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    Northern Virginia Savage Worlds Gathering

    Project Plan

    3 February 2013

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    Action Author Date

    Created Guild Barber 02/08/13

    Modified Guild Barber 02/21/13

    Modified Guild Barber 04/26/13

    Modified Guild Barber 05/07/13

    Modified Guild Barber 5/13/13

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    Table of Contents

    1. Project Preliminary Scope ............................................................................. 32. Task List ...................................................................................................... 53. Dependencies .............................................................................................. 84. Procurement Plan .. 85. Work Breakdown Structure .. 96. Resource and Cost Estimates ..... 117. Schedule Milestones .. 138. Quality Management Plan . 139. Risk Plan 1410. Communication Plan . 1411. Project Execution Plan .. 1712. Monitoring and Controlling Plan .. 1713. Closeout Checklist . 18

    14. Signatures .. 19

    1 Project Preliminary Scope

    Objectives:This project will handle the event planning required to gather role-players together with

    fellow role-players, vendors, designers, artists, game-masters, and role-playing celebrities toprovide a service to the role-playing game community, role-playing game sellers:

    Driver: The event must be attended at least a thousand people.Restriction: The event must raise more than it spends.

    Constraints:1. The convention will achieve a significant level of buy-in from the gaming community,

    vendors, and celebrities.2. The convention will achieve enough acclaim to justify another convention next year.

    Assumptions: The project can be completed in 5 months.

    While the main theme is centered on the Savage Worlds gaming system, many other RPG

    vendors will be interested in getting involved in the process. The majority of the costs of the Convention will be defrayed by the support of the RPG

    vendors.

    There will be enough interest by the community to provide significant volunteer manpowerto handle the personnel needs of the convention.

    The project can raise the $50000 operating costs needed to execute the convention.

    To reduce overhead, project participants will work from home.

    Project Requirements: The Convention will need a Venue.

    The Convention will need all of the proper Permits and Insurance.

    The Convention will need Celebrity Guests, Artist, and Dealers

    The Convention must have appropriate printed materials.

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    The Convention will need Employees and Volunteers for pre and during Event activities.

    Ensure Refreshments Are Available

    Money and budget will need to be handled to ensure no overages occur.

    A small table of Gathering paraphernalia will be sold at the ticket booths.

    Project Organization:

    Role Name

    Project Customer Northern Virginia Gaming Alliance

    Project Sponsor Chuck Olafson

    Approvers Sarah Binderman, Francine Kriggs, Naomi Rells

    Project Manager Guild Barber

    Subject Matter Experts Greg Daleson, Regina KrontLegal Ludis Valencia

    Consultants Janet Forlance, Roger Penrose

    Deliverables: Celebrity Guest Contracts.

    Celebrity Guest Flight Reservations.

    Celebrity Guest Accommodation and Car Rental Reservations.

    Artist Agreements.

    Artist Room Layout and Placements.

    Vendor Agreements.

    Vendor Investments.

    Vendor Room Layout and Placements.

    Vendor Schedule.

    Rental Agreement on a Venue.

    All Civil Permits.

    Insurance Policy.

    Fliers and Advertisements.

    Volunteer Agreements and Information.

    Volunteer Schedule.

    Agreement with Refreshments Vendor.

    Stickers, T-Shirts and Other Paraphernalia.

    Early Risks: We may not be able to find enough volunteers to man the various stations about the event.

    We may not get enough investors to cover the operating costs.

    We may not be able to find a suitable venue for the date desired.

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    Authority and Accountability:Guild Barber is ultimately accountable for the Project. Below him will be two of the main teammembers; Greg Daleson, Regina Kront. Janet Forlance will report to Greg Daleson, and RogerPenrose will fall under the responsibility of Regina Kront. Ludis Valencia, the legal support willinteract mainly through Guild Barber.

    Cost Estimates: $50000 has been determined to be necessary for operating costs as determined by cost

    necessary for similar events.

