1 Day Seminar for Foreign Guests to a Company - Report Example

Project Management To Organize Day Seminar for Foreign Guests to a Company Introduction The project will be to organize a one-day seminar for foreign guests to the company. The XYZ is a company that deals with training of employees in Singapore. It has partnership all over the world as it offers training to various countries globally. The company is expecting to host foreigners from the USA, who will be coming to attend a seminar within the company. It is the tradition of the company to have adequate preparation during such times when it is expected to deliver on good project planning for its guests. This being one of the big days in terms of the guests calibers are concerned, there is really a need for a serious and very detailed project management steps to be able to respond to all the needs of the seminar. As a Project Manager in charge of organizing and planning the project, I will go through the breakdown of the details that will entail this seminar, from the preparation level to when the seminar shall end. The project will involve major preparations on various important issues that will make the day a success. The whole preparation will have some major events that will include, but not limited to hiring a venue, preparing meals, preparing the conference stationery, organizing for the transportation arrangement, finding suitable accommodation arrangement, and organizing for the evaluation of reports and the publishing the results of the seminar. Project Scope Statement Project Objectives The project will go a long way to achieving its objectives that include; i. To provide the best and peaceful seminar to the guests. ii. To provide the best accommodation to the foreign guests just before and after the seminar. iii. To ensure that the guests are well taken care of and that they feel at home in a foreign land. Deliverables The main deliverables for this project will include the following; i. Preparing seminar manuals and other brochures These are the manuals that will contain, in details, the program of the seminar, as well as the content of the seminar with respective facilitators. ii. Hiring a venue for the seminar The seminar will have to take place in a very conducive environment, away from any disturbances. One of the best hotel seminar halls in the city will, therefore, be hired, with adequate facilities to hold a seminar. iii. Hiring a public address system There will, be a requirement of a public address system to ensure that there are audibility and adequate entertainment in the seminar room. iv. Making accommodation arrangements for the guests Given the fact that the guests are foreign guests, they must be coming from very far. For them to be on time for the seminar, they will, therefore, need to arrive early, like a day earlier, prior to the seminar. They will also require spending the night after the end of the seminar before they leave for their country. There will be, therefore, a requirement for accommodation arrangement for the guests. v. Preparing for, and providing transport services to the guests There will be arrangements to pick the guests from the airport with a van, take them to their place of accommodation, and also provide them with transport services to the place where the seminar will take place. vi. Providing translating services and equipment The guest might not be in a position to understand the language that will be used for the seminar. For that reason, translators will be employed to be able to make it easier for the guests and the hosts to understand each other. Some other equipment such as laptops, projectors, and speakers will also be provided to facilitate the seminar. vii. Prepare and provide seminar stationery The seminar stationery such as pens, papers, published materials and other will be provided for the seminar. viii. Providing meals; lunches, breakfast, coffee, and tea breaks There will be catering arrangement where the guest will be provided with a morning breakfast, lunch and other tea and coffee breaks. Milestones On this particular day, the journey will begin by picking up the guests from their accommodation room to the seminar hall. This will take 30 minutes from 7.00 am. At 7.30 am to 8.00 am, the guests will be served with breakfast. From 8.00am to 8.30 am, there will be an introduction between the guests and the hosts and organizers of the seminar. The first session of the seminar will then commence from 8.30 am to 10.30 am. There will be a tea break where the house will go into deliberations and brainstorming about the issues arising from the first session of the seminar. At the same time, during the tea break, there will be entertainment from various group and individual performance and presentations. The second session of the seminar will then commence from 11.00 am and will run up to 1.00 pm, when the guests and the hosts in attendance will have a one-hour lunch break. The third and last session of the seminar will kick off at 2.pm and run for two consecutive hours up to 4.00 pm. The guests will then have another coffee break for twenty minutes after which they will be taken round the company to be shown around. Technical requirements In the technical requirement, there will be a technical team that will be responsible for arranging and decorating the seminar room. All lighting and arrangement of the room will be well done in time. Another technical team will ensure that the public address system is well, and timely setup and timely monitoring is done to ensure no faults occur. In the technical team also will be the drivers and the guides who will ensure that the guests are picked and delivered in time and are well guided and shown around the company. Translators will also be put in place to ensure that there is no language barrier during the interactions between the guests and the hosts. Another technical requirement will be that of preparing and rolling out the results of the seminar into printed leaflets that the guests can have the copies after the end of the seminar. Limits and Exclusions The project will have certain limits and exclusions in its program. Given the short and squeezed program that will have to end in just a day, the seminar will not have an open forum where the guests and the hosts will have to raise their opinions and discussions. They will only be able to raise matters of concern and questions during the seminar. Review with Customer The seminar program will be sent to the guests a week before the main day so that they can make their decision and opinion about it. After their opinion is received, I will then cater some of their suggestions in the program before coming up with the final program guide. Project priorities The top priorities of this project will include meeting deadlines, taking control of multiple tasks, delivering the seminar information to the guest in full, and eliminating bottlenecks. I will, therefore, be able to set deadlines for all the programs and taking control of time to ensure it is followed to the latter. Adjustment will be made appropriately when there will be a call for it. The project will, therefore, cater for multiple events taking place at the same time such as entertainment during lunch and tea breaks to manage time well. All the loopholes that would bring failure to the project will be identified earlier, and correct measures put in place to deal with them. Another priority will be to ensure the safety of the guests including making them feel welcome and at home. Work Breakdown Structure After the guests shall have arrived, they will be received and transported to the accommodation room. The venue will be hired; catering and translation services and conference materials also secured. Cost Estimation The cost of the whole project will be done in estimation according to the work breakdown structure. Transportation services will be hired at a price of $2,000, accommodation will be $ 20,000, venue will cost $2,500, catering services will take $2,200, translators will be paid $5,500, conference stationery and equipment will be $10,000. The total cost for the project will, therefore, be estimated to be $42,200. However, the committee and I will set aside a miscellaneous amount of $10,800 to cater for any emergency and other small requirement. The total cost estimation for this project will, therefore, be $53,000. The cost of equipment including the printing cost and the cost for hiring public address system will be included in the cost for conference stationery and equipment. The translators will not be paid on an hourly basis, but on the basis of the total work they will do according to our initial agreement. However, any more service from them to the guests that will go beyond the functions of the seminar, their costs will be met by the guests themselves. Read More