Management plan from PrudentEvent - Essay Example

? Project Management: Proposal for Coca-Cola Table of Contents 1Executive summary 3 2Conditions of the contract 4 1Description of the nature of contract 4 2The project will require at least the following staff 5 3Schedule of work 6 1Workmanship 7 4Finalizing the contract 7 5Catering services 7 6Equipment 8 7Entertainment 8 8Conference theme design 8 9Risk management 9 2Appendixes 10 1 Risk management plan 10 2Budget 12 3Work Breakdown Structure 13 4Gant chart 15 1 Executive summary PrudentEvent is the event’s organizer that deals with world class clients to organize events for the clients. Our experience is time tested, and we are able to deliver the best service with any mishap. We understand the need to be keen in managing an international event and this makes us one f the best event organizers in the world. With regard to your request for proposal, we look forward to deliver the best service. We have considerable experience in the area and we have organized for international organizations in the coast. In this proposal, we outline our capability and how we will offer the best service if we get the chance to work with you. We intend to bring all the experience we have accumulated for years in areas such as risk management and project management to make sure that he event will be successful and will run smoothly. We have outlined the lineup of mangers who will be mandated with each areas of the project as a way to deter any mishap. This proposal provides the budget for the event and the various costs that will have to be incurred. As a tradition in PrudentEvent, we always ask the client to provide with at least one in-house employees to act as the project collaborate in order to give our staff an eye into the operations of the fir, we understand that there are numerous things which can go wrong with an international event. Keeping this in mind, we have already developed a comprehensive risk management plan that will help to keep any risks at bay. The risk management was able to identify the biggest risk by factoring the probability each of the risks with the effect it will have upon the success of the project if it was to occur. This means it will be easier to manage the risks and ensure that everything goes as planned. Our catering experts will make sure that the delegates in the conference will get the food they need, regardless of their culture or religious constraints it diet. We also have a well established travel and transport managers who will be able to manage the arrival of the delegates and their transport fro reach of the day they will stay in London. This team will not rest until the delegates have been sent back to their flights on their way back home. Being an events planner, we understand the importance of entertainment and understand that such an event can never go well without some form of entertainment. In this regard, we have specified a number of ways in which the guests will be entertained. More importantly, we understand the need for communication equipment especially with regard to the fact that an international event like this will need communication equipment which will take care of language translation. We have an already existing team to manage any transport needs with regard to the event. PrudentEvent is a world renowned event organizer that has achieved a number of world-class vents. Our main clients are international NGOs, and we have successfully organized meetings for their officials in a number of cities. Our greatest strength is that we have offices across the global and that makes global coordination easier. We have organized for meetings for large organizations around the world and we intend to use the experience we have achieved to make sure that the event is the success. We deliver success and quality for all our clients. 2 Conditions of the contract 1 Description of the nature of contract Planning the event with regard to the coordination of how the attendees will arrive and leave at the scene of the conference. • This will include picking up the attendees from the airports and dropping them on the site of the conference. • Picking them from the conference to their hotels in the evenings after he meetings • Dropping them at airport after the conference is over. • Taking care of all hospitality issues at the conference, • Making sure that meetings start in time without failing 2.0 As the contractor, we only take responsibility of the work as per the contract document and requirements as pointed out by the client. 3.0 Parties to the contract Owner: Coca-Cola Company Contractor: PrudentEvents Contract manager: 4.0 Dates of commencement Start Date: April 6th 2013 End date: September 6th 2013 5.0 Contingencies Due to the nature of the contract, there will need to be $ 3000 for contingencies 6.0 Staff requirements 2 The project will require at least the following staff Event manager; this will be provided by the contractor, and will be the chief executive of the event. He or she will be responsible for overseen all planning of the event and the coordination of operations during the actual time of the event. Contract manager: the client will provide at least one contract manager show will oversee the contract and make sure that the contractor is doing everything according to what is expected. This will also be a significant increase of any contingencies in the contract that may warrant any payments to be increased. The contract manger will be updated by the event manager every bit of the way during the planning phase and he execution phase. Manual laborers: at least ten manual laborers will be provided by the contractor to execute any manual work such as the arrangement of the conference hall and make sure it is in order. This will also take care of anything to do with cleaning and scheduling. Two electronics technicians; they will be able to guarantee that the equipment is in proper condition and that any problems to do with the equipment will be easily handled. Drivers; drivers will be used to do all the pickups and the drops for the delegates during the event and on their way back home as they go to the airports. Catering staff: the catering staff will include two catering managers and at least ten catering attendants. The catering managers are experts in world class catering, and they will coordinate catering services. These will be internal employees who have worked with PrudentEvent for a long time. Managers: each area of concern in the project will have an official who will work directly to the event manager. This will include the transport manager, catering manager, equipment manager, bookings manager. Each manager will be involved in risk management in their particular sector as well as offer quality assurance. 