Comprehensive Project Plan for Hosting a Conference Event

This report provides a detailed project management plan for hosting a conference event, following the standard project management life cycle as defined by PMBOK. It includes the project's background, a comprehensive project charter outlining the scope and objectives, a work breakdown structure, an estimated schedule spanning 42 days, a breakdown of project resource requirements including human resources and material costs, and a detailed project budget calculation estimating a total cost of $30,000. The plan also identifies key stakeholders and includes a communication plan to ensure effective coordination throughout the project's lifecycle. The project is divided into four phases: initiation, planning, execution, and closing, with specific tasks and timelines for each phase, culminating in the successful hosting of the conference event and subsequent project closure.

Running Head: IS PROJECT MANAGEMENT
IS Project Management: Conference Event
Name of the Student
Name of the University

1IS PROJECT MANAGEMENT
Executive Summary
According to PMBOK, a standard project life cycle involves a number of project phases like
initiation, planning, execution and closing. Any project irrespective of its field and requirement
needs to follow this particular life cycle until completion. Based on this planning, the project for
hosting a conference event has been issued for preparations. This report has been utilized to
prepare a plan for the same with specific focus on the project charter and various attributes of the
project like schedule and budget that have been roughly estimated as a part of the plan.

2IS PROJECT MANAGEMENT
Table of Contents
1.0 Introduction................................................................................................................................3
2.0 Project Plan for the Conference Event.......................................................................................3
2.1 Background of the Project.....................................................................................................3
2.2 Project Charter.......................................................................................................................3
2.2.1 Scope and Objectives of the Project...............................................................................3
2.2.2 Work Breakdown Structure............................................................................................4
2.2.3 Estimated Schedule for the Project.................................................................................4
2.2.4 Project Resource Requirements....................................................................................12
2.2.5 Project Budget Calculation...........................................................................................12
2.2.6 Network Diagram.........................................................................................................18
2.3 Stakeholders.........................................................................................................................19
2.4 Communication Plan...........................................................................................................19
3.0 Conclusion...............................................................................................................................20
Bibliography..................................................................................................................................21

3IS PROJECT MANAGEMENT
1.0 Introduction
Project management is a set of predetermined processes that are executed in a specific
order to order to achieve a specific target. Project management is deployed in a wide range of
fields from business implementation, event hosting to technical work like construction of a
building and others.
In this particular report, a project management plan has been developed for the hosting of
a conference event that follows a standard project management life cycle as determined and
specified by PMBOK.
2.0 Project Plan for the Conference Event
2.1 Background of the Project
This project mainly involves hosting of a conference event and hence, the project also
covers initial preparations for the conference. Through the standard project life cycle, the
conference is planned, initiated, executed and finally closed. Each phase in the life cycle of the
project has some sub-phases that are followed throughout the entire course of the preparation for
the conference.
2.2 Project Charter
2.2.1 Scope and Objectives of the Project
The main scope of the project is to host a conference event at a selected venue. Based on
the scope, the following objectives can be developed.

4IS PROJECT MANAGEMENT
 To prepare for the conference at a certain venue
 To invite speakers for the conference
 To host the conference at the venue according to the plan
 To discuss on a particular topic or issue in the issue
2.2.2 Work Breakdown Structure
The work breakdown structure of the project is as follows.
Figure 1: Work Breakdown Structure of the Project
(Source: Created by Author)
2.2.3 Estimated Schedule for the Project
The estimated schedule for the project is shown in the following table.
WBS Task Name Duration Start Finish Predecessors
0 Hosting of Conference Event 42 days Mon 8/6/18 Tue 10/2/18

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1 Project Planning Phase 4 days Mon 8/6/18 Thu 8/9/18
1.1 Conference Start Up 4 days Mon 8/6/18 Thu 8/9/18
1.1.1 Start of the Project 1 day Mon 8/6/18 Mon 8/6/18
1.1.2 Develop Conference Brief 1 day Tue 8/7/18 Tue 8/7/18 3
1.1.3
Submission of Conference
Brief for Approval
1 day Wed 8/8/18 Wed 8/8/18 4
1.1.4 Approval to Proceed 1 day Thu 8/9/18 Thu 8/9/18 5
2 Initiation of the Project 27 days Fri 8/10/18
Mon
9/17/18
2.1 Initial Planning 7 days Fri 8/10/18
Mon
8/20/18
2.1.1
Develop Project Initiation
Document
1 day Fri 8/10/18 Fri 8/10/18 6
2.1.2
Create Invitation Cards for
Conference Speakers
2 days Mon 8/13/18 Tue 8/14/18 9
2.1.3
Verify if the Selected Date
Has Other Events
0.5 days Wed 8/15/18 Wed 8/15/18 10
2.1.4 Complete the Project Plan 1 day Wed 8/15/18 Thu 8/16/18 11

