DUE TODAY!!! Course Project - Planning, Scheduling, Scope and Strategy
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Sorozco_PlanningandOrganizinganAnnualConference_100817.docxPlanning and Organizing an Annual Conference
Event organization is one of the most common occurrences that a large number of individuals involved in. A large number of events are held on a daily basis in many areas. These events are diversified with aspects like venue and purpose. Despite this reason, however, there is always a significant need to ensure that there is a specific important and appropriate plan in place which is aimed at ensuring that the event occurs successfully. Being the project manager for a Healthcare convention intended to take place in the city of Atlanta, I have the mandate of ensuring that the event is fully planned for and that it manages to occur and complete successfully, with all its goals and purpose completely served.
Project Overview
The project at hand is intended to ensure that the annual healthcare convention scheduled to take place in Atlanta will occur successfully. Since it is a healthcare annual convention center, it is an event for all individuals that involve in any healthcare activity within and without the city of Atlanta. With this regard, there is an expectation of more than 1000 visitors, thus making the event a huge and highly important event for a large number of individuals to attend. With the magnitude of this event, the first important aspect of consideration is the most appropriate venue for the event to take place. The city of Atlanta has a large number of strategically situated locations where the event can be held. The venue that I consider to be the most appropriate, from my perspective, however, is the Atlantic City Convention Center. This location is large enough to hold more than five thousand people, and thus with the target population for the event being about 1000 individuals, it is clear that the venue will be sufficient (Yelp, 2017).
What work must be done? Who will do the work?
With consideration of the magnitude of this event, it is clear that there is a lot of work which requires being carried out in the preparation of the same. There is also a significantly large number of important activities which requires being completed within a very short period. Individuals that will be tasked with the responsibility of carrying out these activities should be notified and provided with a list of the tasks that they need to compete effectively within a certain time limit. Aspects of the arrangement of security and places of residence for the guests is of significant importance and high priority, and thus for that reason, an appropriate and effective plan of how the event will take place is of paramount importance.
The first important work that requires being carried out in the plan of establishing the event is creating awareness about the existence of the event to the public and explaining its purpose. Creation of the awareness is an important step that will help in ensuring that all the targeted members of the audience attend the event. Event promoters will be contracted to carry out this work since they have the skills necessary to communicate information effectively. The next important activity that will take place is the establishment of security plans. The venue provides security for most activities that take place. There is however also the need to hire additional private security personnel, who will oversee the security of this event and work together with the venue security individuals. The project sponsors are the individuals tasked with this plan since they have the funds required to contract a security team for that purpose.
The other important activity that requires being carried out before the event occurs is the establishment of an emergency response plan. An emergency can occur, which alters the already established plans for the occurrence of the event. To begin with, a large number of individuals can turnout than expected, an aspect that might result in the available resources being insufficient and thus making the event organization less effective. It is also possible that some of the relied upon events may fail and thus a resource problem may occur. To respond to such incidences, it is appropriate to establish a backup plan that will help in ensuring that the occurrence of any risk will not stop the event from taking place as planned. For this event, the backup plan that will be utilized is connecting with all the hotels and event planners nearing the Atlantic City Convention Center venue, and explaining to them the situation, then requiring that they stay alert, in case of changes occur as the event proceeds on, their resources might be contracted to ensure that the event completes successfully. This plan will mitigate all possible risks whose occurrence might cause the event not to complete successfully.
How long will it take? What resources are required?
The planning exercise of an event of this magnitude is not a simple task. With this regard, therefore, a duration of not less than two weeks is appropriate for the physical preparations of the venue and guest arrival aspects. Other plans like the funding and the need to ensure that all individuals attain an understanding of the event and its purpose should begin planning earlier than a month, to ensure that all the event aspects are inline before its holding date closes. The booking of the venue should also be made earlier, to ensure that other event organizers do not book the appropriate event before it is booked for this event.
Identify at least three (3) ethical and legal issues
There are some important issues that should be considered concerning the law and ethics when the location of the venue is being considered. Since this event is likely to help significantly the host region where it will take place, a large number of external forces are likely to push to have the event held in their place. An example of an occurrence that might take place in response to this aspect is people having the will to offer extremely cheap venues than they should offer, or others offering bribes to have the venue shifted to their area. The first ethical issue that I would have to respond to is the issue of people who seek to bribe me to recommend their area. This is a significant ethical problem that might cause me to select a location without the interest of the event and its sponsors in place. With this understanding, therefore, I would ensure that I do not accept any form of bribe from anyone regarding the location selection (Allen, 2003).
The other issue that I would have to deal with is the issue of the individuals that would be willing to offer discounts of price, to encourage the organization to be held in their areas. This issue is likely to establish a dilemma, mostly because the reduced prices might attract additional advantage towards a location. The most appropriate, legal and ethical way to deal with this issue, therefore is to provide a good analysis of the available locations that have the potential of hosting the event with all the details of their offers, their advantages and disadvantages and then presenting this information to the project sponsors for them to make the decision on the most appropriate location. The third issue that I am likely to face is the issue of event planners who might have intentions of establishing the wrong financial records of the project requirements, to attain an opportunity of gaining extra funds from the same. Being the project manager, I have the mandate to ensure that project developers operate ethically according to what is professionally expected of them and thus I would require dealing with this issue completely.
State at least three (3) actions
To ensure that all individuals operate in the most ethical way possible, I would involve a number of important actions that would be guided to all the project developers of the individuals organizing this event. The first main action that I would involve in is calling the individuals that are concerned with the project development process of organizing the event on a meeting and providi9ng them with all the ethical requirements that they must conform to, for them to remain in the group of the project team. This action would help in ensuring that all individuals are informed of the importance of ethics in all the activities related to the project. The second action that I would involve in is ensuring that the project sponsors obtain the list of all potential venues where the event can be held with fully researched information regarding their suitability of holding the event. I would then request the developers to select the most appropriate venue after giving my recommendation on the same. The last action that I would involve in is setting personal ethical standards which I must adhere to as I select and recommend the most appropriate venue to use for the event. These standards will guide me and ensure that I make the right and most ethical decision about this issue (Mallen, & Adams, 2017).
