Microsoft project plan for a one day event
This is an example of a project schedule for organising a one day event or workshop. All key activities are covered including:- Start-up
- Initiation and Event specification
- Venue procurement
- AV provider procurement
- Presenters invited and confirmed
- Delegate management and Event scheduling
- Finalise agenda
- Presentations prepared
- Event pack
- Final preparation
- The day before
- Close down
About this workshop/small meeting project
This was a small meeting for a targeted audience all of which were already on the company contact lists. The audience was a mix of internal employees and contacts from partners and customers. Registration was via a simple online system, but could also just have easily been done via email. Most of the presenters were company employees with 1 or 2 sessions led by partners. All presentations went through a review and were pulled together into one continuous, branded slide show.This event used a preferred list of venues which had been already been visited by the event manager and passed certain quality standards. They had also pre-agreed preferential rates. All catering was provided by the venue and some parking was available nearby. Accommodation wasn’t necessary for this event so if you will have overnight stays you will need to add this to your event specification and include tasks to pre-book rooms and confirm bookings once numbers are finalised. A separate AV company was used as venue AV equipment - particularly in hotels - is often out-dated and there is rarely anybody with the technical skills to help set up the system.
Depending on the venue you use you may be able to assume some things as standard for example: table clothes, water and glasses, and signage. However, bear in mind that some venues may just be offering room hire. Use the list below to checklist below to be sure you don’t get caught out:
Venue checklist
- Tables and chairs with a top table/speakers table
- Table coverings
- A choice of table types e.g. rectangle and circular tables
- Water and glasses
- Tea, coffee and juice and glasses
- A service to bring tea, coffee, water etc. into the room.
- Catering – lunch and dinner
- Accommodation
- Parking
- Somewhere to store materials
- A contact on day for example to adjust air conditioning, check lunch timings
- AV equipment – radio mic, projector, projector screen, leads, plug sockets, extension leads
- Photocopying, faxing, use of a computer, use of a telephone
- Signage - at reception, on the meeting room door?
- A reception desk (as a hotel would)
- An area where registration can take place
- Toilets (let’s hope so, but you can’t assume)
- Guidance in the event of a fire alarm or other emergency (if not you will need to make sure someone is up to speed on this).
- Project template user guide (PDF)
- Small 1 day meeting or workshop (Word) - notes on the project
- Small-Event (Microsoft Project Document)
- Small-Event-PDF (PDF)
- Small-Event (Excel)
- Small-Event-MSP-version-2000-2003 (Microsoft Project 2000 - 2003)
- Small-Event-MSP-version-2010 (Microsoft Project 2010)
What is in the .zip file
The schedule and user guide are in a compressed .zip file. Once you have downloaded and 'unzipped' the file. You will see these docs:Using this template with Microsoft Project online
These templates work with Microsoft Project's cloud solution - Project Online. Simply click New project and select Import.Tailoring your template for your project
Warning - you need to tailor these plans to your project. The user guide in the zip file with your plan, explains how to add, remove and edit tasks and takes you through the things you need to check step-by-step.Download your plan
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List of tasks
| 1 day meeting or workshop (20 - 30 delegates) |
| Start up |
| Event Brief written (includes prospective presenters, and event date) |
| Project Brief signed off |
| Authorisation to proceed into Initiation |
| Initiation |
| Event Sponsor writes presenter invite email with event brief |
| Send out feelers to possible presenters (if internal check diaries of presenters) |
| Check for other corporate events on event date, send out feelers to venues re availability |
| Event specification |
| Objectives |
| Event specification (suggested presenters, draft agenda, room layout, numbers, accommodation, catering etc) |
| Event Communication Plan |
| Event Roles and Responsibilities |
| Event specification signed-off |
| Event project plan written |
| Event project plan signed off |
| Resources booked (Event Coordinator and Admin support for the day, if not event coordinator) |
| Set up Event Email address |
| Create registration form template for online and paper version |
| Implementation/delivery |
| Venue procurement |
| Venues selected from preferred list |
| Event specification sent to venues |
| Quotes received from venues |
| Venues shortlisted |
| Venue selected |
| Purchase Orders completed and submitted to suppliers |
| AV provider procurement |
| Suppliers identified |
| Suppliers sent product specifications and key delivery dates |
| Quotes received from suppliers |
| Suppliers shortlisted |
| Suppliers selected |
| Purchase Orders completed and submitted to suppliers |
| Presenters identified (internal and some external) |
| All presenters identified (including Chair) |
| Presenters sent event brief |
| Availability received from presenters (assume no fees) |
| Presenters confirmed |
| Meeting details sent to presenters along with request for AV and dietary requirements |
| Delegate management & Event scheduling |
| Check online registration process |
| Prepare/check Acknowledgement & Acceptance emails |
| Issue invites to email lists |
| Monitor registrations, enter fax and paper requests |
| Registration deadline |
| Send out 'last chance' email and update message on website |
| Monitor registrations, enter fax and paper requests |
| Update venue on predicted numbers |
| Finalise agenda |
| Review draft agenda and finalise |
| Post final agenda to website |
| Update venue on agenda confirm |
| Check on travel sites for any delays/planned works if necessary include details in final info for speakers and delegates |
| Send any final information to delegates as required |
| Finalise AV requirements |
| Complete AV schedule |
| Confirm agenda and support with AV company |
| Presentations prepared |
| Slides written |
| Slides to Event Sponsor for review |
| Review slides |
| Amends to slides |
| Slides to Event Coordinator |
| Collate slides onto data key and laptop |
| Review complete slides, check animations, video and spelling |
| Send whole deck to Event Sponsor as back up |
| Event pack |
| Order badges & folders |
| Order pens and Event stationary |
| Create evaluation sheet |
| Collate info for packs - poster, handouts, slide printouts, pre-reading |
| Send instructions, print numbers and materials to collation house |
| Printing and collation |
| Courier packs to venue |
| Final preparation (day before) |
| Check delivery of Event packs |
| Update delegate list and send to sponsor & Event support |
| Call venue check contact details for day and timings |
| Call AV company and check name of tech support on day and arrival time |
| On the day before delegate arrival |
| Event start |
| Check Event packs |
| Set up registrations |
| Set up AV |
| Set up laptop and presentation, check slides and slide transition |
| Check signage |
| Meet venue Event manager, check timings, fire drills etc. |
| Check tea and coffee ready (have a cup of tea) |
| Welcome presenters and delegates |
| Start the day! |
| At end of the day |
| Collect evaluations |
| Collect any left stationary and confidential items |
| Check for lost items |
| Close |
| Collate evaluations |
| Pay invoices |
| Review expenditure against budget |
| Check on progress of write up and reviews |
| Write Event report |
| Post project review meeting |
| Write lesson learned report |