Detailed Project Management Report for AIPM National Conference 2017

This report details the project management plan for the Australian Institute of Project Management (AIPM) National Conference. It outlines the marketing plan, including target audience, strategies, and venue selection (Crown Perth). The report specifies the format, duration, and schedule of the three-day event, including streams, milestones, and a proposed planning schedule. It covers sponsorship arrangements, cost structuring, and revenue projections. Furthermore, it addresses project constraints, success measures, roles, responsibilities, and potential risks, along with a project communication plan and methodology. The report also incorporates risk identification and management, resource and procurement management, and project closure procedures. The conclusion emphasizes the importance of risk minimization and customer satisfaction for future event success, supported by a comprehensive list of references.

Assignment on Principles of Project Management
acer
2017

Contents
Introduction:..........................................................................................................................................2
Marketing Plan:.....................................................................................................................................2
Target audience:....................................................................................................................................2
Marketing Strategies:.............................................................................................................................2
Venue:...................................................................................................................................................3
Format, duration, program, and speaker:...............................................................................................3
Schedule:...............................................................................................................................................4
Streams and consent:.............................................................................................................................4
Milestone schedule:...............................................................................................................................4
Proposed planning schedule:.................................................................................................................5
Arrangement of sponsorship and cost structuring program:..................................................................6
Targeted revenue from the sponsorship:................................................................................................6
Cost and revenues:.................................................................................................................................7
Project Constraints:...............................................................................................................................8
Measure of Project success:...................................................................................................................8
Roles and responsibilities:.....................................................................................................................8
Risks:.....................................................................................................................................................9
Organization chart:..............................................................................................................................10
Project Communication Plan:..............................................................................................................10
Project management methodology:......................................................................................................11
Risk Identification and management:..................................................................................................11
Resource Management:.......................................................................................................................11
Procurement management plan:...........................................................................................................12
Project Closure:...................................................................................................................................12
Conclusion:..........................................................................................................................................12
References:..........................................................................................................................................13

Introduction:
The Australian institute of project management is going to organize the first event for
national conference. The organization wants the proper planning to delivered the event at
their best level. The AIPM wants the due diligence report for approval of the program. The
goal of the project is to bring awareness among the professionals about the event organized
by the AIPM.
Marketing Plan:
The marketing of the event should be done using the tools of social media, traditional
marketing strategies, and cutting edge tools to provide information about the event to the
maximum number of professionals. Student, researchers, and professionals of project
management are the main target of the event.
Target audience:
The individual members, corporate members, academics and researchers, student,
professionals of project manager, professionals of non-project manager, service providers of
project manager, and use of software tools.
Marketing Strategies:
The following is the strategic plan for marketing of the event:
 Arrangement of sponsors, logos, and brochures
 With the use of communication tools such as social media ask for “Research papers”.
 “Arrangement of exhibition which contains special offers provided by the sponsor”
(Crowther, 2011)
 Benefits of AIPM program
 Details of the registration site
 Speakers invited for the events
 Details of contact
 Clips of videos and photos for attraction

Venue:
Crown Perth is the recommended place for the event because it has big hall for organizing the
event.
Format, duration, program, and speaker:
The aim of the program is to attract members and professional towards the event. The 6
speakers can participate and present their paper during a day. The sessions of the presentation
should be based on the case study. “The friendly and health environment should be provided
to the participants” (Rosa, 2014). It provides the opportunity to explore the communication
between the participants and the professionals.
It is a three day program. Each day is organized with two session of conference that is
morning and evening session.
Particulars Description
Venue Crown Perth
Duration Three day program
Number of Speakers 6 speakers per day
Sessions two session of conference that is morning
and evening session

Schedule:
Streams and consent:
The call for paper should be based on the particular theme so that different ideas on the single
topic can be collected on the single platform to give the new direction to the research area.
“The gala dinner for the members of the conference is organized on the second night of the
event” (Lokerman, 2014).
Milestone schedule:
Milestone Date
Initialization phase 19/Aug/2017
Designing of the concept 25/Aug/2017
Planning process 28/Aug/2017
Finalization of the plan 5/Sep/2017
Development of marketing plan 10/Sep/2017
Membership organization 14/Sep/2017
Planning of accommodation 17/Sep/2017

Planning of transportation facilities 24/Sep/2017
Execution of the event 30/Sep/2017
Reviewing of the post event 3/Oct.2017
Closure of the project 5/Oct/2017
Proposed planning schedule:
Activities Sub activities Date
Initialization phase 19/Aug/2017
Detailed planning process Designing of the concept
Detailed planning of the
concept
Finalization of the plan
Re-planning procedures or
updating of the plan
25/Aug/2017
26/Aug/2-17
28/Aug/2017
29/Aug/2017
Promotion of event Deployment of marketing
strategies
Scheduling of registration
Membership organization
30/Aug/2017
4/Sep/2017
14/Sep/2017
Planning of activities Accommodation
Transportation
18/Sep/2017
25/Sep/2017
Operation Conducting of the event 30/Sep/2017
Wrapping up Feedback
Post review of the project
1/Oct/2017
3/Oct/2017