    Scope Inclusions and Exclusions: In Scope:

    Venue acquisition

    Fliers and materials

    Guest Agreements

    Some guest travel expenses

    Dealer contracts

    Civil permits

    Insurance contract

    Refreshment vendor contract

    List of volunteers and contact information

    Training Materials for volunteers

    Out of Scope: Venue cleanup

    2 Task List

    1.0 Start1.1 Research Guests

    1.1.1 Research celebrities from the genre and/or similar genres to produce a draw

    for Attendees. (CC: A list of at least 30 potential celebrity guests to contact with contactinformation.)1.1.2 Sort celebrities into from most interesting to attendees to least. (CC: List isordered in desirable order.)1.1.3 Contact celebrities in the order of interest and get a verbal agreement to

    attend. (CC: Three celebrities from the list have agreed to attend the event.)1.1.4 Research genre artists related to Savage World products and other producers

    of art within the fantasy/science-fiction genre. (CC: A list of at least 30 potential guestartists to contact with contact information.)

    1.1.5 Contact artists and inform them of the event and offer them the ability toreserve tables within the Art Room in which they might display their work. (CC: Each of

    the artists has been contacted in some way.)1.2 Research Venues

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    1.2.1 Research possible convention venues that can host up to 2000 attendees.(CC: A list of at least 10 possible venues catering to up to 2000 attendees has been createdincluding contact information.)

    1.2.2 Inspect the various locations personally to ensure they meet all needs anddesires. (CC: A tour has been made of each venue to assess the accommodations fordesirability.)

    1.3 Research Dealers1.3.1 Research the various role-playing game producers. (CC: A list of at least 30

    potential role-playing game companies to contact and their contact information.)1.3.2 Sort the game companies based on their proximity to the core Savage Worlds

    system with Pinnacle Games at the top. (CC: List is ordered in desirable order withPinnacle Entertainment at the top.)

    1.3.3 Contact game companies in the order of interest and inform them of the event.(CC: Each of the companies has been contacted in some way and apprised of the event andits relevancy to their products.)

    1.3.4 Get a verbal agreement to attend. (Reduce List to those who have given averbal interest.)

    1.4 Research Permits. (CC: A conversation has been had with a civil representative and a listof necessary permits for the event has been created.)

    1.5 Research Insurance. (CC: A conversation has been had with a civil representative and alist of necessary permits for the event has been created.)

    1.6 Research Food Vendor. (CC: A list of at least 8 food vendors has been produced withcontact information.)

    2.0 Acquire Agreements2.1 Acquire Celebrity Guest Agreements

    2.1.1 Negotiate compensation to celebrity attendees. (CC: At least some attempt atreducing guest costs has been made for each selected guest.)2.1.2 Sign agreement contracts. (CC: Our legal adviser has signed contracts witheach of the celebrity guests.)

    2.2 Acquire Artist Agreements. (CC: At least 10 genre artists have agreed to attend.)2.3 Acquire Dealer Agreements

    2.3.1 Negotiate the amount of compensation each company is willing to investcelebrity attendees. (CC: Attending dealers have provided a promise to finance some portionof the event costs.)

    2.3.2 Sign agreement contracts. (CC: Our legal adviser has a contract in hand foreach attending company.)

    2.3.3 Acquire investment money upfront; it is needed for most operating costs.(CC: Investment money has been deposited into the event's account.)

    2.4 Acquire Venue Agreement. (CC: A signed contract with the venue has been produced.)2.5 Acquire Food Vendor Agreement.

    2.5.1 Contact vendors and reach an agreement. (CC: An agreement has been madewith the most desirable vendor.)

    2.5.2 Sign Contract (CC: Our legal adviser has the signed contract in hispossession.)

    3.0 Design Materials3.1 Design Fliers and Advertisements

    3.1.1. Design or commission several art products to represent the spirit of theNorthern Virginia Savage Worlds Gathering. (CC: At least 5 different art designs /

    pictures have been acquired with the rights for use in advertising the event.)3.1.2. Research availability and pricing of getting advertisements, schedules,

    badges, stickers and fliers printed up using the gathering's art products. (CC: A list

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    of prices for the production of each type of item has been produced to choose the 5best companies to handle this order.)

