Project Management due before 11pm tonight

Running Head: Planning and Organizing an Annual Conference

Planning and Organizing an Annual Conference

Veronica Almodovar

Planning and Organizing an Annual Conference

Rasmussen College

Section 01 Intro to Functional and Project Management

Fall Quarter

Prof. Charles Dupee

Oct. 5, 2016

Planning and Organizing an Annual Conference

The proposed annual conference for Medicine in Clinical Lab Sciences will be conducted the month of June 5th -7th 2017. The conference will be held at the Sheraton Grand Chicago 301 East North Water Street Chicago, Illinois. The reasoning behind the selection of this venue, is because of the accommodations it holds for the guest. After much research, location was key, we took into account: surrounding area, distance to meeting, experience hosting individuals with disabilities. The room requirements and breakout room. AV requirements (for activities) and does he hotel provide tech support for AV equipment. The catering and cost, gathering space, and transportation (airport, public trans. Trans to venues). Accessibility (meeting rooms, building, guest rooms), the parking for guest arriving. Guest Rooms (number, rate, cancellation policy etc). Room facilities - internet access, references from others who have used the hotel.

This document is being presented to the chair of Pathology in attempt of seeking resources needed in order to establish a proper conference. This event must allow for residents, fellows and physicians to be in attendance to further education and seek new technological advances in Clinical Lab Sciences. The following criteria will be expected: What work must be done? Who will do the work? How long will it take? Finally, what resources will be required?

In order to accomplish a successful event, a vision must be developed (i.e. further education and seek new technological advances in Clinical Lab Sciences). In order to begin the process we must establish the work that must be done in order to produce a large scale conference, to do so the following things must be done: appoint a project manager, conference pricing, create a plan, make an agenda, produce a detailed plan, create a conference budget and agree to a budget.

Organizing the conference a project manager and a team of project assistants within the dept. of pathology will assist in task required for the conference. Project assistants must have the support required to accomplish their tasks. It is very important that sponsorship is seeked out by committee member of the board of Pathology and also by pharmaceutical reps wanting their product to be viewed at the conference

The project manager assigned to the task must develop a scheduled timeline of 6 - 9 months as well as ensure that there is a conference program. The project manager assigned with continuation of the conference, should be able to delegate task into smaller areas. In appropriating the proper assistant to a certain responsibility such as: Venue, accommodation, conference program, speakers or presenters, exhibits, registration, marketing, printed material, visual/audio, supplies, transportation, food and finally sponsorship. We must keep in mind to ask participants as part of the registration process if any special accommodations are needed such as conference materials in an alternative format, sign language interpreter.

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