Development of an International Conference Project Scope Statement

The assignment involved developing a comprehensive project scope statement for a hypothetical International Conference, emphasizing team collaboration and effective communication. The process entailed designing various diagrams such as the Organizational Breakdown Structure (OBS) to delineate resources, Work Breakdown Structure (WBS) for defining tasks, and a RACI matrix for role clarification among team members. Although initially challenging due to inexperience with conference planning, support from fellow team members and guidance from a project supervisor proved invaluable. Communication hurdles were encountered but resolved through coordination. Despite facing time constraints during the project preparation phase, valuable learning experiences were gained. The reflective summary highlights the significance of teamwork, effective communication, and adaptability in project management.

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
website
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 who 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
(Source: created by author)
For arranging the international conference, the entire project is segmented in five main
activities and all the five activities are again divided in sub activities. From the details of the
WBS reduces the overall rate of risks through decreasing the likelihood. WBS has the advantage
to make a task easier for the project members for managing and allowing the key milestones that
has to be identified. WBS can engage the project team members with the project manager and
the project activities too. In addition to this, it can clarify the uncertainties and ambiguities. It can
also identify the assumptions of the conference project. Apart from this, WBS can raise the
issues of the project those are required to be resolved.

4Project ManagementPROJECT MANAGEMENT
3. Responsibility assessment matrix (RACI)
The RACI matrix is used to define the responsibilities of the individuals involved in this
project or organization. The resources considered for this conference include project manager,
finance manager, publicity committee and exhibit committee etc. Based on the roles all of the
resources are allotted for different activities. In order to accomplish the objective of the
international conference project the resources must deliver desired responsibilities. The below
RACI matrix shows the responsibilities of the resources those are required to be served.
Task Name Project
manager
finance
manager
exhibit
committee
Publicity
committee
Conference schedule
preparation
I A C R
Registration A R I C
Organize event
registration
I C A R
Register
applicants
I C R A
Send confirmation R I A C
Arrange banking A R I C
Confirm
registration
I C A R
Planning R A C I
Come to an
agreement on event
objectives
I A C R
Come to an
agreement on
meetings schedule
I C A R
Plan budget I C R A
Draft the a plan
for the program
R I A C

5Project ManagementPROJECT MANAGEMENT
Complete
planning phase
C I R A
Advertising A R I C
Website I C A R
Identify
companies for
outsource
I C R A
Design and
publish website
R I A C
Check prices C I A R
Confirm the
outsourcing company
A C R I
Publicity
complete
R A I C
Social media A R C I
Design
Facebook page
C I A R
Design
Instagram page
A C R I
Design linked in
page
R A I C
Create and
email
A R C I
Identify the
internal develops
R A I C
Publicity
complete
R A I C
Program R C A I
Speakers A R
Draft speaker
list
C I R A
Identify if any
special needs
C I A R
Confirm
speakers' list
A R C I
Setup C I R A
Draft program C I A R

6Project ManagementPROJECT MANAGEMENT
Confirm the
host
A R C I
Arrange music
and entertainment
C I R A
Arrange
presentation
technology
C I A R
Identify speaker
availability
R A I C
Academic
review - validate
papers and
documents
C I R A
Arrange for the
person who will liase
with the speaker on
that day
R A C I
Confirm
program
C R I A
Guest listing
Normal guests C I R A
Draft guest list C I A R
Send invitation A R C I
Produce
attendance list
C I R A
Consolidate
responses
C I A R
Name tags C I R A
Identify any
special requirement
C I A R
Follow up
communication with
key contacts
A R C I
Back up for no
show
C I R A
Confirm guest
list
C I A R

7Project ManagementPROJECT MANAGEMENT
VIP A R C I
Identify VIP
attendees
A C I R
Confirm date in
VIP diary
R
Confirm VIP
special requirements
A I R C
Arrange for the
person who will laise
with VIP on that day
R A C I
Arrange meet
and greet and
chauffer service
C R I A
Confirm VIP A C I R
Communication R
Identify
companies for
outsource
A I R C
Design promotion/
invitations
R A C I
Print promotion /
invitations
C R I A
Distribute
promotion /
invitations
R C A I
Book
photographer
A C R I
Post event
promotion
R A I C
Handouts and
feedback from
A R C I
Sponsorship C I A R
Create a list of
sponsors
A C R I
Build a brand
image to attract
sponsors
R A I C
Confirm the
sponsors
A C R I
Venue R A I C