    3.1.3.3.2 Design Badges. (CC: At least 3 different project related art designs have been identified

    to be printed on badges.)3.3 Design Paraphernalia. (CC: A list of prices for the production of each type of item has

    been produced to choose the 5 most lucrative)4.0 Obtain Permits and Insurance. (CC: all identified permits and signed insurance contract

    are held by PM.)5.0 Advertise for Volunteers. (CC: All genre and cross-genre locations have had an

    advertisement posted in it unless the proprietor has specifically forbidden it. Advertisinghas been taken out in local event newspapers or on genre related web-sites.)

    6.0 Create Schedules6.1 Create Event Schedule. (CC: A schedule of each event has been laid out for each

    room.)6.2 Create Volunteer Schedule. (CC: Each identified Volunteer position has been scheduled

    with post changes throughout the event day.)

    7.0 Plan Room Layouts. (CC: Maps of both Art and Dealer Rooms has been divided intoBooths and assigned numbers. All Artists and Dealers have been assigned to a Booth)

    8.0 Order Materials8.0.1 Research availability and pricing of getting advertisements, schedules,

    badges, stickers and fliers printed up using the gathering's art products. (CC: A list ofprices for the production of each type of item has been produced to choose the 5 bestcompanies to handle this order.)8.0.2 Place an order with the company selected for the determined materials. (CC:Project Manager has an Order for the supplies marked for delivery at least 2 weeks inadvance of the event.)

    9.0 Acquire Travel Tickets and Reservations. (CC: Air fares, hotel accommodations, andvehicle rental reservations have been found and purchased for each of the celebrity guestthat has this service in their contract)

    10.0 Disseminate Travel Resources and Booth Assignments. (CC: All travelarrangements/materials and booth assignments have been communicated to the guests.)

    11.0 Acquire Materials. (CC: All ordered materials have been delivered at least 2 weeksbefore the event happens.)

    12.0 Prepare Venue. (CC: The day before the event, all materials have been delivered, allbooths have been laid out and registration/paraphernalia table have been set up.)

    13.0 Host Event13.0.1 Greet the guests the day of the event and show them where all the significant sites are that

    they must be aware of. (CC: Celebrity guests agree that they are familiar with their surroundingsand know where they are supposed to be.)13.0.1. Address volunteers and review schedule. (CC: All volunteers agree that they

    know where and when they are assigned to be.)14.0 Complete

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    3 Dependencies

    3.1 Finish To Start : None of the Agreement tasks can proceed before their RelatedResearch tasks are complete; i.e. the research for Celebrity Guests must be done before

    Agreements with Celebrity guests can start.3.2 Finish To Start : The Ordering of paraphernalia, schedules, and badges cannot begin

    until the design of materials has been completed.

    4 Procurement Plan

    Resource Source Plan

    Project Team Internal Project Team Members are voluntary insiders withan interest in the execution and success of theevent. Project Team Members at 100% areexpected to place at least 1 hour of time dedicatedto the advancement of their assignments. Exceptfor the day of and the day preceding the event,where 8 hour shifts will be expected of members in

    preparation and execution of the event.

    Legal Representation External An agreement has been given by the office of Ludis Valencia to provide legal handling ofcontracts and permits at his normal hourly rate.

