Strategic Management for Annual Board Meeting

Running Head: PROJECT MANAGEMENT
Meeting, Event and Convention Planning
(Scenario 1: Annual Board Meeting for Small Corporation)
Name of the Student
Name of the University

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Table of Contents
A. Strategic Management................................................................................................................6
1. Manage Strategic Plan for Annual Board Meeting..................................................................6
1.01 Mission and Objectives....................................................................................................6
1.02 Feasibility of Meeting......................................................................................................6
1.03 Requirements to Carry Out the Meeting..........................................................................8
1.04 Financial Summary..........................................................................................................8
2. Sustainability Plan for Meeting...............................................................................................9
2.01 Sustainability Management Plan.....................................................................................9
2.02 Environmental Responsibility.........................................................................................9
3. Value of Meeting...................................................................................................................10
3.01 Evaluation Plan..............................................................................................................10
3.02 Return on Investment.....................................................................................................10
B. Project Management.................................................................................................................11
4. Plan Meeting..........................................................................................................................11
4.01 Project Plan....................................................................................................................11
4.02 Quality Standards, Policies and Procedures..................................................................13
4.03 Theme for Event............................................................................................................14
4.04 Milestones and Critical Path..........................................................................................14
C. Risk Management.....................................................................................................................16

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6. Risk Management Plan..........................................................................................................16
6.01 Identification of Risks....................................................................................................16
6.02 Analysis of Risks...........................................................................................................16
6.03 Emergency Response Plan.............................................................................................18
6.04 Security Arrangement....................................................................................................18
D. Financial Management..............................................................................................................19
7. Financial Resources...............................................................................................................19
7.01 Sponsorship Process......................................................................................................19
7.02 Donor Process................................................................................................................19
8. Budget Management..............................................................................................................19
8.01 Development of Budget.................................................................................................19
8.02 Pricing............................................................................................................................20
8.03 Financial Controls and Procedures................................................................................20
F. Human Resources......................................................................................................................20
11. Manage Human Resource Plan............................................................................................20
11.01 Workforce Requirements.............................................................................................20
12. Acquire Staff and Volunteers..............................................................................................21
12.01 Develop Selection Criteria...........................................................................................21
12.02 Recruit Staff and Volunteers.......................................................................................21
13. Train Staff and Volunteers...................................................................................................21

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13.01 Provide Orientation......................................................................................................21
13.02 Provide Training..........................................................................................................21
G. Stakeholder Management.........................................................................................................22
15. Manage Stakeholder Relationships......................................................................................22
15.01 Identify Stakeholders...................................................................................................22
15.02 Assess Stakeholders.....................................................................................................22
15.03 Classify Stakeholders...................................................................................................23
H. Meeting / Event Design............................................................................................................23
16. Design Program...................................................................................................................23
16.01 Determine Program Components................................................................................23
16.02 Select Program Content and Deliver Format...............................................................23
17. Engage Speakers and Performers........................................................................................25
17.01 Event Requirements for Speakers and Performers......................................................25
17.02 Selection Criteria.........................................................................................................25
18. Coordinate Food and Beverage Service..............................................................................25
18.01 Food and Beverage Service Requirements..................................................................25
18.02 Select Menu.................................................................................................................26
18.03 Plan Service Style........................................................................................................26
18.04 Select Food and Beverage Provider.............................................................................26
19. Design Environment............................................................................................................26

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19.01 Establish Function Requirements................................................................................26
19.02 Select Décor and Furnishings......................................................................................26
20. Manage Technical Production.............................................................................................27
20.01 Determine Requirements for Staging and Technical Equipment................................27
21. Develop Plan for Managing Movement of Attendees.........................................................27
21.01 Develop Admittance Credential Systems....................................................................27
21.02 Select Crowd Management Techniques......................................................................27
21.03 Coordinate Accommodation and Transportation.........................................................27
I. Site Management........................................................................................................................27
22. Select Site............................................................................................................................27
22.01 Determine Site Specifications......................................................................................27
22.02 Identify Site.................................................................................................................28
J. Marketing...................................................................................................................................28
26. Manage Marketing Plan.......................................................................................................28
26.02 Define Target Market Segments..................................................................................28
26.03 Develop Branding for Meeting or Event.....................................................................29
26.05 Develop Integrated Marketing Strategy.......................................................................29
27. Manage Marketing Material................................................................................................29
27.01 Determine Marketing Materials Needed for Event.....................................................29
29. Promote Meeting or Event...................................................................................................29

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29.01 Develop Advertising Plan............................................................................................29
K. Professionalism.........................................................................................................................30
32. Exhibit Professional Behavior.............................................................................................30
32.01 Project a Professional Image.......................................................................................30
32.02 Demonstrate Leadership..............................................................................................30
32.03 Demonstrate Ethical Behavior.....................................................................................30
32.06 Manage Time...............................................................................................................30
32.07 Manage Stress..............................................................................................................30
References......................................................................................................................................32

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A. Strategic Management
1. Manage Strategic Plan for Annual Board Meeting
1.01 Mission and Objectives
The main mission of the project is to conduct a casual but important board meeting
regarding the discussion of the results of the year-end business and financial statistics of the
company. The objectives of the meeting are presented in SMART format as follows
(Boshnakova & Goldblatt, 2016).
Specific: To discuss year end statistics and prepare next year’s business strategy
Measurable: To develop strategy to increase the revenue for next year by at least 25%
Acceptable: To use the previous year’s statistics to build the next plan that will be
acceptable for the company
Relevant: To prepare updated and relevant strategy for next year
Time Based: To conduct the meeting the entire day with several refreshment breaks
1.02 Feasibility of Meeting
Although the meeting is said to be casual, serious business discussions will be done
regarding the business strategy for the next year. The meeting will be attended by 25 board
members who will discuss the strategies among themselves. The meeting is feasible as it is not a
very highly scoped event and the members will only discuss the points using some of previous

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year’s data points. The feasibility of the meeting is analyzed using SWOT as follows (Krugman,
Cecil & Fenich, 2014).
Strength Weakness
All members are interested in the meeting, year-end
statistics are all readily available
It is a casual meeting and final decisions are not
expected
Opportunity Threat
New ideas regarding business strategies can be
generated during the meeting
The company is small and hence, there is limited
budget for affording this meeting
The PESTELI Analysis has been conducted on the project as follows.
Political – The business discussions will include possible changes in business strategy in
order to align with the political regulations in the locality.
Economic – The market is rapidly changing along with the change in the economy of the
region and thus, the economic strategy of the next financial year also needs to be changed or
modified. This change in strategy will be discussed in the meeting.
Social – It is to be discussed in the meeting regarding how the new business strategy for
the next year will impact the customers and whether the changes will be acceptable for the
customer base.
Technological – Possible addition of technical upgrades in the information system used
by the company for enhancing business operations will be discussed in the meeting.
Environmental – Certain internal policies of the company (that are not directly
operational but important policies to be followed inside office premises) will be reviewed in the
meeting. These will include the policies regarding maintaining hygiene inside office, disposition