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2.1.5 Book Resources 0.5 days Thu 8/16/18 Thu 8/16/18 12
2.1.6
Register Conference Email
Address
1 day Fri 8/17/18 Fri 8/17/18 13
2.1.7
Create Registration Form
for Conference
1 day Mon 8/20/18 Mon 8/20/18 14
2.2 Procurement 6 days Tue 8/21/18 Tue 8/28/18
2.2.1
Selection of Venue for
Conference
2 days Tue 8/21/18 Wed 8/22/18 15
2.2.2
Creation of List of Supplies
Required
0.5 days Thu 8/23/18 Thu 8/23/18 17
2.2.3 Identify Reliable Suppliers 0.5 days Thu 8/23/18 Thu 8/23/18 18
2.2.4
Supply Requirements and
Specifications Provided
0.5 days Fri 8/24/18 Fri 8/24/18 19
2.2.5 Procurement of Supplies 2 days Fri 8/24/18 Tue 8/28/18 20
2.2.6 Payments to the Suppliers 0.5 days Tue 8/28/18 Tue 8/28/18 21
2.3 Speakers for Conference 2 days
Wed
8/29/18
Thu 8/30/18
2.3.1 Identification of the 0.5 days Wed 8/29/18 Wed 8/29/18 22

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Speakers
2.3.2
Event Brief Sent to the
Speakers
0.5 days Wed 8/29/18 Wed 8/29/18 24
2.3.3
Check whether Selected
Speakers will be Available
0.5 days Thu 8/30/18 Thu 8/30/18 25
2.3.4
Final Shortlist of
Conference Speakers
0.5 days Thu 8/30/18 Thu 8/30/18 26
2.4 Conference Pack 3 days Fri 8/31/18 Tue 9/4/18
2.4.1
Order Folders for
Documents and Entrance Badges
0.5 days Fri 8/31/18 Fri 8/31/18 27
2.4.2
Order Required Stationary
for Conference
0.5 days Fri 8/31/18 Fri 8/31/18 29
2.4.3
Develop an Evaluation
Sheet
0.5 days Mon 9/3/18 Mon 9/3/18 30
2.4.4
Printing of Necessary
Documents
1 day Mon 9/3/18 Tue 9/4/18 31
2.4.5
Send Courier Packs to the
Venue
0.5 days Tue 9/4/18 Tue 9/4/18 32

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2.5
Registration Management
Process
3 days Wed 9/5/18 Fri 9/7/18
2.5.1
Check whether the Online
Registration Process is Working
0.5 days Wed 9/5/18 Wed 9/5/18 33
2.5.2
Send Invitations to the
Speakers
0.5 days Wed 9/5/18 Wed 9/5/18 35
2.5.3
Send Acknowledgement
Mails to the Speakers
0.5 days Thu 9/6/18 Thu 9/6/18 36
2.5.4
Monitor the Online
Registration Process
0.5 days Thu 9/6/18 Thu 9/6/18 37
2.5.5 Set Registration Deadline 1 day Fri 9/7/18 Fri 9/7/18 38
2.6 Marketing for Conference 3 days
Mon
9/10/18
Wed
9/12/18
2.6.1 Design Conference Poster 0.5 days Mon 9/10/18 Mon 9/10/18 39
2.6.2
Design Conference
Webpage
0.5 days Mon 9/10/18 Mon 9/10/18 41
2.6.3 Design Adverts 0.5 days Tue 9/11/18 Tue 9/11/18 42
2.6.4 Make Press Release 0.5 days Tue 9/11/18 Tue 9/11/18 43

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Regarding Conference
2.6.5
Send Invitations to
Industry Leaders and Other VIPs
1 day Wed 9/12/18 Wed 9/12/18 44
2.7
Final Preparation for
Conference
3 days Thu 9/13/18
Mon
9/17/18
2.7.1
Finalize the Overall
Agenda of the Conference
0.5 days Thu 9/13/18 Thu 9/13/18 45
2.7.2
Finalize the Speakers and
other Participants
0.5 days Thu 9/13/18 Thu 9/13/18 47
2.7.3
Appoint Conference
Administrators
0.5 days Fri 9/14/18 Fri 9/14/18 48
2.7.4 Appoint Workers 0.5 days Fri 9/14/18 Fri 9/14/18 49
2.7.5
Make Preparations for
Food and Amenities for the
Speakers
1 day Mon 9/17/18 Mon 9/17/18 50
3 Project Execution Phase 2 days Tue 9/18/18
Wed
9/19/18
3.1
Final Preparations at Venue
the Day Before
0.25 days Tue 9/18/18 Tue 9/18/18 51

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3.2
Assign Delegates at the
Venue
0.25 days Tue 9/18/18 Tue 9/18/18 53
3.3 Assign Security 0.5 days Tue 9/18/18 Tue 9/18/18 54
3.4 Conference Day 1 day
Wed
9/19/18
Wed
9/19/18
3.4.1 Conduct the Conference 0.6 days Wed 9/19/18 Wed 9/19/18 55
3.4.2 Collect All Evaluations 0.3 days Wed 9/19/18 Wed 9/19/18 57
3.4.3
Clean Up Venue After
Conference
0.1 days Wed 9/19/18 Wed 9/19/18 58
4 Project Closing 9 days Thu 9/20/18 Tue 10/2/18
4.1 Review the Conference 2 days Thu 9/20/18 Fri 9/21/18 59
4.2 Review Expenses in Project 2 days Mon 9/24/18 Tue 9/25/18 61
4.3
Prepare Documentation of
Conference
4 days Wed 9/26/18 Mon 10/1/18 62
4.4 Close the Project Officially 1 day Tue 10/2/18 Tue 10/2/18 63
This estimated schedule is used to develop the Gantt chart of the project as follows.

11IS PROJECT MANAGEMENT
Figure 2: Gantt Chart of the Project
(Source: Created by Author)