    Guests External Guests come in several flavors;

    Celebrity guests: are used to draw attendees bytheir fame within the gaming community or relatedgenres. Celebrity guests will be contacted duringthe early tasks of the project and agreements will

    be made with those that show an interest and arewilling to attend, and willing to participate in Q&Aand Signing sessions during the event. Travel andHousing resources will be supplied to celebrityguests.Artist Guests: The genre is supported by a numberof artists involved in the production of the

    products. As a networking exercise, artists oftenattend such conventions to sell their art and tomake contacts with Dealers that might like to usetheir services in their products. As such, artists

    participation is entirely voluntary. The onlyservices we will provide to artists beyond makinginviting them to the event will be to provideassigned booth space and schedules within the ArtRoom.Dealers: Dealers are the bread and butter of theevent. The producers of RPGs (Dealers) sell

    products. The attendees of the convention are bothpast, present and possibly future customers of theDealers and as such it is expected that the Dealers

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    will have enough of a vested interest in the eventthat they will be willing to shoulder the costs of theevent. Since it is a Savage Worlds convention,Dealers of Savage Worlds specific products will becontacted first and given preferential treatment,with the original Savage Worlds producer, Pinnacle

    entertainment, at the top of that list. All Dealersmust agree to a certain amount of support to

    participate in the event.

    Volunteers External To defray the costs day-of-event employment, theability to volunteer for event shifts will beadvertised around all to all the local genre related

    businesses and periodicals as well as on genrerelated websites. We are expecting enough peoplewill have enough of an interest in the event and thethrill of participation in the event that all necessaryshifts will be covered.

    Tickets, Schedules,Advertisements

    External All of the material goods necessary for theadvertisement and information provision of theevent will be shopped around as several of thetasks of the project. The company with the bestreputation to price ration will be engaged to

    produce these materials.

    Venue External The venue to be used for the first event will beheavily shopped around for. If it turns out to besufficient to our needs, for the sake of continuity,exceeding years will be held in the same placeunless enough bad feedback or attendance requiresus to relocate

    Insurance External The insurance policy necessary to handle eventneeds will be shopped for during the early tasks ofthe event planning.

    Permits External The permits necessary to handle event needs willbe reviewed and acquired during the early tasks ofthe event planning.

    Guest Travel Resources External When celebrity guests contracts have beenfinalized, travel resources (airline flights, carrentals, etc.) will be acquired by monies donated

    by Dealers. Quality of resources will bedetermined by the agreements made between thecelebrity and the project organization, as well afew unspoken niceties to keep the celebritiesfavorable to us.

    5 Work Breakdown Structure

    1.0 Start1.1 Research Guests1.2 Research Venues

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    1.3 Research Dealers1.4 Research Permits1.5 Research Insurance1.6 Research Food Vendor2.0 Acquire Agreements2.1 Acquire Celebrity Guest Agreements

    2.2 Acquire Artist Agreements2.3 Acquire Dealer Agreements2.4 Acquire Venue Agreement2.5 Acquire Food Vendor Agreement3.0 Design Materials3.1 Design Fliers and Advertisements3.2 Design Badges3.3 Design Paraphernalia4.0 Obtain Permits and Insurance5.0 Advertise for Volunteers6.0 Create Schedules

    6.1 Create Event Schedule6.2 Create Volunteer Schedule7.0 Plan Room Layout8.0 Order Materials9.0 Acquire Travel Tickets and Reservations10.0 Disseminate Travel Resources and Room Layout Assignments11.0 Acquire Materials12.0 Prepare Venue13.0 Host Event14.0 Complete

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    6 Resource and Cost Estimates