8Project ManagementPROJECT MANAGEMENT
Booking A C R I
Create list of
possible venues
R A I C
Confirm the
sponsors
A R C I
Create list of
possible venues
C I A R
Check prices A C R I
Organize set
dressing
R A I C
Tables and
chairs
A R C I
Decoration R A I C
Equipment R A I C
Confirm the
best venue
A C R I
Catering R A I C
Obtaining the
quote of catering
A R C I
Check the menu A C R I
Confirm if any
special meals
requirements are
there
R A I C
Organize
serving
A R C I
Confirm
catering (final
figures)
C I A R
Accommodation A C R I
List of possible
accommodation
R A I C
Identify any
special needs
A R C I
Accommodation R A I C

9Project ManagementPROJECT MANAGEMENT
confirmation
Transportation R A I C
Create a list of
transportation
companies
A C R I
Check prices R A I C
Arrange timings A R C I
Choose the
company with the
best price
C I A R
4. Gantt chart
This is a visual presentation of the activities, used by the project managers to show the
overview of the timeline and their interdependencies. Each of the activities their starting date,
finish date and the duration are also shown in the timeline. The length of the bar defines the time
needed for successful completion of the activity. The other benefits can be found from the Gantt
chart includes current progress, critical path, expected timeline, task priority and dependencies as
well.
WBS Task Name Duration Start Finish Predecessors
0 Conference schedule
preparation 425 days Thu 10/20/16 Wed 6/6/18
1 Registration 81 days Thu 10/20/16 Thu 2/9/17
1.1 Organize event
registration 30 days Thu 10/20/16 Wed 11/30/16
1.2 Register
applicants 30 days Thu 12/1/16 Wed 1/11/17 2
1.3 Send 10 days Thu 1/12/17 Wed 1/25/17 3

10Project ManagementPROJECT MANAGEMENT
confirmation
1.4 Arrange banking 7 days Thu 1/26/17 Fri 2/3/17 4
1.5 Confirm
registration 4 days Mon 2/6/17 Thu 2/9/17 5
2 Planning 44 days Fri 2/10/17 Wed 4/12/17
2.1
Come to an
agreement on event
objectives
3 days Fri 2/10/17 Tue 2/14/17 6
2.2
Come to an
agreement on
meetings schedule
2 days Wed 2/15/17 Thu 2/16/17 8
2.3 Plan budget 15 days Fri 2/17/17 Thu 3/9/17 9
2.4 Draft the a plan
for the program 2 days Fri 3/10/17 Mon 3/13/17 10
2.5 Complete
planning phase 22 days Tue 3/14/17 Wed 4/12/17 11
3 Advertising 34 days Thu 4/13/17 Tue 5/30/17
3.1 Website 31 days Thu 4/13/17 Thu 5/25/17
3.1.1
Identify
companies for
outsource
2 days Thu 4/13/17 Fri 4/14/17 12
3.1.2 Design and
publish website 15 days Mon 4/17/17 Fri 5/5/17 15
3.1.3 Check prices 2 days Mon 5/8/17 Tue 5/9/17 16
3.1.4 Confirm the
outsourcing company 2 days Wed 5/10/17 Thu 5/11/17 17
3.1.5 Publicity
complete 10 days Fri 5/12/17 Thu 5/25/17 18

