Project Management for Annual Board Meeting: Planning & Execution

This project management assignment details the comprehensive planning and execution of an annual board meeting for a small corporation. It encompasses strategic management, including mission and objective setting, feasibility analysis (SWOT and PESTELI), and a sustainability plan with an emphasis on environmental responsibility. The project plan outlines key tasks, timelines, and quality standards. Risk management, including identification, analysis, and emergency response plans, is addressed alongside financial management, including budgeting and resource allocation. The plan also covers human resource management, stakeholder engagement, meeting design, site selection, and marketing strategies. Professionalism, including ethical behavior and time management, is also discussed. The assignment provides a detailed WBS (Work Breakdown Structure), milestones, and critical path analysis, offering a holistic approach to successful event planning and execution.

Running Head: PROJECT MANAGEMENT
Meeting, Event and Convention Planning
(Scenario 1: Annual Board Meeting for Small Corporation)
Name of the Student
Name of the University

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Table of Contents
A. Strategic Management................................................................................................................6
1. Manage Strategic Plan for Annual Board Meeting..................................................................6
1.01 Mission and Objectives....................................................................................................6
1.02 Feasibility of Meeting......................................................................................................6
1.03 Requirements to Carry Out the Meeting..........................................................................8
1.04 Financial Summary..........................................................................................................8
2. Sustainability Plan for Meeting...............................................................................................9
2.01 Sustainability Management Plan.....................................................................................9
2.02 Environmental Responsibility.........................................................................................9
3. Value of Meeting...................................................................................................................10
3.01 Evaluation Plan..............................................................................................................10
3.02 Return on Investment.....................................................................................................10
B. Project Management.................................................................................................................11
4. Plan Meeting..........................................................................................................................11
4.01 Project Plan....................................................................................................................11
4.02 Quality Standards, Policies and Procedures..................................................................13
4.03 Theme for Event............................................................................................................14
4.04 Milestones and Critical Path..........................................................................................14
C. Risk Management.....................................................................................................................16

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6. Risk Management Plan..........................................................................................................16
6.01 Identification of Risks....................................................................................................16
6.02 Analysis of Risks...........................................................................................................16
6.03 Emergency Response Plan.............................................................................................18
6.04 Security Arrangement....................................................................................................18
D. Financial Management..............................................................................................................19
7. Financial Resources...............................................................................................................19
7.01 Sponsorship Process......................................................................................................19
7.02 Donor Process................................................................................................................19
8. Budget Management..............................................................................................................19
8.01 Development of Budget.................................................................................................19
8.02 Pricing............................................................................................................................20
8.03 Financial Controls and Procedures................................................................................20
F. Human Resources......................................................................................................................20
11. Manage Human Resource Plan............................................................................................20
11.01 Workforce Requirements.............................................................................................20
12. Acquire Staff and Volunteers..............................................................................................21
12.01 Develop Selection Criteria...........................................................................................21
12.02 Recruit Staff and Volunteers.......................................................................................21
13. Train Staff and Volunteers...................................................................................................21

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13.01 Provide Orientation......................................................................................................21
13.02 Provide Training..........................................................................................................21
G. Stakeholder Management.........................................................................................................22
15. Manage Stakeholder Relationships......................................................................................22
15.01 Identify Stakeholders...................................................................................................22
15.02 Assess Stakeholders.....................................................................................................22
15.03 Classify Stakeholders...................................................................................................23
H. Meeting / Event Design............................................................................................................23
16. Design Program...................................................................................................................23
16.01 Determine Program Components................................................................................23
16.02 Select Program Content and Deliver Format...............................................................23
17. Engage Speakers and Performers........................................................................................25
17.01 Event Requirements for Speakers and Performers......................................................25
17.02 Selection Criteria.........................................................................................................25
18. Coordinate Food and Beverage Service..............................................................................25
18.01 Food and Beverage Service Requirements..................................................................25
18.02 Select Menu.................................................................................................................26
18.03 Plan Service Style........................................................................................................26
18.04 Select Food and Beverage Provider.............................................................................26
19. Design Environment............................................................................................................26

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19.01 Establish Function Requirements................................................................................26
19.02 Select Décor and Furnishings......................................................................................26
20. Manage Technical Production.............................................................................................27
20.01 Determine Requirements for Staging and Technical Equipment................................27
21. Develop Plan for Managing Movement of Attendees.........................................................27
21.01 Develop Admittance Credential Systems....................................................................27
21.02 Select Crowd Management Techniques......................................................................27
21.03 Coordinate Accommodation and Transportation.........................................................27
I. Site Management........................................................................................................................27
22. Select Site............................................................................................................................27
22.01 Determine Site Specifications......................................................................................27
22.02 Identify Site.................................................................................................................28
J. Marketing...................................................................................................................................28
26. Manage Marketing Plan.......................................................................................................28
26.02 Define Target Market Segments..................................................................................28
26.03 Develop Branding for Meeting or Event.....................................................................29
26.05 Develop Integrated Marketing Strategy.......................................................................29
27. Manage Marketing Material................................................................................................29
27.01 Determine Marketing Materials Needed for Event.....................................................29
29. Promote Meeting or Event...................................................................................................29

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29.01 Develop Advertising Plan............................................................................................29
K. Professionalism.........................................................................................................................30
32. Exhibit Professional Behavior.............................................................................................30
32.01 Project a Professional Image.......................................................................................30
32.02 Demonstrate Leadership..............................................................................................30
32.03 Demonstrate Ethical Behavior.....................................................................................30
32.06 Manage Time...............................................................................................................30
32.07 Manage Stress..............................................................................................................30
References......................................................................................................................................32

