Project purpose:

The purpose of this project is to host conference on the Innovation of Sustainable Technologies as part of the learning outcomes of the project management module EF931.

Project objectives:

- The project objective is to host a 3-day conference for 200 delegates and speakers, the project must consider all aspects of this project including location, venue, catering, speakers and sponsors.

- The project team is required to stick to a starting budget of £10000 and to be able to make that money back from ticket sales or sponsors in order to return it to the university.

High-level requirements:

ü Audience – Marketing must address the correct audience for this sort of event.

ü Venue – a suitable and accessible location is required.

ü Catering – Catering must be provided for 200 delegates

ü Speakers – team must contact and organise relevant speakers

ü Sponsors – team must arrange event sponsors

ü Marketing – Social media presence and conference merchandise/souvenirs

ü Survey – end of conference survey to evaluate success and make future recommendations

High level project description:

A 3-day conference hosted for 200 guests including all aspects of conference requirement including venue, catering, speakers etc. a budget of £10000 has been allocated and is to be returned to the university which is acting as the main source of funding. The event is open to sponsors and will be marketed to an audience of sustainable technology enthusiasts and engineers.

High level risks:

§ Overspending

§ Last minute venue cancellation/issues

§ Sponsors withdrawing

§ Speakers unable to attend

§ Catering issues

§ Members of hosting team unable to attend

§ Covid-19 restrictions

Summary milestone schedule

Date

Kick off meeting

26^th of October

Project start date

8^th of January

Venue selection

End of January

Catering selection

Mid-April

Marketing of event begins/ticket sales

20^th of February

Conference date

18^th of June

Summary budget:

Starting budget:  £10000

Venue cost: £1950 (includes catering)

Speaker costs: £7500 (accommodation + travel)

Merchandise/souvenirs: £30 (pens) – covered by sponsor

Ticket sells revenue: £11000 (£55 price per ticket x 200)

End budget: +£50

Stakeholder list:

§ Event speakers

§ Event sponsors

§ Team members responsible for hosting the conference

§ University of Strathclyde – funding sponsor

§ Caterers

§ Venue hosts

§ Attendees

Project approval requirements

                    Project leader:

University funding:

Sponsor:  

Name:

XXX

Dr. David Butler

Centre for Process Innovation

Signature:

Project name:

 Innovation of Sustainable Technologies Conference

Project manager:

XXXx

Project sponsor:

Centre for Process Innovation

Date of event:

18^th of June

Scope description

In scope:

The conference will be hosted in the city of Glasgow and will accommodate for 200 guests. It will include 12 speakers that will present over 3 days. The team assigned will consider and arrange all aspects of the project and will also be responsible for physically hosting it in June 2021. A venue and caterer will be selected, and the event will be promoted on social media and platforms relating to the innovation of sustainable technologies. A budget of £10000 is the initial funding that is assigned, and the team are responsible for retuning the amount after the event, this will be using revenue from ticket sales and sponsor contributions. A responsibility assignment matrix was completed to outline the responsibilities of the group members and this will be included in the report.

Out of scope:

At the moment repeating the conference in the following years is out of scope. Providing accommodation for attendants is also out of the scope of this project.

Deliverables:

ü An accessible venue suitable for 200 attendants with presentation capabilities and areas for guests to lounge between sessions.

ü Suitable catering options and providing options for different dietary requirements or intolerances (guests can specify when signing up for event)

ü Event Sponsors

ü Necessary event marketing is performed, and tickets sold

ü Confirmed speakers for event

Acceptance criteria:

The project will be accepted once all the deliverables listed above are met. In order for the project to be regarded as successful the initial investment of £10000 must be returned and the feedback of attendees be good.   

Constraints:

- Budget constraints

- Small project team, might require help when it comes to hosting the event

- Potential Covid19 restrictions

- Limited marketing platforms for event

Assumptions:

- Event will be sold out

- Initial investment of £10000 provided by university

- Sponsor contribution

- Planning team are available on event date