Task $2$: Managing the Project Activities in Project $1$ LO$418$ marks

$$

a$)$ Outline two $(2)$ project activities within Project $1$ which will require managing.

In the outline you must include:

$$ What activities to be managed$$

$$ When the managing begins and finishes$$

$$ What resources require managing$$

$$ What key tasks are required to manage the activities.

$$

$(12$ marks $-6$ marks per project activity$1$ mark for activities, $1$ mark for activity timelines and $2$ marks for associated key resources and $2$ marks for tasks$)$

$$

b$)$ Briefly explain how you would manage each of the Project $1$ activities to ensure you meet the operational KPI.

$(6$ marks $3$ marks for each activity$/$goal$)$

$$

PROJECT $1$: CREATING A LARGE BUSINESS CONFERENCE

Project Plan

Project Details

Creating a week $-$long conference in mid$-$July for a delegation of $80-100$ international travel agents visiting New Zealand to look at New Zealand travel destination highlights

Project Scope Statement

This project was created because our business has received a booking for $80-100$ people for a conference and we have the facilities and staff to successfully provide the conference.

Operational KPI

Always run cost effective and efficient conference events $(85\%+$ customer satisfaction feedback survey$)$

Key Stakeholders

Management $(5),$ Tourism NZ$,$ Staff $(10),$ Customers $(80-100)$

$$

Organiser

Tourism NZ$-$ your local area representative

Budget

Conference charge $-$ $$6500$ plus GST

Venue capacity

$2$ rooms $1$ room $150$ people theatre style seating, $1$ room $20$ people board room, and a lobby for enrolments and administration.

Venue hire $-$ $$600$ per day for both rooms x$7$ days

Lunch for $100$ people at $$12\mathrm{.}00$ pp

Cash bar

OH Projector$/$ TV Screens

Power$/$Internet

Individual display booths

Roles

Catering $$ Food and Beverage Manager plus $2$ bar people and $3$ wait staff

Admissions $$ register conference guests

Technical Support$-$ set up all technical equipment including $2$ large screens and internet access. The $4$ booths will need power

Marketing $$ to confirm numbers

General Manager $$ Duty Manager

Sales Manager $-$ arrange booking

Food and Beverage Manager $$ food service

Project Goal$($s$)$

To achieve a profitable conference for the venue and have all visitors well supported and happy

Have food out at $12$ noon each day

Achieve high sales on the bar

Open and close on time

Pack out and reset in one day

Key Tasks

Provide buffet lunch each day

Set up of venue

Daily management of conference

Venue pack out and break down

Risks

Security

If the conference is not up to standard NZ Tourism will not return

Monitoring

Daily walk around the conference to check all ok $$ once a day

Others

The conference would like $4$ display booths set up around the room to sell, products.

They will pack in the day before and leave the following day

Buffet lunches will be at $12$ noon for an hour

Bar facilities will be set up in the lobby $$ cash sales only