11Project ManagementPROJECT MANAGEMENT
3.2 Social media 3 days Thu 5/25/17 Tue 5/30/17
3.2.1 Design
Facebook page 0 days Thu 5/25/17 Thu 5/25/17 19
3.2.2 Design
Instagram page 0 days Thu 5/25/17 Thu 5/25/17 21
3.2.3 Design linked
in page 0 days Thu 5/25/17 Thu 5/25/17 22
3.2.4 Create and
email 0 days Thu 5/25/17 Thu 5/25/17 23
3.2.5 Identify the
internal develops 1 day Fri 5/26/17 Fri 5/26/17 24
3.2.6 Publicity
complete 2 days Mon 5/29/17 Tue 5/30/17 25
4 Program 35 days Wed 5/31/17 Tue 7/18/17
4.1 Speakers 5 days Wed 5/31/17 Tue 6/6/17
4.1.1 Draft speaker
list 2 days Wed 5/31/17 Thu 6/1/17 26
4.1.2 Identify if any
special needs 1 day Fri 6/2/17 Fri 6/2/17 29
4.1.3 Confirm
speakers' list 2 days Mon 6/5/17 Tue 6/6/17 30
4.2 Setup 30 days Wed 6/7/17 Tue 7/18/17
4.2.1 Draft program 1 day Wed 6/7/17 Wed 6/7/17 31
4.2.2 Confirm the
host 2 days Thu 6/8/17 Fri 6/9/17 33
4.2.3 Arrange music
and entertainment 5 days Mon 6/12/17 Fri 6/16/17 34
4.2.4 Arrange 2 days Mon 6/19/17 Tue 6/20/17 35

12Project ManagementPROJECT MANAGEMENT
presentation
technology
4.2.5 Identify speaker
availability 3 days Wed 6/21/17 Fri 6/23/17 36
4.2.6
Academic
review - validate
papers and
documents
10 days Mon 6/26/17 Fri 7/7/17 37
4.2.7
Arrange for the
person who will liase
with the speaker on
that day
2 days Mon 7/10/17 Tue 7/11/17 38
4.2.8 Confirm
program 5 days Wed 7/12/17 Tue 7/18/17 39
5 Guest listing 48 days Wed 7/19/17 Fri 9/22/17
5.1 Normal guests 38 days Wed 7/19/17 Fri 9/8/17
5.1.1 Draft guest list 7 days Wed 7/19/17 Thu 7/27/17 40
5.1.2 Send invitation 10 days Fri 7/28/17 Thu 8/10/17 43
5.1.3 Produce
attendance list 3 days Fri 8/11/17 Tue 8/15/17 44
5.1.4 Consolidate
responses 4 days Wed 8/16/17 Mon 8/21/17 45
5.1.5 Name tags 1 day Tue 8/22/17 Tue 8/22/17 46
5.1.6 Identify any
special requirement 1 day Wed 8/23/17 Wed 8/23/17 47
5.1.7
Follow up
communication with
key contacts
3 days Thu 8/24/17 Mon 8/28/17 48
5.1.8 Back up for no 2 days Tue 8/29/17 Wed 8/30/17 49

13Project ManagementPROJECT MANAGEMENT
show
5.1.9 Confirm guest
list 7 days Thu 8/31/17 Fri 9/8/17 50
5.2 VIP 10 days Mon 9/11/17 Fri 9/22/17
5.2.1 Identify VIP
attendees 3 days Mon 9/11/17 Wed 9/13/17 51
5.2.2 Confirm date in
VIP diary 1 day Thu 9/14/17 Thu 9/14/17 53
5.2.3 Confirm VIP
special requirements 1 day Fri 9/15/17 Fri 9/15/17 54
5.2.4
Arrange for the
person who will laise
with VIP on that day
0 days Fri 9/15/17 Fri 9/15/17 55
5.2.5
Arrange meet
and greet and
chauffer service
2 days Mon 9/18/17 Tue 9/19/17 56
5.2.6 Confirm VIP 3 days Wed 9/20/17 Fri 9/22/17 57
6 Communication 33 days Mon 9/25/17 Wed 11/8/17
6.1
Identify
companies for
outsource
6 days Mon 9/25/17 Mon 10/2/17 58
6.2
Design
promotion/
invitations
7 days Tue 10/3/17 Wed 10/11/17 60
6.3 Print promotion /
invitations 7 days Thu 10/12/17 Fri 10/20/17 61
6.4
Distribute
promotion /
invitations
7 days Mon 10/23/17 Tue 10/31/17 62
6.5 Book 2 days Wed 11/1/17 Thu 11/2/17 63

