final complete binder

KANOE, A SUBSIDIARY OF KAYAK

MIKE HEATH

TRACY BAKER

KATHERINE POPEJOY

JODY TAYLOR

ERVIN XHENETI

TED LOZANO

The Big Travel ExpoSan Diego

March 16-20, 2016

1

KANOE, A Subsidiary of KAYAK

TABLE OF CONTENTS

Project Charter ..............................................................................................................................3

Scope Statement .............................................................................................................................7

Work Breakdown Structure .......................................................................................................17

RACI document ...........................................................................................................................19

MS Project Schedule ....................................................................................................................20

Risk Management Plan................................................................................................................23

Procurement Plan ........................................................................................................................34

Meeting Agendas ..........................................................................................................................40

Meeting Minutes...........................................................................................................................58

Presentation Slides .......................................................................................................................84

2

KANOE, a Subsidiary of KAYAK

Project Charter 1

THE BIG TRAVEL EXPO PROJECT CHARTER

(1) Project Title The Big Travel Expo

(2) Project Sponsor Edwina McKinney, VP Business Development

(3) Business Project Manager Ted Lozano

(4) Technical Project Manager Tracy Baker

(5) Start Date July 8, 2015 (6) End Date March 15, 2016

(7) Primary Submitting Organization KANOE, a Subsidiary of KAYAK

(8) Document Date July 28, 2015

Business Justification and Objectives

(9) Business Need

To host a five-day travel industry trade show to share products and information with our business partners and the travel consumer regarding the latest trends, upcoming industry changes, and industry-related news. (10) Project Summary and Business Objectives

With this event, we can fill a need in the travel industry to educate and invigorate the consumer on the latest travel trends. Additionally, we can strengthen our parent company brand, build loyalty, increase sales, and generate referrals, which can lead to innovation, new business opportunities, and solidify important partnerships in the travel industry. From this event’s lessons learned, we plan to host future travel events on a semi-annual basis. (11) Potential Alternatives

• Hire an event planning company to organize trade show instead of doing the logistics internally. • Partner with another travel company and sponsor the event together.

Project Information

(12) Anticipated Funding Source& Basis for Estimate

This event will be self –supporting and profit generating. Vendor booth fees, consumer entry fee, and sponsorship and promotional opportunities will finance the event. Since this funding will not be realized until the event is concluded, initial funding will be provided by the parent company, KAYAK.

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Project Charter 2

(13) Investment Summary

Type of Cost CostEstimateRange

A) One-Time Costs Lower Upper

1. Venue $ 50,000 $ 100,000

2. Rentals $ 10,000 $ 100,000

3. Marketing $ 10,000 $ 50,000

4. Event Staff $ 10,000 $ 50,000

5. Insurance $ 2,000 $ 3,000

6. Entertainment $ 5,000 $ 10,000

Total One-Time Project Costs $ 87,000 $ 313,000

B) Annual / Ongoing Costs

1. Ticket Provider $ 460 $ 795

2. Software, Electronics, Equipment $ 5,000 $ 50,000

Total Ongoing Project Costs $ 5,460 $ 50,795

(14a) Project Risk Tolerance

A) Risk Tolerance (1-10) A rating of 1 indicates the organization is willing to tolerate very little risk in reaching the project goal A rating of 10 indicates the organization is willing to tolerate significant risk in reaching the project goal

Organizational Project Goals Risk Limit

Cost 3

Schedule 1

Scope 7

Quality 3

B) List any specific priorities for cost, schedule, or scope elements: • Schedule – the event datesare non-negotiable once the venue has been booked. • Quality – since this is our first event, and we are representing our parent company, KAYAK, we must

deliver a professional, high-quality product. • Cost – the risk of going over budget is high since this is our first event. KAYAK is willing to tolerate this

risk to ensure the schedule and quality.

