Detailed Project Plan: Speech Delivery Event at the University

This project plan outlines the organization of a speech delivery event at a university, spanning from November 2017 to June 2018. It includes a detailed Gantt chart with tasks like speaker contact, university approval, sponsorship, marketing, and event setup. The plan also incorporates a comprehensive risk management strategy, identifying potential risks such as equipment failure, health and safety concerns, resource availability, event goals, budget constraints, marketing challenges, and design issues. Each risk is assessed for probability and impact, with proposed response strategies to mitigate potential problems. The document concludes with a risk management matrix and a bibliography of relevant project management resources.

Running head: PROJECT PLAN
Project plan on speech delivery event in university
Name of the Student:
Name of the University:

1PROJECT PLAN
1. Gantt chart
The project work is based on an event takes place into university focuses on delivering of
speech by experienced speakers to change the attitude of life and work. The entire duration of the
project plan is 169 days, i.e. from 1st November, 2017 to 23rd June 2018.
Task Name Duration Start Finish
University event on delivering speech 169 days Wed 11/1/17 Sat 6/23/18
Preparing for the plan 1 day Wed 11/1/17 Wed 11/1/17
Contacting the speakers 9 days Thu 11/2/17 Tue 11/14/17
Approval from university 11 days Wed 11/15/17 Wed 11/29/17
Approval from TED international 40 days Thu 11/30/17 Wed 1/24/18
Looking for sponsors of this event 64 days Thu 1/25/18 Tue 4/24/18
Recruiting staff, volunteers for the event 1 day Tue 4/24/18 Tue 4/24/18
Design the stage, banner, logo, leaflets 4 days Wed 4/25/18 Mon 4/30/18
Run marketing campaign 41 days Mon 4/30/18 Sat 6/23/18
Officially sell the ticket on website 1 day Mon 4/30/18 Mon 4/30/18
Complete all stage set up 37 days Tue 5/1/18 Wed 6/20/18
TEDx starts from 10 am to 4 pm 23rd 3 days Thu 6/21/18 Sat 6/23/18

2PROJECT PLAN
June 2018
Add highlights to event page 1 day Sat 6/23/18 Sat 6/23/18
Generate post event analysis 1 day Sat 6/23/18 Sat 6/23/18
Figure 1: Gantt chart
(Source: Created by author)

3PROJECT PLAN
2. Risk management strategy
Risk
rank
Type
of risk
Cause Before controls Consequences Response
strategies
After controls
Probability Impact Risk level Probabilit
y
Impact Risk level
1 Equip
ment
risk
There is failure
of public
announcement
system.
Possible Critical High risk When the
public
announcement
system is
failed, then the
speakers are
not able to
deliver speech
to change
attitude and
life of people.
The event
manager
arranges a
backup
system for
the speech
delivery
event.
Possible Moderat
e
Moderate
risk
2 Health
and
safety
risk
Unauthorized
entry into the
event leads to
disruption and
physical
violence of
people.
Unlikely Critical Moderate
risk
It raises
conflict
among people
those are
participant of
the event and
those are
unauthorized
people.
There is
requireme
nt to
employ of
security
staffs to
secure the
entire
event
program.
All the
event
personnel
should
Likely Marginal Low risk

4PROJECT PLAN
issue with
university
identificati
on. The
security
should
check the
ticket of
participant
before
give entry
into the
university.
3 Resour
ce risk
The volunteers
present into the
event are not
turn up. They
are not trained
to manage an
event.
Unlikely Catastr
ophic
High risk Lack of
training of
volunteers
may cause
failure of the
speech
delivery event
plan.
Before
arrangeme
nt of the
speech
delivery
event,
personnel
should be
trained to
access of
training
programs.
Unlikely Moderat
e
Low risk
4 Event
goals
risks
The format of
the event is not
able to meet
with the event
goals.
Unlikely Margin
al
Low risk There is
possibility of
not meeting
the project
goals and aims
leads to
project is not
successful.
The event
activities
are linked
with the
event goal.
An event
manageme
nt plan is
Rare Moderat
e
Low risk

5PROJECT PLAN
prepared
to make
sure that
event
goals are
identified.
5 Budge
t risk
There is lack of
sponsorship for
the project plan
to organize the
entire speech
delivery event.
Possible Modera
te
Moderate
risk
When the
sponsor or
fund is not
gathered for
the event plan,
then the plan
results into
lack of fund to
do required
project work.
The
project
sponsor
should
look for
sponsors
to fund the
event plan.
Unlikely Moderat
e
Low risk
6 Marke
ting
risk
The marketing
manager is not
able to run
marketing
campaign of the
event, therefore
the target
audiences are
not aware of the
event which is
based on change
of attitude and
life of people.
Unlikely Modera
te
Low risk There is lack
of awareness
of people
those are
wished to
participate
into the event.
Advertisin
g of the
event into
the social
networkin
g site is
done so
that people
can aware
of the
event and
can
participate
into it.
Therefore,
a
marketing
Unlikely Moderat
e
Low risk

6PROJECT PLAN
campaign
is required
for the
event.
7 Design
risk
The design of
the website for
event is not
proper. The
design of logo,
banner is not
proper.
Likely Critical High risk The target
audiences are
not attractive.
Proper
design of
the
website
for selling
of ticket is
required.
Unlikely Marginal Low risk

7PROJECT PLAN
After the risks are controlled using risk management strategies, the following table shows
the risk level as:
Risk Management Matrix
Impact Negligible Marginal Moderate Critical Catastrophic
Probability Almost
certain
Likely Health and
safety risk
Possible Equipment
risk
Unlikely Design risk Resource
risk,
Budget
risk,
Marketing
risk
Rare Event goals
risk
Table 1: Risk management matrix

8PROJECT PLAN
Bibliography
Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Larson, E.W. and Gray, C., 2013. Project Management: The Managerial Process with MS
Project. McGraw-Hill.
Verzuh, E., 2015. The fast forward MBA in project management. John Wiley & Sons.
Walker, A., 2015. Project management in construction. John Wiley & Sons.