3 Schedule of work The planning process will begin as soon as the contract is awarded. This will involve coordinating and communicating with all parties especially delegates and their agents (if any) to ensure that all times are communicated properly, and the delegates are prepared to arrive in time. This will help in overcoming any problems. The actual work of preparing the site of the conference will begin on 31st of August so as to make sure that everything will have been done by the 2nd of September, the date of the event. Internal workers will be given the work in order to avoid any inconveniences or misunderstandings. 1 Workmanship PrudentEvent will use in-house employees for most of the work such as catering, equipment arrangement, transport arrangements, booking of hotels and rooms, etc in order to make sure at all risks is managed internally. This will also avoid any inconveniences that may otherwise be caused by miscommunication between the contractor and sub-contractors. PrudentEvent has all the necessary resources to make this happen and has worked with this in the past to deliver quality services to customers around the world. 4 Finalizing the contract On the last day of the contract, we will review the performance of the contract and address any issues to be taken care of such as any inconveniences that occurred during. Here at PrudentEvents, we always like to take time with our customers to ensure that the client is able to point out any issues they may have. It is also an ideal chance to discuss, with the contract manager present, any contingencies of the project. 5 Catering services PrudentEvents will offer catering in order to make sure that everyone will be served according to their needs. We understand the need to provide food for every kind of person, talking consideration of the cultural differences as well as other issues that affect what individual people can and can’t eat. I this regard, as event planners, we will manage our catering as we have done with other customers, with passions and excellence. 6 Equipment PrudentEvent will provide for communication (conferencing) equipment and this being an international conference, there will be a need to make sure that the conferencing equipment will be able to offer language translation in order to synchronizing of communication among different language speakers. 7 Entertainment PrudentEvent will be a vital part in managing the event, and we have put enough resources in this areas ad a way to ensure that the gussets will be entertained. We understand that entertainment is critical in managing such an event and its success depends much on the success of the way the entertainment will be dealt with. Our entertainment coordination team has experience in how to put together entertainment for an audience of international business executives and this will be managed in a professional manner. We also intend to showcase English heritage as a way to entertain both local and international guests. 8 Conference theme design As an event planning form, we have experts in theme development and design and this team will be used to design of the theme. To guarantee satisfaction, the team will design three different themes and the client (coca cola) can choose one from the three. The team will be mandated to work on the theme as soon as the contract is awarded so as to make sure that all communication documents about the events such as invitation letters can include the theme. 9 Risk management All managers will be involved in making sure that everything goes to plan. There will be managers in different areas. The managers will have to meet once every week in order to mitigate any risk in the execution of the project. This will help in making sure that all parts of the project are well coordinated and that every aspect of the project are well managed. 2 Appendixes 1 Risk management plan Risk Owner Mitigation Probability Impact Some of the delegates fail to be informed Event panning contractor Work closely with the client to make sure that the list of delegates is full. Have a clear work breakdown structure to endure everything is taken care of. Low High Flight for delegates canceled Event panning contractor Only work with highly reliable air lines Low High Delegates don’t have the travel documents needed Client Work closely with client to make sure that all delegates have acquired all the necessary travel document Medium High Bad weather All Have alternatives for travelling and other amenities to ensure that the weather will not adversely affect the event Low Low Time for event is mis-communicated to the delegates Contractor Have a clear work breakdown structure to ensure that everything has been taken care of. Take care of time difference in international time Medium Low Equipment not working on the day of event Contractor Make sure that the equipment is well tested. Use best equipment to avoid unnecessary breakdown. Have technicians ready in the ground to handle any unforeseen occurrences. Medium Medium Inadequate space for the delegates Contractor Work closely with the providers of space to make sure that enough space will be provided for the event Low High Failure to have hotel rooms booked for each and every delegate Contractor Work closely with hotels and booking agents to make sure that all rooms are booked properly. Consult the work breakdown structure Low Medium Cite not prepared in time Contractor Start work of preparation earlier so as to make sure that everything will be in order. Use internal workers rather than contractors to do the work Medium High Inadequate materials Contractor Start work of preparation earlier so as to make sure that everything will be in order. Use internal workers rather than contractors to do the work Medium High Inadequate labor Contractor Start work earlier in order o identify any inadequacies as early as possible Low Low Inadequate catering Contractor PrudentEvents will make sure that all the invited guests will be asked about their diet and this will be incorporated be the catering plan. Include in the work breakdown structure to ensure that it has been taken care of adequately and in time. Medium Medium Theme does not suit the meeting Contractor Work closely with the client to avoid misunderstanding Design the theme as early as possible Develop a number themes from which the client can choose one. Low Low Budget 2 Budget Item Cost Notes Staff 2000 Staff to manage all the process Equipment $500 Communication and entertainment Misllaneous $300 For managing any unforeseen costs Transport $500 Transport for delegates Total $3300 3 Work Breakdown Structure 4 Gant chart Read More