Project Plan: Event Planning and Management - Project Overview

This project plan outlines the key elements of event planning and management. It includes a detailed breakdown of tasks, responsibilities, and timelines. The plan covers various aspects such as venue selection, guest identification, vendor management, and marketing strategies. A responsibility matrix clarifies roles and accountability for each task, while the communication plan ensures effective information flow among stakeholders. The project also addresses the need for volunteer coordination and event promotion, ensuring a well-organized and successful event. The plan covers the event's scope, the people involved, and the actions required to make the event successful. The project plan includes all the elements to ensure a successful event.

Project Plan
The table below shows the project activities, who is doing it, how long it will take, how much
it will cost, and dependencies on other tasks:
S. No Activity Responsible Duration Budget Dependency
1 Define Venue 1 week TBD 16
2 Design Event
Layout
Project Manager,
Project Team
2 months TBD 17
3 Identify Guests Project Manager
Project Team
2 weeks TBD 17
4 Identify and Train
Host
Project Manager
Project Team
1 month TBD 17
5 Identify
Performers
Project Manager
Project Team
1 month TBD 17
6 Arrange Food and
Catering Service
Project Manager
Project Team
2 month TBD 2
7 Silent Auction
Preparation
Project Manager
Project Team
2 month TBD 2
8 Arrange
Photographer
Project Manager
Project Team
1 week TBD 2
9 Implement
Decorations
Subject Experts 1 month TBD 2
10 Arrange
Volunteers
Project Team 1 week TBD 1
11 Conduct
Marketing
Project Team 4 months TBD 5
12 Send Invitations Project Team 1 month TBD 11
13 Arrange Music Subject Experts 1 week TBD 5
14 Arrange Hotel
Discounts
Subject Experts 2 week TBD 10
15 Arrange Menus Subject Experts 2 week TBD 14
16 Identify Event
Scope
Project Manager,
Project Sponsor
1 week TBD 0
17 Identify Event
Requirements
Project Manager 1 week TBD 16
Responsibility Matrix
Project Sponsor Project Manager Project Team Subject Experts
Define Venue I R
Design Event I R

Layout
Identify Guests I A R
Identify and Train
Host
I R
Identify
Performers
I A R I
Arrange Food and
Catering Service
I A R I
Silent Auction
Preparation
I A R I
Arrange
Photographer
I A R I
Implement
Decorations
I A R
Arrange
Volunteers
I A R
Conduct
Marketing
I A R
Send Invitations I A R
Arrange Music I A R
Arrange Hotel
Discounts
I A R
Arrange Menus I A R
Identify Event
Scope
A R
Identify Event
Requirements
A R
R – Responsible
A – Accountable

C – Consulted
I – Informed
Q – Quality Review
Communication Plan
The table below shows the communication plan for the project:
Audience/Stakeholder Message Medium Frequency Responsible
Customers Event
information
Email
message
Monthly Project
Manager
Project Users Resources
required,
update
Face to face
meeting
Weekly Project
Manager
Project Sponsor Overall project
progress update
Email message Weekly Project
Manager
Project Team Daily project
progress update
Face to face
meeting
Daily Project
Manager
Subject Experts Event
information
Email message Monthly Project
Manager
Project Manager Project
Progress
Face to face
meeting
Daily Project
Manager