    WBS Task Name Resource Names Cost Duration

    1Start Savage Worlds

    Gathering

    $10,400.00 110 days

    1.1 Research Guests $0.00 22 days

    1.1.1 Research celebrities Regina Kront $0.00 10 days

    1.1.3 Sort Celebrities Regina Kront $0.00 1 day

    1.1.4 Contact celebrities Regina Kront $0.00 3 days

    1.1.5 Research genre artists Regina Kront $0.00 5 days

    1.1.6 Contact Artists Regina Kront $0.00 3 days

    1.2 Research Venues $0.00 20 days

    1.2.1 Research Venues Janet Forlance $0.00 10 days

    1.2.2 Inspect Locations Janet Forlance $0.00 10 days

    1.3 Research Dealers $0.00 15 days

    1.3.1Research Various

    RPG Producing VendorsGreg Daleson $0.00 10 days

    1.3.2 Sort Vendors Greg Daleson $0.00 1 day

    1.3.3 Contact Vendors Greg Daleson $0.00 3 days

    1.3.4 Get Verbal Agreement Greg Daleson $0.00 1 day?

    1.4 Research Permits Ludis Valencia $5,200.00 5 days

    1.5 Research Insurance Ludis Valencia $5,200.00 5 days1.6 Research Food Vendor Greg Daleson $0.00 5 days

    1.7 Research Complete $0.00 0 days

    2 Acquire Agreements $6,240.00 16 days

    2.1 Acquire CelebrityGuest Agreements

    $3,120.00 8 days

    2.1.1Negotiate

    CompensationRegina Kront $0.00 5 days

    2.1.2 Sign Contracts

    Regina

    Kront,LudisValencia

    $3,120.00 3 days

    2.2Acquire Artist

    AgreementsRegina Kront $0.00 5 days

    2.3 Acquire DealerAgreements

    $3,120.00 16 days?

    2.3.1Negotiate

    compensation paid bycompany

    Greg Daleson $0.00 5 days?

    2.3.2 Sign Contracts

    Greg

    Daleson,LudisValencia

    $3,120.00 3 days

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    2.3.3Acquire Dealer

    Investments$0.00 5 days

    2.4Acquire Vendor

    AgreementsGreg Daleson $0.00 1 day

    2.5Acquire Venue

    Agreement

    Janet Forlance $0.00 3 days

    2.6All Agreements

    Completed$0.00 0 days

    3 Design Materials $0.00 12 days

    3.1Design Fliers and

    Advertisements

    JanetForlance,ReginaKront

    $0.00 5 days

    3.2 Design BadgesJanetForlance,ReginaKront

    $0.00 2 days

    3.3 Design ParaphernaliaJanetForlance,ReginaKront

    $0.00 5 days

    3.4 Materials Designed $0.00 0 days

    4Obtain Permits andInsurance

    Ludis Valencia $5,200.00 5 days

    5 Advertise For Volunteers

    GregDaleson,RogerPenrose,Advertisements[300 Fliers]

    $0.05 10 days

    6 Create Schedules $3.95 11 days

    6.1 Create Event Schedule

    RogerPenrose,LargePoster Board[1Boards]

    $3.95 3 days

    6.2Create Volunteer

    ScheduleRoger Penrose $0.00 3 days

    6.3 Scheduling Done $0.00 0 days

    7 Plan Room Layouts Greg Daleson $0.00 5 days

    8 Order Materials Janet Forlance $0.00 5 days

    9Acquire Travel Ticketsand Reservations

    ReginaKront,Airfare[$2,700.00],HotelRoom[$1,400.00],RentalCar[$900.00]

    $5,000.00 4 days

    10Disseminate TravelResources and BoothAssignments

    Regina Kront $0.00 1 day

    11 Acquire Materials JanetForlance,Advertise

    $7.20 12 days

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    ments[300Fliers],T-Shirts[200Shirts],Registration Badges[3,000Badges],Event

    Schedules[3,000Pamphlets]

    12 Prepare Venue

    JanetForlance,RogerPenrose,GregDaleson,ReginaKront,GuildBarber

    $0.00 1 day

    13 Host Event

    Greg

    Daleson,Guild

    Barber,JanetForlance,Regina

    Kront,Roger

    Penrose

    $0.00 1 day

    13.1Greet Volunteers and

    Breif them.$0.00 1 hr

    13.2Greet Guests and Breif

    Them$0.00 1 hr

    13.3 Complete $0.00 0 days

    7 Schedule Milestones

    6.1 Research Complete 5/14/2013

    6.2 All Agreements Completed 5/31/2013

    6.3 Materials Designed 6/18/2013

    6.4 Scheduling Done 7/23/2013

    6.5 Complete 8/21/2013

    8 Quality Management Plan

    The project will follow the standard of its industry, i.e. EV9000, Quality Event ManagementStandards rev. 5. All the best recommendations as far as suitable venue selection, to includeverification if adequate space, health permits, safety inspections, etc, will be met.

