International Conference Arrangement Project

Running head: PROJECT MANAGEMENT
Project management: Project Scope Management plan for a Conference
Name of the student:
Name of the university:

1Project ManagementPROJECT MANAGEMENT
1. Organizational Breakdown Structure (OBS)
This project is focused on development of an international conference. The project
executives and all the project team members are responsible to play active roles to implement the
project as a successful one. In order to plan an International conference, an OBS is developed
which implies intermediate levels of different chart that will display the relationship among the
project manager and the project team members.
Figure 1: Organizational Breakdown Structure
(Source: created by author)
ExecutivecommitteeoftheconferenceconferencechairpersonexhibitcommitteeProjectmanagerprojectteammemebersbusinesspartnerssuppliersregulatorycommitteeeventmanagementteamConferenceplannercatererDecoretorspeakerlocalarrangementcommitteeconferenceplanningcommitteefinancecommitteepublicitycommittee

2Project ManagementPROJECT MANAGEMENT
Project stakeholder Roles and responsibility
Project manager The project manager of the conference
committee is responsible to track and monitor
the project progress details.
Finance manager The finance manager of the project is
responsible to make proper feasibility study, to
make the project effective. It also helps to
define that whether the project is beneficial or
not.
Publicity committee The publicity committee is responsible to make
all the promoting activities through social
media and other advertising agencies
Exhibit committee The exhibit committee is responsible to
implement the activities accurately to
accomplish the project successfully.
2. Work Breakdown Structure (WBS)
In order to reduce the work pressure from the project team members the project manager
is responsible to divide the entire task into small segments. It is expected that, with the help of
WBS the conference plan will be completed and implemented successfully. The sub activities are
shown in the below diagram.

3Project ManagementPROJECT MANAGEMENT
Conference schedue
preparation
Registration
Organise event
registration
Register applicants
Send confrimation
Arrange banking
Confirm registration
Registration
milestone
Planning
Come to an
agreement on event
objectives
Come to an
agreement on
meetings schedule
Plan budget
Draft the a plan for
the programme
Complete planning
phase
Planning milestone
Advertising
Website
Identify companes
for outsource
Check prices
Confrm the
outsourcing
company
Design and publish
w ebsite
Publicity complete
Website milestone
Social media
Deesgin facebook
page
Design intagram
page
Design linked in
page
Create and email
Identify the internal
develops
Publicity complete
Social media
milestone
Programme
Speakers
Draft speaker list
Identify if any special
needs
Confrim speakers'
list
Speaker milestone
Setup
Draft programme
Confirm the host
Arrange music and
entertainment
Arrange
presentation
technology
Identify speaker
availability
Academic review -
validate papers and
documents
Arrange for the
person who w ill liase
with the speaker on
that day
Confirm programme
Setup milestone
Guest listing
Normal guestlist
Draft guest list
Send invitation
Produce attendance
list
Consolidate
responses
Name tags
Identify any special
requirement
Follow up
communication w ith
key contacts
Back up for no show
Confirm guest list
Normal guests list
milestone
VIP Guestlist
Identify VIP
attendees
Confirm date in VIP
diary
Confirm VIP special
requirements
Arrange for the
person w ho will laise
with VIP on that day
Arrange meet and
greet and chauffer
service
Confrim VIP
VIP guestslist
milestone
Communication
Identify companes
for outsource
Design promotion/
invitations
Print promotion /
invitations
Distribute promotion /
invitations
Book photographer
Post event
promotion
Handouts and
feedback from
Communication
milestone
Sponsorship
Create a list of
sponsors
Build a brand image
to attract sponsors
Confrim the
sponsors
Sponsorship
milestone
Venue
Booking
Create list of
possible venues
Check prices
Organise set
dressing
Tables and chairs
Decortion
Euipment
Confrim the best
venue
Booking milestone
Catering
Obtaing the quote of
catering
Check the menu
Confrim if any
special meals
requirements are
there
Organzie serving
Confirm catering
(final figures)
Catering milestone
Accomodation
List of possible
accomodation
Identify any special
needs
Accomodation
confirmation
Accomodation
milestone
Transportation
Create a list of
trasnportation
companies
Check prices
Arrange timings
Choose the
company with the
best price
Transportation
milestone
Figure 2: WBS for the conference project