14Project ManagementPROJECT MANAGEMENT
photographer
6.6 Post event
promotion 1 day Fri 11/3/17 Fri 11/3/17 64
6.7 Handouts and
feedback from 3 days Mon 11/6/17 Wed 11/8/17 65
7 Sponsorship 11 days Thu 11/9/17 Thu 11/23/17
7.1 Create a list of
sponsors 5 days Thu 11/9/17 Wed 11/15/17 66
7.2
Build a brand
image to attract
sponsors
1 day Thu 11/16/17 Thu 11/16/17 68
7.3 Confirm the
sponsors 5 days Fri 11/17/17 Thu 11/23/17 69
8 Venue 68 days Fri 11/24/17 Tue 2/27/18
8.1 Booking 37 days Fri 11/24/17 Mon 1/15/18
8.1.1 Create list of
possible venues 10 days Fri 11/24/17 Thu 12/7/17 70
8.1.2 Check prices 3 days Fri 12/8/17 Tue 12/12/17 73
8.1.3 Organize set
dressing 1 day Wed 12/13/17 Wed 12/13/17 74
8.1.4 Tables and
chairs 4 days Thu 12/14/17 Tue 12/19/17 75
8.1.5 Decoration 4 days Wed 12/20/17 Mon 12/25/17 76
8.1.6 Equipment 5 days Tue 12/26/17 Mon 1/1/18 77
8.1.7 Confirm the
best venue 10 days Tue 1/2/18 Mon 1/15/18 78
8.2 Catering 31 days Tue 1/16/18 Tue 2/27/18

15Project ManagementPROJECT MANAGEMENT
8.2.1 Obtaining the
quote of catering 15 days Tue 1/16/18 Mon 2/5/18 79
8.2.2 Check the menu 3 days Tue 2/6/18 Thu 2/8/18 81
8.2.3
Confirm if any
special meals
requirements are
there
1 day Fri 2/9/18 Fri 2/9/18 82
8.2.4 Organize
serving 2 days Mon 2/12/18 Tue 2/13/18 83
8.2.5
Confirm
catering (final
figures)
10 days Wed 2/14/18 Tue 2/27/18 84
9 Accommodation 61 days Wed 2/28/18 Wed 5/23/18
9.1 List of possible
accommodation 30 days Wed 2/28/18 Tue 4/10/18 85
9.2 Identify any
special needs 1 day Wed 4/11/18 Wed 4/11/18 87
9.3 Accommodation
confirmation 30 days Thu 4/12/18 Wed 5/23/18 88
10 Transportation 10 days Thu 5/24/18 Wed 6/6/18
10.1
Create a list of
transportation
companies
4 days Thu 5/24/18 Tue 5/29/18 89
10.2 Check prices 1 day Wed 5/30/18 Wed 5/30/18 91
10.3 Arrange timings 1 day Thu 5/31/18 Thu 5/31/18 92
10.4
Choose the
company with the
best price
4 days Fri 6/1/18 Wed 6/6/18 93

16Project ManagementPROJECT MANAGEMENT

17Project ManagementPROJECT MANAGEMENT
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19Project ManagementPROJECT MANAGEMENT
Part B
Reflective Summary
Development of the project on “International conference arrangement” was a delightful
for me. In order to make the project completely interesting and accurate the total task was
segmented accordingly. As a team we are responsible to develop the project scope statement for
a hypothetical International conference. In this project my role was to design four different
diagrams including Organizational Breakdown Structure (OBS) to define the project resources,
Work Breakdown structure (WBS) to define the work activities and also RACI matrix to define
the roles and responsibilities of the project team members. I think I have given cent percent
effort to make the International conference preparing project absolutely perfect. Initially I felt
certain difficulties because I have never prepared any project on conference development.
However, I must say that the rest of the project team members help me and supported me
throughout the project plan development phase. Though sometime due to communication gaps
misunderstandings created among us but that was also very easily resolved with co ordination. I
would also like to thank my project supervisor for sharing precious ideas with us. I think it also
helped us to create project scope statement. Apart from this, I also can say that the time we had
for the project scope statement preparation was limited. I am sure that if we have got a little more
extra time for preparing the project then it would have been more precise and professional as
well. I think I have learned a lot while preparing this project on “International Conference”.