    The customers investments will be maximized by shopping around for the best ratios of price andquality but review a number of different venues, insurance handlers, print shops, food vending andtravel expenses.

    All legal requirements will be reviewed and checked for completeness by the legal offices of LudisValencia.

    The food vendor will be checked for current licenses and health permits.

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    Before any print orders will be completed all demo material provided by the printer will reviewedby the full team and checked for errors and quality.

    The project manager will regularly revue progress of tasks and make certain they are living up tothe standards identified.

    9 Risk Plan

    Number Originator Open Date Risk Description Probability Impact Respond?

    1 ReginaKront

    4/26/13 There will not be enoughvolunteers to cover allwork positions on the dayof the event.

    4 4 Mitigate;Makecertain wehave anagreementwith alocal temp

    agency

    2 JanetForlance

    4/26/13 There will not be enoughDealers interested in thisevent to fund the event.

    3 4 Mitigate;We arestill underour costs,so there issome lee-way if wedo notaquire the

    full$50000 inDealerfunding.

    3 JanetForlance

    4/26/13 One or more of theCelebrity Guests does notshow up.

    3 3 Mitigate;If we haveanywarning,we willkeep a listofemergencycelebritieswilling towork onshortnotice.

    4

    5

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    10 Communication Plan

    Who When Why What How

    Project Customer All Phases Have Confidencewe will deliver

    Phase Completedon time, all is well.

    Regular StatusReport and face toface every two

    weeks

    All Events Major Milestonesare all on track

    Milestone iscompleted, all iswell

    Milestone email.

    Project Sponsor All Phases Have confidencewe will deliverand make themlook good

    Phase Completedon time, all is well.

    Regular StatusReport

    All Events Major Milestonesare all on track

    Milestone iscompleted, all iswell

    Milestone email.

    Approvers Feasibility Must be aware of Project Scope tosign off.

    ProvideRequirements.Provide who has

    been involved.Describe the

    process

    Emails andmeeting to signRequirements.

    RequirementsSign-off

    Their work onrequirements iscompleted

    Requirementscompleted. Whohas signed off?

    Meeting to signRequirements.

    Customers

    Volunteers Construction Need to know theevent is happeningin order tovolunteer

    Event ishappening.Information aboutevent. Pleasevolunteer?

    Adverts, forumposts and webpagemessages.

    Deployment Need to beknowledgeable ofexpectations dayof event

    Volunteerschedule.

    Emails to allvolunteers, andschedules on eventday

    Dealers Construction Need to know theevent is happeningin order to

    promiseattendance

    Event ishappening.Information aboutevent. Pleaseattend andsponsor?

    PhoneConversations andReminder Emails

    Deployment Need to beknowledgeable ofexpectations day

    Dealer scheduleand boothlocations.

    PhoneConversations andReminder Emails

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    of event

    Celebrities Construction Need to know theevent is happeningin order to

    promiseattendance

    Event ishappening.Information aboutevent. Pleaseattend?

    PhoneConversations andReminder Emails

    Deployment Need to beknowledgeable ofexpectations dayof event

    Celebrity scheduleand eventassignments.

    PhoneConversations andReminder Emails

    Artists Construction Need to know theevent is happeningin order to

    promiseattendance

    Event ishappening.Information aboutevent. Pleaseattend?

    PhoneConversations andReminder Emails

    Deployment Need to beknowledgeable ofexpectations dayof event

    Artist scheduleand boothlocations.

    PhoneConversations andReminder Emails

    Attendees Construction Need to know theevent is happeningin order to

    promiseattendance

    Event ishappening.Information aboutevent. Pleaseattend?

