Exercise $2$: Revise a Communications Management Plan Final Project Scenario

Estimated duration: $8\mathrm{.}6$ minutes

Scenario: Two$-$Day Seminar and Workshop

Project Scenario Success Inc.$$is an investment company with offices throughout the United States and Canada. Their primary goal is to provide personalized asset management and investment guidance to individuals with portfolios exceeding US $$250,000.$ Success hosts a twice$-$yearly two$-$day seminar and workshop for potential investors. Day $1$ of the seminar is for Success Inc.$$executive employees. This initial day is for sharing information, providing an environment for the team to network, and preparing for day $2.$ Day $2$ is for all potential investors. Investors can attend in person. Success Inc.$$will stream presentations for those who cannot attend. Success Inc.$$will host its fall event in Dallas, Texas, on March $31,2024.$

Juan Cortez is the Project Manager. The Sponsor for the project is his manager, Sandra Morgan. They are both assigned to the Success Inc.$$Operations branch. The final project plan includes the following requirements:

The event location is the Gateway Hotel and Convention Center in Dallas. Success Inc.$$distributed invitations to approximately $350$ clients to attend. Success Inc.$$invited another $200$ potential clients to participate in the virtual option. The event anticipates parking costs for approximately $175$ vehicles.

Comprehensive investment packets defining the service offerings and gift packets must be assembled and distributed to all attendees. Those attending in person will receive their packets at the event at check$-$in$.$ Those people virtually attending must receive their packets via express mail.

The event requires two days of catering. Day $1$ will host approximately $50$ people. Day $2$ will host those $50$ individuals and $350$ potential clients for a total of $400$ meals. Catering includes a continental breakfast, box lunches, non$-$alcoholic hot and cold beverages, and light snacks throughout the day. A comprehensive catering plan was developed and approved.

The hotel will handle conference area setup and shutdown. Juan needs to guide the hotel staff. There will be charges for these services.

The company provides funding. Juan will be required to provide finance with an itemized list of costs at the end of the event for invoicing. An initial budget for the project was developed and approved. This overview includes financial estimates.

The team must coordinate all speakers, manage the agenda, address developing issues, and ensure the program runs smoothly. An external motivational speaker is required.

The event requires extensive audiovisual $($AV$)$ and Information Management IT support. The internal teams can provide support; however, the event might require additional outsourced support. Success Inc.$\text{'}$s IT Department is evaluating requirements.

Sandra requested weekly status reports and a twice$-$weekly status meeting and established a Change Control Board consisting of herself and all Success Inc.$$Department leads.