Project Management and Event Planning

The assignment involves creating a project management plan for an event, including a Gantt chart, network diagram, and critical path analysis. The plan outlines tasks such as catering, communications, design promotion, printing, distributing promotions, booking photographer/video recording, organizing internal communications, promoting via social media, post-event promotion, obtaining senior management approval, contract termination, final report issuance, welcoming guest, OPAIC event, VIPs' speech, promotion, food and drink, refreshment, and releasing resources. The critical path is identified as the longest path through the network diagram, and the Gantt chart provides a detailed schedule for each task. The assignment requires careful planning and coordination to ensure successful event execution.

Project Management
Name of the Student:
Name of the University:

Table of Contents
Detailed Project Plan.............................................................................................................................2
Detailed Gantt Chart with Critical Path.................................................................................................5
Network Diagram with Critical Path.....................................................................................................6

Detailed Project Plan
Name Leveling
Delay Duration Start Finish Successors
Event- 2 day open day 0 edays 67 days Mon 12-03-
18 Tue 12-06-18
Planning and Evaluation 0 edays 20 days Mon 12-03-18 Fri 06-04-18
Agree event objectives and
measurement 0 edays 3 days Mon 12-03-18 Wed 14-03-18 3
Agree meetings schedule 0 edays 3 days Thu 15-03-18 Mon 19-03-18 4,5
Assign leads for each
task/group of tasks 0 edays 4 days Tue 20-03-18 Fri 23-03-18 5,6,8
Consider additional
staffing requirements 0 edays 3 days Mon 26-03-18 Wed 28-03-18
Complete draft budget
template 0 edays 2 days Mon 26-03-18 Tue 27-03-18 7
Draft event programme 0 edays 3 days Wed 28-03-18 Fri 30-03-18 13
Gain approval from senior
management for programme 0 edays 4 days Mon 26-03-18 Thu 29-03-18 9,10,56,60
Collate measurement - eg,
number of attendees, volume
of press coverage
0 edays 3 days Fri 30-03-18 Tue 03-04-18 10,12
Produce summary report
for inrernal teams/
management
0 edays 3 days Wed 04-04-18 Fri 06-04-18
Guest list and attendance 0 edays 10 days Wed 04-04-18 Tue 17-04-18
Draft guest list 0 edays 2 days Wed 04-04-18 Thu 05-04-18 13,14,17,18,29
Organise event registration
/ RSVP process 0 edays 4 days Fri 06-04-18 Wed 11-04-18 17
Send invitation / publicise
event 0 edays 3 days Fri 06-04-18 Tue 10-04-18 15,16
Collate responses 0 edays 3 days Wed 11-04-18 Fri 13-04-18
Confirm special access
requirements 0 edays 2 days Wed 11-04-18 Thu 12-04-18
Produce attendance list 0 edays 2 days Thu 12-04-18 Fri 13-04-18 18,20,26,27
Follow up communication
with key contacts 0 edays 2 days Mon 16-04-18 Tue 17-04-18 20
VIPs 0 edays 13 days Wed 18-04-18 Fri 04-05-18
Identify VIP attendees 0 edays 2 days Wed 18-04-18 Thu 19-04-18 21,22,29
Confirm date in VIP diary 0 edays 3 days Fri 20-04-18 Tue 24-04-18 22
Confirm VIP special
requirements eg,
accommodation, transport
0 edays 3 days Wed 25-04-18 Fri 27-04-18 23
Appoint VIP liaison for on
the day 0 edays 3 days Mon 30-04-18 Wed 02-05-18 24,26,27
Send thank yous 0 edays 2 days Thu 03-05-18 Fri 04-05-18
Programme 0 edays 23 days Fri 20-04-18 Tue 22-05-18
Draft programme 0 edays 3 days Thu 03-05-18 Mon 07-05-18
Confirm host 0 edays 4 days Thu 03-05-18 Tue 08-05-18 28

