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
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detail snapshot of a project plan for a workshop or one day event

About this 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

Does the venue provide as standard?
  • 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).
  • 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:
    • 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)

    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.

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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
          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 
             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
          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
          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