University Project Management: AIPM Event Due Diligence Report

This report presents a due diligence analysis for an event organized by the Australian Institute of Project Management (AIPM) for promoting Information Technology professionals in Sydney. The report covers various aspects of event planning, including marketing strategies such as website advertisements, direct mail, publications, and calls for papers. It provides advice on the venue, format, duration, number of speakers, and a broad mud-map of the sessions, including details about the gala dinner. The report also outlines the timing associated with the planning, delivery, and post-implementation review of the event, along with a detailed risk matrix and mitigation strategies. Furthermore, it advises on potential sponsorship arrangements, cost structuring, and provides a comprehensive breakdown of the costs associated with running the event, including a cash-flow projection. The event is planned over four phases including project planning, timeline, final and closure phase. The report concludes with a summary methodology and a bibliography.

Running head: PROJECT MANAGEMENT
Due Diligence Report
Name of the Student
Name of the University
Author’s Note

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Table of Contents
1. Marketing strategies...............................................................................................................2
2. Advice on the venue, format, duration, number of speakers and broad mud-map of the
sessions.......................................................................................................................................3
2.1 Venue...............................................................................................................................3
2.2 Format..............................................................................................................................3
2.3 Duration............................................................................................................................3
2.4 Number of speakers..........................................................................................................4
3. Timing associated with the planning, delivery and post implementation review of the event
....................................................................................................................................................4
4. Risks to be considered and the provision of a detailed risk matrix and how to manage.......5
5. Advice on potential sponsorship arrangements and cost structuring for the event................7
6. Costs associated with running the event and the provision of a cash-flow............................8
6.1 Cost associated with running the event............................................................................8
6.2 Provision of cash flow......................................................................................................9
7. Summary methodology........................................................................................................13
Bibliography.............................................................................................................................14

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PROJECT MANAGEMENT
1. Marketing strategies
AIPM (Australian Institute of Project Management) which is a national body wants
to hold its event for a third party company named XYZ as a part of national conference in
Sydney for promoting Information Technology professionals. In order to undertake this
event, AIPM analyzes some of the market strategies that is required to be utilized for
reaching maximum number of people. The marketing strategies that are utilized by AIPM are
elaborated below:
Website and electronic communication: AIPM must advertise about the event that
is going to take place in Sydney. The advertisement must reflect the purpose, gaols, and
objectives of the event. In addition to this, it must also include options like join us as well as
share on the website so that the interested person can be able to get involved within the event.
Direct mail: It is needed to print various types of promotional materials and then it is
needed to send them to different partners, sponsors as well as AIPM members. It is identified
that recipients are generally directed to the website conference for particular information. The
direct outs generally include information about the event along with the details of the venue
so that the stakeholders of AIPM can be able to enrage with the event.
Publications: Advertisement about the event will be posted by AIPM on newspapers
for spreading awareness about the event. It is found that media release about the event will be
generally placed within the local newspapers as well as trade publications. In addition to this,
posters about the event are placed around so that people can get to know about the event.
Call for papers: Call for papers is considered as a part of marketing strategy that
generally involve submission of completed research papers including references, figures as
well as appendices within 5000 words.

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2. Advice on the venue, format, duration, number of speakers and broad
mud-map of the sessions
2.1 Venue
The event will be held in one of the large well known venue in the central business
district of Sydney. The venue mainly comprises of meeting rooms, theatre, and two ball
rooms along with number of restaurants.
2.2 Format
It is identified that the event AIPM must include the following:
 The event is targeting IT professionals from various individual members as well
as from corporate members.
 The organization AIPM expects that 900 delegates must attend the event.
 Present number of sessions that will generally helpful in promoting the project
management professionals
 Gala dinner will be organized on the second night of the event
 The event will run for 2 days
 AIPM does not want to make money from the event but the money that is
sponsored on the event needed recovery from ticket sales as well as marketing
income.
2.3 Duration
The entire event will run for around 2 days for promoting Information Technology
professional by AIPM in context to national conference. The time that is required for the
event is reflected below in the table:
Task Name Duration Start Finish
Final phase 2 days Fri 25-05-18 Sat 26-05-18