C) List any specific risks that must be avoided in the execution of the project: • Avoid having event date near any other travel shows that might be coming to San Diego • Avoid having event date on the same day as other major events in San Diego

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Project Charter 3

(14b) Project Risk Level

A) Risk Scale (1 = lowest risk, 10 = highest risk)

Risk Risk Scale (1-10)

Risk Level (High, Medium, Low, N/A)

Go over budget 8 High

Don’t sell all available booth space 4 Medium

Sell fewer than 3,000 tickets 6 Medium

Issue with venue 2 Low

Event cancellation 1 Low

Fraudulent tickets 2 Low

Stolen property 3 Low

Dangerous or unsafe exhibits 3 Low

Technical issues 4 Medium

Reach maximum ticket sales 3 Low

Sell all booth spaces 3 Low

B) Reasons for Risk if other than Low

• Do not sell all available booth space – Med Risk – Vendors are unfamiliar with our business name • Sell fewer than 3,000 tickets – Med Risk – Public unfamiliar with our business, already other travel shows in

San Diego • Technical issues – Med Risk – Mobile technology will be used, may have poor power/internet connections

C) High-level Risks

• Go over budget – High Risk – This is KANOE’s first trade show, so there may be hidden costs.

D) Risk Management

• Go over budget – generate more revenue by selling more booths/tickets, increase marketing, contact potential sponsors, sell more promotional items (ads, gear, etc.)

• Don’t sell all available booth space – increase marketing and research, reduce booth cost, provide opportunities for companies to be “charter vendors”

• Sell fewer than 3,000 tickets – offer tickets on Groupon, do radio and television giveaways, offer door prizes. Secure high-profile keynote speakers to generate interest

• Technical issues – have back-up equipment and power on site, hire technical support for event, have paper documentation of ticket sales available if scanners go down

5


Project Charter 4

(15) Project Schedule and Work Description

A) Activity / Milestone / Event B) Duration C) Deliverables

Project Planning 60 days Charter,Project Mgmt. Plan, Risk Mgmt. Plan, Procurement Plan

Procurement 60 days Contractor Agreements

Marketing 3 months Approved Print Materials and Media Ads

Facilities 6 months Venue Contract

Event Planning 6 months Final Program/Agenda, Schedule of Events, Staffing assignments

Registration 4 months Vendor List, Ticket Sale Reports, Exhibitor Packets

Project Closeout 60 days Lessons Learned

(16) Assumptions / Constraints / Dependencies

Assumptions: • Parent company will provide all budget needs • Hotel/Venue provides parking for all attendees • Peak travel season is April through September

Constraints: • Maximum of 100 vendor booths • Event must take place prior to peak travel season

Dependencies: • KAYAK will provide initial funding and assist in making contacts for booth vendors and event sponsors.

(17) Project Organization

Role Organization Name Project Sponsor KAYAK Edwina McKinney Business Project Manager KANOE Ted Lozano Technical Project Manager KANOE Tracy Baker Key Stakeholder/Steering Committee KAYAK Paul Morris Key Stakeholder/Steering Committee KAYAK Geri Wales Key Stakeholder/Steering Committee KAYAK Eve Babcock Key Stakeholder/Steering Committee KAYAK Shawn Hall

(18) Project Sponsor Sign-off

Name: Sign-off Date:

6


Project Scope Statement 1

Project

Scope Statement

Prepared by: KANOE, a Subsidiary of KAYAK

Date: March 16 – 20, 2016

Scope Statement Revision History

Rev. Rev. Date Description Prepared by

1 7/27/2015 First Draft Tracy Baker

2 7/28/2015 Second Revision Tracy Baker

3 8/8/2015 Third Revision Mike Heath

4 8/14/2015 Final Version Katherine Popejoy

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Table of Contents A. Executive Summary.......................................................................................... 3

B. Business Objectives......................................................................................... 3

C. Project Description ........................................................................................... 4

D. Project Approach .............................................................................................. 6

E. Project Estimates .............................................................................................. 6

F. Project Controls ................................................................................................ 7

G. Authorizations .................................................................................................. 9

H. Scope Statement Approval Form/Signatures ............................................... 10

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A. Executive Summary

KANOE, a Subsidiary of KAYAK, is a leader in the travel industry and is hosting a 5-day trade show, The Big Travel Expo. The trade show will take place on March 16 – 20, 2016. The trade show will be attended by 3,000 – 4,000 consumers of the general public. There will be 100 Vendor Booths. Educational seminars will be offered to attendees. This event will be financially self-supporting.

B. Business Objectives

KANOE is a newly formed subsidiary of the parent company, KAYAK. We were developed for the sole mission of planning and executing travel related trade shows.