Book entertainment/ music 0 edays 3 days Wed 09-05-18 Fri 11-05-18
Scope speakers 0 edays 4 days Fri 20-04-18 Wed 25-04-18 30
Identify speaker
availability 0 edays 2 days Thu 26-04-18 Fri 27-04-18 31,32,33
Produce speaker briefings 0 edays 3 days Mon 30-04-18 Wed 02-05-18
Arrange speaker transport 0 edays 2 days Mon 30-04-18 Tue 01-05-18
Organise accommodation 0 edays 4 days Mon 30-04-18 Thu 03-05-18 34
Appoint speaker liaison for
on the day 0 edays 4 days Fri 04-05-18 Wed 09-05-18 35
Confirm programme 0 edays 6 days Thu 10-05-18 Thu 17-05-18 36,38,41,44,52,56,60
Send thank yous to
speakers 0 edays 3 days Fri 18-05-18 Tue 22-05-18
Venue 0 edays 11 days Fri 18-05-18 Fri 01-06-18
Scope venues 0 edays 2 days Fri 18-05-18 Mon 21-05-18 39
Book venue 0 edays 3 days Tue 22-05-18 Thu 24-05-18 40,42,45,47,52,55,60
Inform / liaise with
facilities 0 edays 2 days Fri 25-05-18 Mon 28-05-18 41
Complete risk assessment 0 edays 4 days Tue 29-05-18 Fri 01-06-18
Organise AV - inform ISS 0 edays 2 days Fri 25-05-18 Mon 28-05-18 43
Organise set dressing 0 edays 2 days Tue 29-05-18 Wed 30-05-18
Inform cleaners (if
campus) 0 edays 2 days Fri 18-05-18 Mon 21-05-18
Arrange car parking 0 edays 2 days Fri 25-05-18 Mon 28-05-18
Catering 0 edays 9 days Fri 25-05-18 Wed 06-06-18
Obtain quote 0 edays 3 days Fri 25-05-18 Tue 29-05-18 48
View and agree menu 0 edays 2 days Wed 30-05-18 Thu 31-05-18 49
Confirm special dietary
requirements 0 edays 2 days Fri 01-06-18 Mon 04-06-18 50
Confirm final numbers 0 edays 2 days Tue 05-06-18 Wed 06-06-18
Communications 0 edays 18 days Fri 18-05-18 Tue 12-06-18
Design promotion/
invitations 0 edays 3 days Fri 25-05-18 Tue 29-05-18 53,54
Print promotion /
invitations 0 edays 2 days Wed 30-05-18 Thu 31-05-18 54
Distribute promotion /
invitations 0 edays 3 days Fri 01-06-18 Tue 05-06-18 57,58
Book photographer / video
recording 0 edays 3 days Fri 25-05-18 Tue 29-05-18
Organise internal
communications 0 edays 3 days Fri 18-05-18 Tue 22-05-18
Promote via social media 0 edays 3 days Wed 06-06-18 Fri 08-06-18 58
Post event promotion 0 edays 2 days Mon 11-06-18 Tue 12-06-18
Project Closure 0 edays 13 days Fri 25-05-18 Tue 12-06-18
Obtaining senior
management approval 0 edays 3 days Fri 25-05-18 Tue 29-05-18 61
Contract Termination 0 edays 2 days Wed 30-05-18 Thu 31-05-18 62
Final Report issue 0 edays 3 days Fri 01-06-18 Tue 05-06-18 64
OPAIC event 0 edays 2 days Wed 06-06-18 Thu 07-06-18
Welcoming Guest 0 edays 1 hr Wed 06-06-18 Wed 06-06-18 65

OPAIC Speakers' speech 0 edays 3 hrs Wed 06-06-18 Wed 06-06-18 66
VIPs' speech 0 edays 2 hrs Wed 06-06-18 Wed 06-06-18 67
Promotion 0 edays 2 hrs Wed 06-06-18 Wed 06-06-18 68
Food and Drink 0 edays 4 hrs Thu 07-06-18 Thu 07-06-18 69
Refreshment 0 edays 4 hrs Thu 07-06-18 Thu 07-06-18 70
Releasing Resource 0 edays 3 days Fri 08-06-18 Tue 12-06-18

Detailed Gantt Chart with Critical Path

Network Diagram with Critical Path