Planning and organizing an annual conference

You will begin your project by selecting a location for your company’s convention. In order for the project to proceed, it must receive approval from the Board of Directors. This document will communicate not only the location that has been selected but the reasoning behind this selection. . 

1. What work must be done?

2. Who will do the work?

3. How long will it take? 

4. What resources are required?

Because an event this large will generate a huge amount of revenue for the community selected it is possible that some communities might attempt to sway the decision making process in their favor by offering “special deals” or “financial incentives” to improve their chances of being selected. Accepting this type of favoritism is contrary to the ethical code of your company but you must keep the lines of communication open to all communities considered in case of changes during the project planning phase.

that should be considered when making the decision of where to locate the convention. you would take to ensure the decision of the location of the convention made ethically.

You have been selected as the Project Manager for the annual convention that is sponsored by your employer. This convention is a major event that provides your company with the opportunity to highlight its new products and services to potential customers from around the world. This is also an opportunity for you to showcase your project management skills in a highly visible arena. As Project Manager, your deliverables for this event include the following:

1. The selection of the location for the convention. The location of the convention should be in the city where you live or the next nearest location that could accommodate such an event. The planning should proceed as if this were an actual event.

2. Select hotels and caterers that are in the designated location.

    2a. The project should be completed using actual data from the hotels and caterers that have been selected. Prices for these services can be researched on the Internet, but it is not part of the project to attempt to negotiate for lower prices.

3. The Project includes responsibility for locating the following services for the approximately 1,000 guests you are expecting to attend.

    3a. Hotel accommodations (Multiple hotels will need to be contacted in case one hotel cannot accommodate all the expected guests)

    3b. Food and beverages (Multiple food service providers will need to be contacted to ensure there is a backup service available in case the primary caterer encounters problems.) (The food service providers must be able to accommodate special diet requirements such as vegetarian, vegan, or gluten-free.)

     3c. Guest speakers (Nine guest speakers -Three speakers / day (scheduled morning, afternoon, and evening), Each speaker will require a separate room for their presentation, A backup plan must be in place in case a speaker becomes unavailable.)

    3d. Meeting rooms in the Convention Hall

    3e. Travel arrangements to and from the airport for out of town guests

    3f. All communication for the event, including, but not limited to, email, Internet web pages, twitter, etc.

4. The Project must include contingency plans for all events and plans, such as if there is a strike by hotel workers or major fire at the hotel where the convention is located.

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