Project Management Report: Analysis of a Conference Event Project

This report provides a comprehensive analysis of a conference event project, detailing the various stages involved in its organization. It begins with an overview of the project, which aims to address declining sales through a conference involving key stakeholders. The report then delves into the planning phase, including the development of the conference event, resource and cost allocation, and the implementation plan. The implementation phase involves communicating information, selecting a suitable venue, and finalizing the schedule. The report also includes a Work Breakdown Structure (WBS) chart and a Gantt chart to illustrate the project's timeline and activities. Finally, the report concludes with a discussion of the post-implementation plan. The project manager is tasked with organizing a conference event to discuss and formulate strategies to improve the company's market position.

Running head: PROJECT MANAGEMENT
Project Management
Name of the Student:
Name of the University:
Author’s Note:

1PROJECT MANAGEMENT
Table of Contents
Introduction................................................................................................................................2
Executive Summary...................................................................................................................2
Overview of the Project.............................................................................................................3
Planning......................................................................................................................................4
Developing Conference Event...............................................................................................4
Designing...................................................................................................................................5
Resource Allocation...............................................................................................................5
Cost Allocation.......................................................................................................................5
Implementation Plan..................................................................................................................6
Post- Implementation Plan.......................................................................................................10
Conclusion................................................................................................................................10
Bibliography.............................................................................................................................12

2PROJECT MANAGEMENT
Introduction
The organization of conference events have become an integral part of the modern
day business world and thus it is generally seen that the majority of the business enterprises
commonly takes the help of this particular method to not only discuss about the various
important that are significant towards the cause of their business but at the same time as a
form of engagement medium as well. This particular project will deal with the organization
of a conference event wherein the higher authority of the company would be participating to
discuss about the important issues that are affecting their business at the current moment and
also to formulate effective strategies that would help the concerned company to further
enhance their prospects in the world of business and more precisely to gain sustainable
competitive advantage in the business market. Thus, the intended audience of this particular
event would be the members related to the higher management team of the concerned
company, project sponsor, project leader and also a few of the stakeholders associated with
the concerned company. Needless to say that this is going to be an important project for the
company and the company hopes to gain in a significant manner from this particular project.
Executive Summary
The primary purpose of this report is to analyze the different stages that are involved
in the organization of a conference event for a company. In short, it would be apt to say that
the report will deal with an analysis of the project life cycle of the project which is under
discussion here. It is significant to note that the organization of the conference would require
the project manager to take into effective consideration various important factors like the
feasibility test, proper planning resource allocation, cost allocation, project control, project
execution, post-implementation factors and others. The report will thus discuss about all these
stages that would form an important part of the project life cycle. It is significant to note that

3PROJECT MANAGEMENT
the project manager of this particular a few weeks ago had drafted a Project Charter to the
management team of the company and it is only after approval as well as slight modifications
on the Project Charter made by them that the organization of the event has been undertaken.
The report will begin with an overview of the project as well as its aims followed by a
discussion of the planning of the event. The report will also discuss about the implementation
of the project undertaken along with a consideration of the cost and the resource allocation.
Finally, the report will conclude with a discussion of the post-implementation measures
which will be undertaken by the project manager.
Overview of the Project
The company under discussion here has experienced a decline in the number of the
sales of the products offered by it to the customers. This has adversely affected the market
value of the company and the prices of the share of the company had been declining in a
steady manner. Thus, to mitigate the effects of the present situation the project manager of
the company was asked to organize a conference event where the members of the
management along with some of the important stakeholders of the company would be able to
discuss the issue and at the same time come up with some reliable solutions. Furthermore, the
primary purpose of the company behind the organization of this particular event is to come
up with some meaning strategies as well as measures that would help it to gain sustainable
competitive advantage in the business market and thereby to mitigate the dwindling sale of
the products offered by the company to the customers. The entire life cycle of the project
would consist of four major stages, namely, Planning, Designing, Implementation and Post-
Implementation.

4PROJECT MANAGEMENT
Planning
Developing Conference Event
The first stage for the organization of the conference even would be the planning
stage wherein the basic plan for the conference even would be formulated. The company had
decided to take the help of the process of the “Innovative Value Chain” not only for the
organization of this particular event but at the same time for the mitigation of the issue that it
is facing at the current moment. Thus, this particular stage when the ideas as well as the
strategies for the organization of the event are formulated can be seen as the stage of the
“idea generation” as per the above mentioned process. In other words, it can be said that this
is the stage wherein the idea or the initial proposition for the organization of the event were
developed. Initially, a Project Charter was created by the Project Manager of the company
wherein all the detailed information about the project as well as the objectives that the project
intended to achieve were discussed by the Project Manager and after the approval of the
management team of the company the planning stage of the organization of the event have
been undertaken.
The first stage in the organization of this conference event was deciding the kind of
materials that would be needed for the organization for this particular and also the nature of
this event, that is, whether it would be a formal one with the presence of all the higher
authority members of the company and organized at an appropriate venue or it would be an
informal one wherein only a selected few members of the company would gather to discuss
the issue. However, finally it was decided that this particular event would be a formal one and
all the members of the higher authority would attend the event and would be organized at an
appropriate venue. After this a preliminary plan for the event was formulated which was
forwarded to the management team of the company for approval. The concerned individuals
made some alterations in the plan after reviewing it thoroughly and on the basis of this review