Evaluation of the learning
Closure
4/Oct/2017
5/Oct/2017
Arrangement of sponsorship and cost structuring program:
An arrangement of sponsors is the major task of project management. “The objective of the
national conference should be clearly defined to the sponsors” (Bucic, 2015). Clarification
should be provided for the support given to their profession. The conference helps in the
exposure of their company. The sharing of knowledge is the major benefit of the conference.”
It serves as a building block for setting relationship between customers and sponsored
companies” (Brown, 2013). The product and services of the companies can be promoted to
high extent which helps in increasing the sale of the company.
Targeted revenue from the sponsorship:
Type of Sponsorship Cost Available sponsors Target of sponsorship
Platinum $ 30,000 2 $ 60,000
Gold $ 20,000 1 $ 20,000
Silver $ 15,000 6 $ 90,000
Bronze $ 10,000 9 $ 90,000
Dinner $ 15,000 2 $ 30,000
Arrangement of
meeting hall
$ 15,000 1 $ 15,000
Sachet $ 10,000 2 $ 20,000
Mobile application $ 20,000 1 $ 20,000
Arrangement of
internet café
$ 17,000 1 $ 17,000
Name badge $ 13,000 2 $ 26,000
Speakers $ 8,000 18 $ 144,000
Stationary $ 1000 1 $ 1000
Advertising $ 1000 7 $ 7000
Total targeted
sponsorship
$ 540,000

Cost and revenues:
Particular Total
Cost of registration package $ 4000
Satche $ 12,000
Catering $ 32,000
Exhibition $ 56,000
Venue $ 15000
AV room $ 65000
Staff for conference $ 10000
Allowance $ 20000
Management fees $ 3000
Estimated fees of project management $ 55000
Total $ 262000
Accomodation for staff $ 5000
Arrangement of flights $ 7000
Premium given to staff $ 2000
Total $ 14000
Net Cost of Sponsorship and Gala 17,000
Charged Separately
Gala dinner arrangement $ 22,000
Beverages $ 4000
AV $ 5000
Allowance to décor $ 8000
Total $ 39000
Cost management fee
Project director fees $ 9000
Project Manager $ 9000

Finance Manager $ 9000
Operational director Fees $ 12000
Creative director $ 7000
Total $ 46000
Total outgoing $ 380,000
Project Constraints:
Constraints and Restrictions Strategy made for response
Lacking in the adequate skills in the
employees
Arrangement of training and development
program
Dependency on the associated external
agencies
Managing adequate time with the external
parties
Working hours Extending the duration of working hours with
incentives
Lacking of technical skills Hiring of external technicians and
Arrangement of training and development
program
Limitation of time Increasing the employees
Measure of Project success:
The success of the project depends on the satisfaction of the client, attracting new members
towards the conference, sustaining old members, delivering the project on time, attracting
new sponsors and sustaining older one, revenue, and quality of event.
Roles and responsibilities:
Role Responsibilities
Project Director “He is responsible for managing the
interrelationship between different modules
of the project” (Potvin, 2013). He is
responsible for the accomplishment of the

whole project
Project manager He is responsible for organizing
infrastructure of the event and delivery of the
event on time
Finance manager He is responsible for dealing with the
financial statement
Director operations He is responsible for the operation of the
event
Staging operation Decoration, designing, and creation of stage
Marketing manager Developing marketing strategies and plan
Risks:
The risks associated with the event are stated in the table below:
Factors Risks Mitigation
Attendance of the members
is low
Low Monitoring of the registration
centre
Attendance of the members
is high
Low Monitoring of the registration
centre and ensuring the
venue of the event
Crisis with international
travel agencies
Low Awareness for international
travelling conditions
Speaker Medium Short list of speaker in
backup
Loss of speaker notes Medium The notes of the speakers
should have on their emails
Venue Low Research

Organization chart:
Project Communication Plan:
Description of
Communication
Frequency Format Participation Responsible
Development of
project status
report
Weekly Email Development of
project status
report
Project manager
Weekly meeting
of the project
team
Weekly Face to face
communication
Registering of
the action
performed
Project team
members
Monthly review
meeting of the
project team
Weekly Face to face
communication
Development of
the status project
metric
Project manager
Technical
design of the
review
Planning of the
phase
Face to face
communication
The preparation
of the technical
report
Project manager
Project management methodology:
Phases Activities
Ceo
Finance
Manager
Accountants
Staging
Manager
Exhibition
Designers
Marketing
Manager
Marketing
Assitants
IT and
Communication
A/V Team
Project
Manager

Initialization The associated activities are brief representation of
the project, appointment of project manager,
development of the preliminary project plan,
development of the business case, and documentation
of the project scope.
Planning The associated activities are updating of the scope
document, estimation of the high level cost,
development of the assignment matrix, Quality
management plan, risk identification and management
activities, monitoring and control, updating business
case, and scheduling of the project.
Execution The execution phase involves the system testing,
acceptance testing, and monitoring and control
activities
Closing The closing of the phase involves reviewing of
activities and handover of the deliverables
Risk Identification and management:
The risks identification program analyses the risks associated with the project in the complete
project life cycle. The risks mitigating policies, tracking, and controlling, should be focused.
The training and development program should be organized to overcome the risks associated
with the project.
Resource Management:
Name of the
tasks
Required
resources
Availability Problems Action Comments
Printing The
availability
of equipment
Printer and
scanner
Marketing
plans
Availability
of man
Management
of the

power marketing
team
Report
Management
program
Availability
of the man
power
Management
of the
marketing
team
Procurement management plan:
Activity Method used for
procurement
Client Comments
Venue Approval of the
venue
Project sponsor
Marketing strategies Designing Marketing manager
Exhibition designer Constructing and
development of
strategies
Project manager
Project Closure:
The closure of the project involves the arrangement of questionnaire, brief description of the
session, management of the staff, and final presentation of the project.
Conclusion:
The success of the project depends on minimizing the risks associated with the event and the
level of satisfaction seen in the customers because this will increase the sustainability of the
program in future organization of the events.