Our primary business objective is to organize and host a 5-Day Travel Trade Show in San Diego, California on March 16 – 20, 2016.

With this event, we can fill a need in the travel industry to educate and invigorate the consumer on the latest travel trends.

Additionally, we can strengthen our parent company brand, build loyalty, increase sales, and generate referrals, which can lead to innovation, new business opportunities, and solidify important partnerships in the travel industry.

From the lessons learned from this event, we will host future travel events on a semi-annual basis.

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C. Project Description 1. Scope Includes:

Organizing and hosting a 5-Day travel show on March 16-20, 2016.

Does Not Include: Future trade shows, making profits for parent company.

2. Completion Criteria:All work to be completed by first day of Trade Show, March 16, 2016. Project to formally close-out within 60-days after event or before, May 20, 2016.

3. Risk Assessment:The projects most significant risk is the schedule as there is no slack on the deadline of March 16, 2016. The other primary risks are quality and cost. These two risks will be incurred by the parent company, KAYAK. If the event quality is not what is promised then the KAYAK brand will be tarnished. For cost, any budget overruns will need to be financed by KAYAK.

4. Constraints:1. Maximum of 100 vendor booths2. Event must take place prior to peak travel season

5. Dependency Linkages: Parent company, KAYAK, will provide all initial funding and assist in making contacts for booth vendors and event sponsors.

6. Impacts:Strengthen our parent company brand, build loyalty, increase sales, and generate referrals.

7. Measures of Project Success:1. Trade Show is produced on March 16-20, 2016.2. Trade Show is financially self-sustaining.3. 80 Vendor booths are sold (80%).4. 3,000 or more attendee from general public.

8. Assumptions:1. Parent company will provide all budget needs.2. Hotel/Venue will provide parking.3. Peak Travel Season is April through September

9. Critical Success Factors1. Parent company, KAYAK, provides funding2. 80% Vendor booths are sold3. Minimum of 3,000 attendees

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10. Roles and Project Stakeholders Roles

The following role definitions are being applied to the resources assigned to this project:

Project Sponsor Provides executive team approval and sponsorship for the project. Has budget ownership for the project and is the major stakeholder and recipient for the project deliverables.

Project Manager Provides overall management to the project. Accountable for establishing a Project Charter, developing and managing the work plan, securing appropriate resources and delegating the work and insuring successful completion of the project. All project team members report to the project manager. Handles all project administrative duties, interfaces to project sponsors and owners and has overall accountability for the project.

Steering committee Provide assistance in resolving issues that arise beyond the project manager’s jurisdiction. Monitor project progress and provide necessary tools and support when milestones are in jeopardy.

Stakeholders

Key provider of requirements and recipient of project deliverable and associated benefits. Deliverable will directly enhance the stakeholders’ business processes and environment. Majority of stakeholders for this project will be agency heads, CIO’s, and project management representatives.

Team Member Working project team member who analyzes, designs and ultimately improves or replaces the business processes. This includes collaborating with teams to develop high level process designs and models, understanding best practices for business processes and partnering with team members to identify appropriate opportunities, challenging the old rules of the business and stimulating creating thinking, and identifying organizational impact areas.

Stakeholders: • Project Sponsor • Project Manager • Project Team • Finance • Procurement Dpt. • Hotel Management • Marketing • Security • ThunderTix • Scheduler

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D. Project Approach

KAYAK, our parent company, will provide our financing and the critical business connections to initially launch and sell this trade show to our vendors. KANOE will plan, organize and execute the event. KANOE will contract with industry experts for marketing, booking talent, staffing, ticket sales to the general public, and providing security for the event.

