Interactive mindmap
Image of the mindmap
Download this mind map and upload to mindmeister to use it for your project
Step 1 - Download stakeholder mindmaps .zip file to your computer. Extract All files.
Step 2 - Create your Mindmeister account.
Step 3 - Import Conference_planning_template.mind
You can now edit and share your map freely!
There are eight (8) other mindmaps in the zip folder which you are free to use. 23 bonus mindmaps are included with Stakeholder Management ebook
Example project schedule for a Warehouse build
Conference project plan WBS
Here is the work breakdown structure of the conference project plan. This doesn't contain all of the tasks, you can download a full version of the project plan in MS Project| Project phase | Project task |
|---|---|
Start up |
Project brief written. Download a Project Brief Template |
| Project brief signed-off. Download a Project Brief Template | |
| Authorization to proceed to initiation | |
Initiation |
Project Initiation Document completed.
|
| Send invite letter to speakers | |
| Check if other events are happening on the same day | |
| Complete project plan | |
| resources booked (event admin, event manager, support on the day) | |
| Send conference details to marketing | |
| Set up conference email address | |
| Create registration form | |
Venue procurement |
Venues selected from preferred list Event spec sent to venues Quotes received Venue shortlisted Venue selected POs completed |
AV procurement |
Suppliers identified Send product specs Quotes received Suppliers shortlisted POs completed |
Speaker procurement |
Speakers identified Speakers sent event brief Availablity & fees received from speakers Speakers shortlisted POs completed AV request form & dietary requirements sent to speakers |
Conference Pack |
Order badges and folders |
| Order stationary | |
| Create evaluation sheet | |
| Collate info for packs | |
| Printing and collation | |
| Courier packs to venue | |
Delegate Management |
Check online registration process |
| Prepare/check Acknowledgement & Acceptance emails | |
| Issue invites to email lists | |
| Monitor registration, enter fax and paper requests | |
| Registration deadline | |
Marketing & web |
Poster design |
| Webpage | |
| Adverts | |
| Secure conference review | |
| Press releases | |
| Email industry connections | |
| Exhibitor stands | |
Final preparation |
Finalise agenda (post final agenda to website, update venue on agenda) |
| Finalise AV requirements | |
| Send agenda, poster, directions & accommodation info. to speakers & advertisers | |
| Check travel sites for disruptions | |
| Send final info to delegates as necessary | |
| Brief conference administrators & floor walkers | |
Day before event |
Check delivery of conference packs Get full conference plan with remaining tasks for the day before your event |
On the day! |
On arrival at venue.... On day, but before delegate arrival... At the end of the day... Get full conference plan with remaining tasks for the day |
Project close |
Collate evaluations |
| Pay invoices | |
| Review expenditure against budget | |
| Check on write ups and reviews | |
| Write conference report | |
| Post conference review meeting | |
| Write up lessons learned |