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Presentation on the topics 2 days Fri 25-05-18 Sat 26-05-18
Arrangement for gala diner 1 day Fri 25-05-18 Fri 25-05-18
2.4 Number of speakers
AIPM generally envisage 4 number of speakers every day with at least one key note
speaker within the event who will generally speak in order to promote Information system
professionals. The list of the speakers are provided below:
Day 1: Opening plenary: Larry Page, CEO of Alphabet
Day 1: Gala dinner: Shantanu Narayan CEO of Adobe
Day 2: Morning plenary: Satya Nadella, CEO of Microsoft
Day 2: Closing plenary: Sundar Pichai CEO of Google
Description about gala dinner
Theme: “In the Navy”
Venue: Enjoy a night at one of the most renowned venue in Sydney that mainly
comprises of Ballroom overlooking the Swan River as well as gorgeous city lights with Sun
set.
Guest speaker: Shantanu Narayan CEO of Adobe.
Décor and dress: The décor as well as dress was mainly done with a combination of
blue and white inclusive of navy style staging as well as pops. Guests are mainly asked to
wear dresses in Navy gear (not compulsorily). Navy band is mainly arranged for the evening.
Topic: Steps for promoting IT professionals
Focus: Project management Awards from AIPM

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 Best on budget as well as time related project of the year 2018
Best on the program of project management in the year 2017
 Best national award for promoting IT professionals
 Best book of project management book 2017
3. Timing associated with the planning, delivery and post implementation
review of the event
The time that is needed to plan, deliver as well as review the project is around 35
days. It is identified the time that is needed for the event is around 2 days whereas the time
that is required for other activities of the project is reflected in the below table.
Task Name Duration Start Finish
Organizing event by AIPM 35 days Tue 17-04-18 Fri 01-06-18
Project planning phase 18 days Tue 17-04-18 Thu 10-05-18
Venue selection 2 days Tue 17-04-18 Wed 18-04-18
Approval from AIPM 2 days Thu 19-04-18 Fri 20-04-18
Audience identification 3 days Mon 23-04-18 Wed 25-04-18
Invitation to both members and non-
members
5 days Thu 26-04-18 Wed 02-05-18
List of audiences 2 days Thu 03-05-18 Fri 04-05-18
Providing invitation card 4 days Mon 07-05-18 Thu 10-05-18
Milestone 1:Completion of project
planning phase
0 days Thu 10-05-18 Thu 10-05-18
Timeline phase 9 days Fri 11-05-18 Wed 23-05-18
Arranging for lights and fans 3 days Fri 11-05-18 Tue 15-05-18

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Arranging for presentation system 3 days Wed 16-05-18 Fri 18-05-18
Parking of transportation 3 days Mon 21-05-18 Wed 23-05-18
Milestone 2: Completion of
timeline phase
0 days Wed 23-05-18 Wed 23-05-18
Final phase 2 days Fri 25-05-18 Sat 26-05-18
Presentation on the topics 2 days Fri 25-05-18 Sat 26-05-18
Arrangement for gala diner 1 day Fri 25-05-18 Fri 25-05-18
Closure phase' 6 days Sat 26-05-18 Fri 01-06-18
Post-project review 3 days Mon 28-05-18 Wed 30-05-18
Stakeholder sign off 1 day Sat 26-05-18 Sat 26-05-18
Documentation 2 days Thu 31-05-18 Fri 01-06-18
Milestone 3: Completion of final
phase
0 days Sat 26-05-18 Sat 26-05-18
4. Risks to be considered and the provision of a detailed risk matrix and
how to manage.
Risk Description Impact Probability Mitigation
Improper
budget
estimation
If the budget of
the project is
not properly
estimated then
number of
financial
challenges will
High High The budget
must be
estimated after
analyzing the
market prices so
that the
estimation will

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occur. be accurate for
the event.
Improper
management
If the project
managers are
not able to
manage the
event properly
then the event
will not be
successful.
Medium Medium The project
managers must
utilize proper
management
strategies in
order to manage
the project.
Inappropriate
marketing
Due to
inappropriate
marketing,
people will not
be able to know
about the event
and as result the
number of
participants will
be less as
expectation
which will
create negative
impact on the
project.
High High Proper
marketing
strategies must
be utilized in
the project so
that more
participants will
be involved
within the
project.