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A. Strategic Management
1. Manage Strategic Plan for Annual Board Meeting
1.01 Mission and Objectives
The main mission of the project is to conduct a casual but important board meeting
regarding the discussion of the results of the year-end business and financial statistics of the
company. The objectives of the meeting are presented in SMART format as follows
(Boshnakova & Goldblatt, 2016).
Specific: To discuss year end statistics and prepare next year’s business strategy
Measurable: To develop strategy to increase the revenue for next year by at least 25%
Acceptable: To use the previous year’s statistics to build the next plan that will be
acceptable for the company
Relevant: To prepare updated and relevant strategy for next year
Time Based: To conduct the meeting the entire day with several refreshment breaks
1.02 Feasibility of Meeting
Although the meeting is said to be casual, serious business discussions will be done
regarding the business strategy for the next year. The meeting will be attended by 25 board
members who will discuss the strategies among themselves. The meeting is feasible as it is not a
very highly scoped event and the members will only discuss the points using some of previous

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year’s data points. The feasibility of the meeting is analyzed using SWOT as follows (Krugman,
Cecil & Fenich, 2014).
Strength Weakness
All members are interested in the meeting, year-end
statistics are all readily available
It is a casual meeting and final decisions are not
expected
Opportunity Threat
New ideas regarding business strategies can be
generated during the meeting
The company is small and hence, there is limited
budget for affording this meeting
The PESTELI Analysis has been conducted on the project as follows.
Political – The business discussions will include possible changes in business strategy in
order to align with the political regulations in the locality.
Economic – The market is rapidly changing along with the change in the economy of the
region and thus, the economic strategy of the next financial year also needs to be changed or
modified. This change in strategy will be discussed in the meeting.
Social – It is to be discussed in the meeting regarding how the new business strategy for
the next year will impact the customers and whether the changes will be acceptable for the
customer base.
Technological – Possible addition of technical upgrades in the information system used
by the company for enhancing business operations will be discussed in the meeting.
Environmental – Certain internal policies of the company (that are not directly
operational but important policies to be followed inside office premises) will be reviewed in the
meeting. These will include the policies regarding maintaining hygiene inside office, disposition

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of coffee cups and food plates at proper places and others in order to ensure the negative impact
on the environment is minimized.
Legal – The changing legal guidelines regarding business will be discussed and the
current compliance with the legal frameworks will be reviewed.
Industry – The changes in the current industry will be reviewed before developing new
business strategies for the next operational year.
1.03 Requirements to Carry Out the Meeting
The main requirements for carrying out the meeting include year-end statistics and
previous years’ data points. These statistics will be the focal points of the discussion and
strategies will be developed to improve the statistics further.
1.04 Financial Summary
The financial summary for the meeting is shown in the following table.
Resource Cost
Conference Center Rent $2000
Name Badges $250
Audio-Visual Devices Rent $1250
Set Up Requirements $250
Food and Drinks $2500
Other Costs $500
TOTAL $6750

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2. Sustainability Plan for Meeting
2.01 Sustainability Management Plan
The main focus is to make the meeting sustainable and hence, in the first step, a suitable
venue is chosen that is not within the office premises. The venue is chosen such that the
attendees can relax and have refreshments while also undertaking the meeting with the others.
The attendees are also asked to work as a single unit and consider the meeting as exchange of
strategic ideas instead of having serious business related debates or differences in opinion. The
chosen venue must be LEED certified and it is to be ensured that functions of the venue will not
affect the environment in the negative way (Fast, de Boer & Rowson, 2017). The food materials
should be purchased from local market in order to increase sustainability and avoid too much
extra costs.
2.02 Environmental Responsibility
During the entire day, the meeting attendees will have food and refreshments at the
meeting breaks. However, it is to be ensured that the leftover food and drinks, food plates, cups
and others are not just thrown away in the environment and should be disposed in the proper
disposal vans. One major specification in this regard is that the use of harmful materials like
plastics will be avoided and instead, paper plates, pitches and paper cups will be used for serving
food and water (Lee, Parrish & Kim, 2015). Wastage of food is also unwanted and hence, proper
estimate is to be done regarding how much food will be consumed by each of the meeting
participants.

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3. Value of Meeting
3.01 Evaluation Plan
The outcome of the meeting will be evaluated by the decisions made at the end of the
meeting. The ideas generated and proposed new strategies will be evaluated based on their
feasibility of implementation in the business. The ideas will be evaluated by the company
director and will be incorporated within the business plan if they are found to be feasible,
reasonable and valid.
3.02 Return on Investment
There is no direct monetary return on investment from this meeting. However, the ideas
generated in the meeting will help to enhance the business strategy of the company and thus, the
meeting may pave the way for long term benefits for the company.
Regarding return on objectives (non-financial benefits), it is important that all members
of the board attend the meeting. This is because this meeting focuses on ideas generated by all
members regarding new business strategy (Cecil, Fenich, Krugman & Hashimoto, 2013).
Furthermore, this meeting also desires to acknowledge all the board members that each and
every one of them is equally important in the operations of the company.

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B. Project Management
4. Plan Meeting
4.01 Project Plan
The project plan for the meeting is shown in the following table along with estimated
durations of each activity.
WBS Task Name Duration
0 Project Plan for Meeting 6.56 days
1 Planning and Invitation 5 days
1.1 Plan for Annual Casual Meet 2 days
1.2 Identify Board Members Required for Meeting 1 day
1.3 Sending Invitations to All Members 0.5 days
1.4 Count Number of Members to Attend Meeting 0.5 days
1.5 Prepare Refreshments Plan 0.5 days
1.6 Select Meeting Venue 1 day
1.7 Rent Venue for Meeting 1 day
1.8 Rent Audio Visual Equipments 1 day
1.9 Create Discussion Folder Containing Year End Data and 0.5 days