5PROJECT MANAGEMENT
a final plan was formulated which was agreed upon by all for the organization of this
particular event. In addition to these, the Project Manager at this particular stage would also
be required to prepare a preliminary budget as well as the kind of resources that would be
needed for the organization of this particular event.
Designing
During this particular stage the Project Manager will be required to not only design
the manner in which the actual event would take place but at the same time also plan the
resources that would be needed for the organization of the event and at the same time procure
them as well. The Project Manager will specifically have to take into consideration the cost
and the resources that would be needed for the organization of the event.
Resource Allocation
This is one of the most important part of the entire project life cycle since it is here
that all the important as well as necessary resources that would be needed for the effective
organization of the concerned conference event would not only be finalized by the Project
Manager but at the same time will be procured or arranged. The major resources that would
be needed for the successful arrangement of this conference event under discussion here are
the conference hall, projectors, laptops, notepads, other accessories, various kinds of facilities
like water, chairs, food, coffee, tea and others. In addition to this, the effective organization
of the event is also likely to require some human resources, which the company can either
hire on a temporary basis or can get them from their own manpower itself. These in short are
some of the major resources that the effective organization of the concerned conference event
is going to require that the Project Manager needs to procure on behalf of the concerned
company.

6PROJECT MANAGEMENT
Cost Allocation
The organization of the above mentioned conference event is likely to cost the
company a significant amount of amount. First and foremost there is the cost of renting the
venue conference hall wherein the event will be organization. Secondly, there are the
transportation cost and the arrangement of the facility materials that the company is likely to
incur for the organization of the above mentioned event. In addition to these, there are
various other costs that the concerned company is likely to incur like the payment which the
company needs to make to hire the manpower that would be needed during the course of this
particular event and others. An estimated cost break down amount that the company is likely
incur through the organization of this particular event is given below-
Resources Cost
Venue Conference Hall $5000
Transportation Cost $1500
Human Resources $2000
Facilities $3000
Others $2000
Total $13500
In addition to these, Project Manager is also required to ensure that there are enough
food suppliers and other kinds of facilities like washroom and others for the various
stakeholders who would be participating in the conference event.

7PROJECT MANAGEMENT
Implementation Plan
The implementation stage can also be seen as the stage of the “idea conversion” as per
the “innovative value chain”. This is the stage wherein the implementation of the final plan
developed for the organization of the above mentioned conference event would actually take
place. Thus, the first step in this particular stage would be to communicate the relevant
information about the conference event that is being organized by the company to all the
stakeholders who would be participating in the event. Once the information has been
conveyed to all the relevant stakeholders who would be participating in the event and their
approval have been taken then the process of the selection of the venue where the conference
event would actually take place would be undertaken. The location of the conference event
venue is of paramount importance since the Project Manager needs to ensure that the location
is easily accessible and also easy to reach. The location should not be too obscure since the
selection of an obscure location is likely to not only cause trouble for the stakeholders but at
the same time would deter some of the stakeholders from actually participating in the event
and this would hamper the objective of the project in a significant manner. The next step
would be finalizing the schedule of the project and once again the Project Manager would
have to get in touch with the various stakeholders to formulate an effective schedule which
would take into consideration the comfort level of all the stakeholders. It is significant to note
that if the schedule of the event would not be in synchronicity with the stakeholders then
some of the stakeholders would find it very difficult to attend the event and this would once
again hamper the prospects of the project. The final step in this particular stage would be the
actual organization of the conference event wherein all the important stakeholders who have
been invited would not only be able to attend the event but at the same time would fulfill the
objectives with which this project was undertaken.

8PROJECT MANAGEMENT
A detailed plan of the various activities that the organization of the concerned event
will entail is being provided by the below given detailed plan-
Figure 1: WBS Chart for the Conference Event
Source: (Created by the Author)
The Gantt Chart for the organization of this conference event is being provided below-

9PROJECT MANAGEMENT

10PROJECT MANAGEMENT
Post- Implementation Plan
This can be seen as the stage of the “idea diffusion” as per the “innovative value
chain” wherein the ideas or the strategies that have been developed in the conference event
would not only be implemented but at the same time modified as per the practical business
scenario. Thus, it would be apt to say that this is one of the most important stages in the
organization of the entire since it is during this particular stage that the practical application
of the ideas that have been generated by the entire process would take place. This stage can
be seen as the conglomeration of three important steps, namely, feedback sessions, analysis
of the feedbacks that has been provided and finally the modification of the conference event
plan for future use. It is significant to note that these steps would be taken after the
completion of the entire event and is meant to make the results generated in the conference
event effective. Thus, it is with this purpose that feedbacks would be taken from all the
stakeholders who had participated in the event. The next step would be to analyze the
feedbacks which have been provided by the stakeholders and seen whether the application of
them is feasible or not. Finally, on the basis of the feedbacks provided by the stakeholders the
outcomes of the conference event would be modified and also the plan of the event itself if
required for future use.
Conclusion
To conclude, projects have become an integral part of the business world and it is
generally seen that almost all the business enterprises take the help of these projects not only
for the construction of something new but at the same time for the effective mitigation of the
issues that they are facing. Thus, the company under discussion here undertook the above
mentioned conference event to mitigate the various issues that it has been facing for some
time now. The organization of any project requires the Project Manager of any company to

11PROJECT MANAGEMENT
undertake various activities. For example, the Project Manager needs to provide a Project
Charter to the management team of the concerned company and at the same time get the
approval of them for the organization of the project. The first stage in the organization of any
project is to formulate a plan for the project and get it approved. The next stage is the
implementation of that plan and finally there are the post-implementation measures.
Furthermore, there are various resource and cost considerations that the company undertaking
the project needs to take into effective consideration.