Planning A Company MeetingCongratulations. Your company will be holding a meeting for a group of employees selected from all levels of the company. The CEO has given you the responsibility of Project Manager for the event. This sample project plan shows one way a Project Manager would approach building the project plan for this type and complexity of a project.
Pre-plan The ProjectYour first step is to plan the plan. You start by discussing the event with the stakeholders. If this was done last year, what went right? What went wrong? Who managed the project and can they help you avoid pitfalls this year? Since the CEO assigned the project to you, what does he/she want out of the event? When will the event be? Where? What is the budget?
Assemble as much information as you can. This will be the skeleton on which you build the project plan.
Build The TeamWhat other resources do you need to make this project a success? Are there people in other departments who can help you make this event a success? What do you need to do to get there help? Can you just ask or do you need to get formal approval from their boss? How much time do you need from them? What specific skills do you need them to provide? Can anyone else provide that skill if the person you want is not available?
Since this is a company-wide meeting, how can HR help? Do you need assistance from the Facilities Department? What about the Marketing Department? Do you need help in that area?
Plan The AgendaOnce you know how long the meeting will last, you start to fill in the time blocks. Do you need an opening speaker? Who will it be? Are you going to keep the attendees together or will you break them into smaller groups for a part of the program? How many other speakers will you need? Who will facility the smaller sessions if you break out?
Will the event take more than one day? How will you close Day One? How will you re-open on Day Two?
How will you wrap up at the end? Do you need a closing speech? How will you handle the logistics of people checking out of the hotel if you book one?
Find The SpaceFind out how many people are coming. Then determine how large a space you need. Where will the event be held? Is there room at the corporate office or do you need a larger space? Does the CEO want the meeting held off-site so people can concentrate, or does he/she want it held in the office to minimize cost?
Which properties in your area can provide the space you need? Is a hotel near the airport a good choice to minimize travel time for people arriving from out of town or should you find something out of town that will be quieter?
What do the different venues charge for their facilities? What do they include and what will you need to purchase and have brought in? Will they assign an individual for you to work with? What is their policy regarding material and people from outside?