    Adverts, forumposts and webpagemessages.

    Deployment Need to be

    knowledgeable ofday of event

    Event schedule

    and eventlocations.

    Emails to all

    registrants, andschedules on eventday

    Project Team

    Subject MatterExperts

    Design Need tounderstand what is

    being achievedand provide

    advisement onexperiences withtasks.

    Project Plan andcommunicationinfo

    Emails andMeetings duringDesign phase.

    Legal Construction Must constructlegal agreements,observe signaturesand filedocuments.

    All legalagreementsneeding signaturesand filing.

    Signature EventEmail.

    Consultants All Phases Need consistentmessage of what is

    Regular Status Regular StatusReport

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    happening

    All Events Need consistentmessage of what ishappening

    Milestone iscompleted, all iswell

    Milestone email.

    11 Project Execution Plan

    The project during the execution phase will cover all of the relevant project execution tasks.

    The WBS will be reviewed and updated daily for updates and problems.

    Staff Meetings will be held weekly, and all of the task performance and risks will be

    reviewed.

    The PM will report status reports as per the communication plan.

    Risks will be reviewed by their responsible parties and watch will be kept on all risk

    triggers. If a Response needs to be executed, it will be done.

    When it is time to prepare for the event, all of the volunteers will be contacted to ensure

    they are still planning to arrive and to make certain they know when and where to gather

    and how to dress. The PM and the Consultants will review the standards for running a convention of this

    type and size and ensure that they are performing the most important standards ifpossible.

    On the morning of the event. All Volunteers and temporary employees will attend a

    training session reviewing what is expected of them.

    All tasks assigned to the PM will be executed at the first viable time-frame.

    If any of the employees become unavailable, the PM will ensure a replacement is

    available as soon as possible.

    The Communication Plan will be reviewed weekly, and the PM will note any and all

    relevant communication approaching to ensure they are executed.

    At each milestone, the PM and the Consultants will review all products produced during

    that milestone for completeness and quality.

    A list of Change Requests shall be kept and reviewed by a CCB on a monthly basis. If

    Changes are agreed to, the schedule will be altered to include the changes.

    A Lessons Learned document will be made available for the entire team to add feedback

    to in the Project Shared Cloud collaboration space.

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    12 Monitoring and Controlling Plan

    Any tasks that do not meet their estimates for Cost and Time will have Variance Analysis

    performed to determine if they will hurt the critical path.

    All risks will be reviewed in the weekly status meetings. Anyone responsible for a risk will

    be asked if they had check to see if any alarms had been triggered, or if they had thought of

    any new alarms that could be monitored.

    If a response is handled, the risk will be reviewed to see if there are any other effects of the

    risk that might affect the project.

    New risks will be reviewed in the status meeting and a monitor for the risk will be assigned.

    13 Closeout Checklist

    Review Checklist

    Number Issue Responsible Target CloseDate

    Actual CloseDate

    Status

    1 Methods andProcedures

    Guild Barber 8/19/13 8/20/13 Complete

    2 Training Greg Daleson 8/20/13 8/20/13 Complete

    3 8/15/13 8/15/13 Complete

    4 Compliance Regina Kront 8/15/13 8/15/13 Complete

    5 Notification Guild Barber 8/20/13 8/20/13 Complete

    6 OperationalStaffing

    Regina Kront 8/13/13 8/12/13 Complete

    Scope Verification

    Scope Signature

    Venue acquisition

    Fliers and materials

    Guest Agreements

    Some guest travel expenses

    Dealer contracts

    Civil permits

    Insurance contract

    Refreshment vendor contract

    List of volunteers and contact information

    Training Materials for volunteers

    Lessons Learned

    What Worked Right? What Needs Improvement?

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    14 Signatures

    Role Name Signature

    Project Customer Belon Fantoma

    Project Sponsor Chuck Olafson

    Approvers Sarah Binderman

    Francine Kriggs

    Naomi Rells

    Project Manager Guild Barber