Project Management Focus - Trade Show Event for Felixstowe Warehousing

This report presents a project management analysis for a trade show event organized by Felixstowe Warehousing, an IT company. The report details the business case, SMART objectives, and the application of project management tools such as Gantt charts and Work Breakdown Structures (WBS). It outlines the business functions involved, including identifying stakeholders, securing event space, and conducting financial analysis. The project plan includes milestones, potential return on investment (ROI), and a budget breakdown. The report concludes that by covering each aspect and including them within the plan, the project would be successfully accomplished. The report also provides a Gantt chart and WBS for the project.

Running head: PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
Project Management Focus - Trade Show Event
Name of the Student
Name of the University
Author note

1PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
Table of Contents
Part 1 Report....................................................................................................................................2
1. Introduction..................................................................................................................................2
2. Discussion....................................................................................................................................2
2.1 Explanation of Business Case Company and Rationale for Exhibiting the Trade Show......2
2.2 SMART Objectives of the Project.........................................................................................3
2.3 Examples of applied tools......................................................................................................3
2.4 Understanding of Business Functions and Relevant Management Tools.............................4
2.5 Project Plan Milestones.........................................................................................................5
2.6 Potential Return on Investment and Analysis of Investment.................................................5
2.7 Project Plan and Budget.........................................................................................................6
2.8 Gantt chart of Plan.................................................................................................................8
2.9 Work Breakdown Structure (WBS).......................................................................................9
3. Conclusion...................................................................................................................................9
References......................................................................................................................................10

2PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
Part 1 Report
1. Introduction
In the recent times, trade shows form a great importance to showcase the works
performed by a company to investors and shareholders of other firms. These are primarily meant
to draw their attention towards the concerned product or project and thus gaining investment
funds. The trade shows also hold a major opportunity for the business based on showcasing their
latest kind of innovative products (Lin 2016). These are further intended for attracting new
customers and further forming a broad network with suppliers.
This report thus focuses on the understanding of the business functions of Felixstowe
Warehousing, situated in Milton Keynes, UK and the project that would be displayed by them in
the trade show. Special application of project management tools are being used for
demonstrating the skills of the company in presenting themselves at the show, setting up a space
at the show, determining the financial analysis, staffing requirements and others. The key
findings from the topic of project management have also been clearly stated within the report.
2. Discussion
2.1 Explanation of Business Case Company and Rationale for Exhibiting the Trade Show
The project report is being presented for Felixstowe Warehousing, which is an IT
Company situated in Milton Keynes, UK. The company thus provides various kind of software
and technological solutions for their vast base of clients from all across the world. The different
solutions being presented by the company majorly deals with logistics and warehouse

3PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
automation. In the present aspect, the company is focusing on incurring more shareholders for
helping them to create a new product, which would be named as ‘DeliveryArm’. This product
would be displayed in the Trade Show based on which their product would be marketed to
different sponsors (Tafesse and Skallerud 2017). In order to conduct the project and set up the
space for the trade show, different aspects would need to be covered.
2.2 SMART Objectives of the Project
In order to set up the project based on setting up of an event for the trade show, the
implication of SMART objectives would need to be considered. The SMART objectives are
discussed as follows:
 To understand the project setting up conditions and the limitations that could be faced
 Analysing the potential clients and shareholders interested for visiting the trade show
 Determining the kind of attainable profit margin for the company based on which the
investments would be made for the event
 Setting up of a goal for incurring more shareholders and IT Companies to help them in
designing the product.
 Defining a timeline and aligning activities within them based on completing the project
within the scheduled time.
2.3 Examples of applied tools
In order to design the proposal pitch that would need to be presented to the IT Company
there would be a need to make use of different project management tools. These tools are Gantt
chart, Work Breakdown structure and a cost estimation analysis tool (Hazır 2015). The Gantt

4PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
chart would be required for scheduling the different activities, link them to a predecessor task,
assign resources to each task and based on that allocate costs for each resources.
On the other hand, the Work Breakdown Structure would be required for segmenting
each of the activities in a proper order, which would further help in better understanding the sub-
activities that are linked to any primary activity (Relich and Pawlewski 2018). Financial analysis
would also be required for understanding the costs that would be incurred for the entire process
of projects. These would also include the cost of purchasing space at the trade show, making
simulations and making assumptions.
2.4 Understanding of Business Functions and Relevant Management Tools
During the setup of the project, the certain business functions that would be performed
are discussed below:
1. In the initial stage, the different participants for whom the trade show would be
performed need to be recognized. These include traders, business entrepreneurs, and suppliers of
various services, technical agencies, institutions, media and press (Sarmento, Simões and
Farhangmehr 2015). Foreign participants could also participate within the trade show and thus
special arrangements would need to be made accordingly to the growing needs.
2. After determining the potential visitors for the trade show, the space that would be
required by them for accommodating some visitors would need to be determined and thus this
would need to be purchased accordingly (Gomber, Koch and Siering 2017). During this aspect,
the benefits that could be acquired from the participation in the trade show would also be need to
be determined accordingly.

5PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
3. The company should also perform a detailed financial analysis of the various kind of
incurred costs for the event. These costs could incur from making payments to stakeholders
involved during the event and the costs of procuring materials for the show.
2.5 Project Plan Milestones
In order to complete the project, the different milestones that would be associated with
the project are:
1. Approval for procurement and project start
2. Checking the item list
3. Approval for progressing for investment
4. Procuring the investment
5. Sending request for procuring the event space
6. Approval for setting stand for event
7. Determining the success of setting stand and simulations
8. Project end
2.6 Potential Return on Investment and Analysis of Investment
Initial meeting and requirement analysis 16680
Procurement analysis 24340
Determining investment types 1560
Procuring event space 17080
Documentation and Project Closure 3640
Total Cost for the project 63300
Total Cost for the project
(Figure 1: The Total Budgetary Breakdown of Project)

6PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
(Source: Created by author)
Year of Project
year 0 year1 year 2 year 3 year 4 year 5 TOTALS
Net economic benefit $0.00 $20,000.00 $20,000.00 $20,000.00 $20,000.00 $20,000.00
Discount Rate 8% 1 0.9259 0.8573 0.7938 0.7350 0.6806
PV Of Benefits $0.00 $18,518.52 $17,146.78 $15,876.64 $14,700.60 $13,611.66
NPV of all BENEFITS $0.00 $18,518.52 $35,665.29 $51,541.94 $66,242.54 $79,854.20 $251,822.49
One Time Costs $41,020.00
Recurring Costs $0.00 $200.00 $200.00 $200.00 $200.00 $200.00
Discount Rate 8% 1.0000 0.9259 0.8573 0.7938 0.7350 0.6806
PV Of Recurring Costs $0.00 $185.19 $171.47 $158.77 $147.01 $136.12
NPV Of All Costs $41,020.00 $41,205.19 $41,376.65 $41,535.42 $41,682.43 $41,818.54 $248,638.22
Overall NPV $3,184.27
Overall ROI = (Overall NPV / NPV Of All Costs 0.01
Break-Even Analysis
Yearly NPV Cash Flow $0.00 $18,333.33 $16,975.31 $15,717.88 $14,553.59 $13,475.55
Overall NPV Cash Flow $41,020.00 ($22,686.67) ($5,711.36) $10,006.52 $24,560.11 $38,035.66
Project break-even occurs between years 2 and 3
Use 1st year of positive cash flow to calculate break-even fraction 2.3634 years
(Figure 2: The ROI and Payback Period of Project)
(Source: Created by author)
The total budget of the project is £63,300 and the ROI of the project is 0.01.
2.7 Project Plan and Budget
The project based on setting up of their product in a trade show would incur the following
activities within the plan.
1. Initial Meeting and Requirement Analysis – In the initial phase, meetings would be
conducted among the team of consultants and the officials within the company. The requirements
would be set accordingly while a detailed project plan would be set up.

7PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
2. Procurement Analysis – After the project plan would be defined, the resources that
needs to be procured needs to be thoroughly defined (Wang, Pauleen and Zhang 2016). These
include the consideration of costs that would need to be set for each resource and also including
the cost of materials.
3. Identification of potential stakeholders – Different potential stakeholders who would
arrive during the trade show would need to be determined. Based on determining the potential
stakeholders for the event, the type of demo simulations that would need to be set up would be
understood.
4. Determining types of investments – Different forms of investments could be sought
for preparing for the trade show (Willcocks, Lacity and Craig 2015). Hence, the financial analyst
and consultants would need to determine the investment type and then request for making
investments for the company.
5. Procuring a space for the event – After the investments for the event would be made,
the space for the event would need to be secured (Lam and Harker 2015).
6. Setting up of stand – Based on securing a space, the stand for setting up the show
would be made.
7. Setting up demo warehouse robot simulations – A demo simulation would need to
be made, which would be displayed at the event. These would be made before the final event
date.
8. Documentation and Project Closure – After each of the previous phases would be
made, the documentation for the event would be made (Velu 2015). These would be submitted to

8PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
Felixstowe Warehousing Company based on gaining rights for granting approval for the final
progress of the event.
2.8 Gantt chart of Plan
ID Task
Mode
Task Name Duration Start Finish Predecessors
0 Event Management
for Trade Show
119 days Mon
16-03-20
Thu 27-08-20
1 Initial meeting and
requirement analysis
21 days Mon
16-03-20
Mon 13-04-20
2 Listing of
stakeholders
3 days Mon
16-03-20
Wed 18-03-20
3 Preparing for a
meeting
6 days Thu
19-03-20
Thu 26-03-20 2
4 Understanding the
requirement
12 days Fri 27-03-20 Mon 13-04-20 3
5 Approval for
procurement and
project start
0 days Mon
13-04-20
Mon 13-04-20 4
6 Procurement analysis 37 days Tue 14-04-20Wed 03-06-20
7 Making a
procurement
document
9 days Tue
14-04-20
Fri 24-04-20 5
8 Listing the
procurement details
8 days Mon
27-04-20
Wed 06-05-20 7
9 Identification of
stakeholders
9 days Mon
27-04-20
Thu 07-05-20 7
10 Hiring stakeholders
for event
16 days Fri 08-05-20 Fri 29-05-20 9
11 Procuring technical
resources
19 days Fri 08-05-20 Wed 03-06-20 8,9
12 Checking the item
list
0 days Wed
03-06-20
Wed 03-06-20 11
13 Approval for
progressing for
investment
0 days Wed
03-06-20
Wed 03-06-20 11,12,10
14 Determining
investment types
4 days Thu
04-06-20
Tue 09-06-20
15 Researching over
the investment
types
3 days Thu
04-06-20
Mon 08-06-20 13
16 Requesting for the
planned investment
1 day Tue
09-06-20
Tue 09-06-20 15
17 Procuring the
investment
0 days Tue
09-06-20
Tue 09-06-20 16
18 Procuring event space 50 days Tue 09-06-20Tue 18-08-20
19 Sending request for
procuring the event
space
0 days Tue
09-06-20
Tue 09-06-20 17
20 Making payments to
the offi cials
11 days Wed
10-06-20
Wed 24-06-20 19
21 Approval for setting
stand for event
0 days Wed
24-06-20
Wed 24-06-20 20
22 Setting up of stand 35 days Thu
25-06-20
Wed 12-08-20 21
23 Setting up of demo
simulations
33 days Thu
25-06-20
Mon 10-08-20 21
24 Determining the
success of setting
stand and
simulations
0 days Wed
12-08-20
Wed 12-08-20 22,23
25 The Trade Show
Event
4 days Thu
13-08-20
Tue 18-08-20 24
26 Documentation and
Project Closure
7 days Wed
19-08-20
Thu 27-08-20
27 Documenting the
project
5 days Wed
19-08-20
Tue 25-08-20 25
28 Making the overall
payments
2 days Wed
26-08-20
Thu 27-08-20 27
29 Project end 0 days Thu
27-08-20
Thu 27-08-20 28
Consultant Team
Consultant Team
Consultant Team,Technical team
13-04
Consultant Team
Consultant Team
Consultant Team
Consultant Team
Material resources[1]
03-06
03-06
Consultant Team
09-06
09-06
24-06
Labours,Stands[1]
Labours
12-08
Staff,Stands[1]
Consultant Team
Consultant Team
27-08
T T S F W M S T T S F W M S T T S F W M S T T S F W M S T T S F W M S T
08 Mar '20 22 Mar '20 05 Apr '20 19 Apr '20 03 May '20 17 May '20 31 May '20 14 Jun '20 28 Jun '20 12 Jul '20 26 Jul '20 09 Aug '20 23 Aug '20 06 Sep '20
(Figure 3: The Gantt chart of Project)
(Source: Created by author)

9PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
2.9 Work Breakdown Structure (WBS)
(Figure 4: The WBS of Project)
(Source: Created by author)
3. Conclusion
From the discussions of the report, it can be discussed that the report highlights the
critical activities that would need to be performed within the project. The inclusion of each of the
discussed activities would greatly help in the management of the event and ensuring that the IT
Company would grant the proposal. The business case highlights the important aspects that
would be considered during the setup of plan for the project. The report includes the cost for
each stages and the return on investment after the completion of the project. Hence, based on
covering each of the aspect and including them within the plan, it can be concluded that the
project would be successfully accomplished.

10PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT

11PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
References
Gomber, P., Koch, J.A. and Siering, M., 2017. Digital Finance and FinTech: current research and
future research directions. Journal of Business Economics, 87(5), pp.537-580.
Hazır, Ö., 2015. A review of analytical models, approaches and decision support tools in project
monitoring and control. International Journal of Project Management, 33(4), pp.808-815.
Lam, W. and Harker, M.J., 2015. Marketing and entrepreneurship: An integrated view from the
entrepreneur’s perspective. International Small Business Journal, 33(3), pp.321-348.
Lin, Y., 2016. An examination of determinants of trade show exhibitors’ behavioral
intention. International Journal of Contemporary Hospitality Management.
Relich, M. and Pawlewski, P., 2018. A case-based reasoning approach to cost estimation of new
product development. Neurocomputing, 272, pp.40-45.
Sarmento, M., Simões, C. and Farhangmehr, M., 2015. Applying a relationship marketing
perspective to B2B trade fairs: The role of socialization episodes. Industrial marketing
management, 44, pp.131-141.
Tafesse, W. and Skallerud, K., 2017. A systematic review of the trade show marketing literature:
1980–2014. Industrial Marketing Management, 63, pp.18-30.
Velu, C., 2015. Business model innovation and third-party alliance on the survival of new
firms. Technovation, 35, pp.1-11.

12PROJECT MANAGEMENT FOCUS - TRADE SHOW EVENT
Wang, W.Y., Pauleen, D.J. and Zhang, T., 2016. How social media applications affect B2B
communication and improve business performance in SMEs. Industrial Marketing
Management, 54, pp.4-14.
Willcocks, L.P., Lacity, M. and Craig, A., 2015. The IT function and robotic process automation.