project management which helps in
making the events planning and development easier. All activities can be done at
a go using the software. These include such operations as registration, sending
invitations, conversations with various interested parties and learning through
their reviews. One can learn any concerns in relation to the coming event from the
interested parties and react instantly through timely feedback.
 Avoid scope creep. This one involves making sure that you stick to the scope of a
simple conference to avoid going past the budget or avoiding unnecessary
activities. cost overruns are a loss to the business and needs to be avoided as much
as possible by limiting the budget.

 Use project practices of accounting. This involves the use of such cost analysis
procedures to compare costs and benefits from the projects. it helps spending less
and gaining more outcomes from the project.
 Track staff time that they use to carry out specific activities in relation to the
conference event. This helps to avoid time wastage dealing with the conference at
the expense of the normal routine of the company of business. regardless of any
event for promoting the business, normal operations need to continue to avoid
bringing the business to a halt.
4. Techniques of project planning and milestones
 Better deadline management- this involves monitoring every activity to see to it that it has been
accomplished in time. This avoids any unnecessary time overruns which would lead to
unbudgeted costs too
 Highlighting the dates that are important helps planning possible as it avoids forgetting about
key activities on the program that would affect their accomplishment
 Better control of the deliverables involved in a project. This means that the tasks that are
interdependent are noted in time and planned for in a timely manner
 Milestones need to have realistic deadline by ensuring that all activities have a buffer to give the
stakeholders a leeway of accomplishing tasks
 Staying a step ahead ensures achieving milestones in good time. This is to ensure that incase of
inconveniences, there is at least some time compensation.