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Lack of
experience
Due to
improper
experience, the
event manager
faces difficulty
in completing in
making proper
arrangement for
the event.
High Medium Proper
experienced
project
managers must
be hired so that
they can
properly able to
complete the
project work.
5. Advice on potential sponsorship arrangements and cost structuring for
the event
The potential sponsorship arrangements will generally helpful in providing
opportunities that are given below:
 Project sponsorship generally helps in supporting AIPM’s objectives
 It generally helps in exposing the organization profile against various people of the
industry
 Generally assists sharing knowledge as well as expertise
 Networking as well as helps in establishing relationships
It is identified that AIPM generally engages in It is identified that company does not
wants to make money however the organization wants to seek full recovery of the money that
is invested through marketing income and ticket selling. The cost structuring for the event is
provided below in the table:
Sponsorship type Cost
Advertising packages $12,000

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Ticket pricing $20,000
Offers from international delegates $14,000
6. Costs associated with running the event and the provision of a cash-flow
6.1 Cost associated with running the event
The cost that is mainly needed for completing the event that is undertaken by AIPM
for promoting information technology professional is around $41,968. The budget that is
needed for executing each of the project activities are provided below:
Task Name Duration Resource Names Cost
Organizing event by
AIPM
35 days $41,968.00
Project planning
phase
18 days $4,648.00
Venue selection 2 days Event Manager $544.00
Approval from
AIPM
2 days Project Manager $800.00
Audience
identification
3 days Project Manager $1,304.00
Invitation to both
members and non-
members
5 days Event Manager $1,360.00
List of audiences 2 days Decorator $640.00

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Providing
invitation card
4 days Project Sponsor $0.00
Milestone
1:Completion of
project planning
phase
0 days $0.00
Timeline phase 9 days $14,736.00
Arranging for
lights and fans
3 days Decorator, Material cost[1] $12,960.00
Arranging for
presentation system
3 days Event Manager $816.00
Parking of
transportation
3 days Business Consultant $960.00
Milestone 2:
Completion of
timeline phase
0 days $0.00
Final phase 2 days $20,544.00
Presentation on the
topics
2 days Event Manager, Advertisement[1] $10,544.00
Arrangement for
gala diner
1 day Additional cost[1] $10,000.00
Closure phase' 6 days $2,040.00
Post-project review 3 days Food Manager $840.00
Stakeholder sign 1 day Project Manager $400.00

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off
Documentation 2 days Project Manager $800.00
Milestone 3:
Completion of final
phase
0 days $0.00
6.2 Provision of cash flow
The cash flow provision is generally provided below:
Sponsorship types Cost ($) Available Sponsorship target
($)
Platinum 2,000 1 2,000
Gold 1,000 1 1,000
Silver 2,000 1 2,000
Bronze 1,000 1 1,000
Dinner
6,000 1 6,000
Business lounge 5,000 1 5,000
Delegate Bag 3,000 1 3,000
Mobile App 4,000 1 4,000
Internet café 1,000 1 1,000
Lanyard and name
badge
1,000 1 1,000
Speakers 3,000 1 3,000
Refresh bar 2,220 1 2,220

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Pens and pads 400 1 400
Water bottle 500 1 500
Satchel Inserts 600 1 600
Advertising 12,000 1 12,000
Total sponsorship revenue target 42,240
7. Summary methodology
The event that is organized by AIPM for promoting information technology
professionals is mainly delivered in four different phases. It is identified that the initial phase
of the project lasts for 18 days in which proper selection of various items as well as resources
are done for the project. In the next phase that is the timeline phase, proper arrangement for
the event is made so that the AIMP can undertake the event successfully. In the execution
phase that generally last for 3 days undertake the event and a gallon dinner party for the
participants. In the last phase that is the closure phase, stakeholder sign off as well as
documentation on the project is created.