E. Project Estimates

1. Estimated Schedule Key Project milestones relative to project start are as follows:

Project Milestones Target Date Project Start 07/08/15 Venue Procurement 10/01/15 Project Planning 09/08/15 Procurement 11/30/15 Marketing 03/16/16 Event Planning 01/15/16 Registration 02/30/16 Project Closeout 05/20/16 Project Completion 05/20/16

2. Resource Requirements – Team and Support Resources

The following personnel resources are required to complete this project:

Personnel Resource Types Quantity Event Staff 30 KANOE Staff 15 Marketing 5 Finance 2 Procurement 2 Scheduler 1 Security 10

Total Personnel Resources 65 3. Estimated Cost

Expense Original

Budget Current Budget

Spent to Date

Est. to Complete

Current Forecast

Variance

Venue $50,000 Rentals $75,000 Marketing $40,000 Event Staff $50,000 Security $30,000 Insurance $ 3,000 Entertainment $50,000 Outside Services $1,000 Software $20,000 Hardware $30,000

Total $349,000

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4. Checkpoint/ Funding Schedule

Expense Original Budget

Deposit Due Date

Checkpoint Date

Final Payment Date

Venue $50,000 10/01/15 01/15/16 02/01/16 Rentals $75,000 01/15/16 02/15/16 03/30/16 Marketing $40,000 10/01/15 12/01/15 03/30/16 Event Staff $50,000 N/A 02/01/15 03/30/16 Security $30,000 N/A 02/01/15 03/16/16 Insurance $ 3,000 09/30/15 12/01/15 04/15/16 Entertainment $50,000 10/01/15 12/01/15 03/30/16 Outside Services $1,000 09/30/15 09/01/15 03/30/16 Software $20,000 09/30/15 11/01/15 12/01/15 Hardware $30,000 09/30/15 02/01/15 03/30/15

Total $349,000

F. Project Controls 1. Steering Committee Meetings:

Steering Committee Meetings will occur monthly on the 15th of every month. If the 15th occurs on a weekend, the meeting will be scheduled for the following Monday.

2. Monthly Status Reports:

Status reports will include budget, risks, milestones, and any issues or concerns that may arise. Reports are due the 15th of every month to the key stakeholders.

3. Risk Management

Organizational Risk Tolerance (1-5)

A rating of 1 indicates the organization is willing to tolerate very little risk in reaching the project goal A rating of 10 indicates the organization is willing to tolerate significant risk in reaching the project goal

Organizational Project Goals Risk Limit

Cost 4

Schedule 1

Scope 4

Quality 2

Specific priorities for cost, schedule, or scope elements: • Schedule – the event dates are non-negotiable once the venue has been booked • Quality – Since this is our first event, and we are representing our parent company; KAYAK.com, we

must deliver a professional, high-quality product. • Cost – The risk of going over budget is high since this is our first event. KAYAK is willing to tolerate

this risk to ensure the schedule and quality.

Specific risks that must be avoided in the execution of the project: • Avoid having event date near any other travel shows that might be coming to San Diego • Avoid having event date on the same day as other major events in San Diego

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Project Risks and Risk Score(1 = lowest risk, 25 = highest risk)

Risk Risk Score (1-25)

Risk Level (High, Medium, Low, N/A)

Go over budget 8 High

Don’t sell 80% of booth space 12 Medium

Sell fewer than 3,000 tickets 10 Medium

Issue with venue 5 Low

Event cancellation 5 Low

Stolen property 6 Low

Dangerous or unsafe exhibits 8 Low

Technical issues 8 Medium

Reach maximum ticket sales 12 Low

Sell all booth spaces 12 Low

Reasons for Risk Score if other than Low

• Don’t sell all available booth space – Med Risk – Vendors will be unfamiliar with our product • Sell fewer than 3,000 tickets – Med Risk – Public unfamiliar with our business, already other travel

shows in San Diego • Technical issues – Med Risk – Mobile technology will be used, may have poor power/internet

connections

High-level Risks – How risk will impact the project

• Over budget – High Risk – This is KANOE’s first show, so there may be some hidden costs.

Risk Management – How we will address the documented risks

• Go over budget – Generate more revenue by selling more booths/tickets, increase marketing, contact potential sponsors, sell more promotional items (ads, gear, etc.)

• Don’t sell all available booth space – Increase marketing and research, reduce booth cost, provide opportunities for companies to be “charter vendors”

• Sell fewer than 3,000 tickets – Offer tickets on Groupon, do radio and television giveaways, offer door prizes. Secure high-profile keynote speakers to generate interest

• Technical issues – Have back-up equipment and power on site, hire technical support for event, have paper documentation of ticket sales available if scanners go down

4. Change Management:

All changes to Project Scope or approved Project Schedule will be approved by Project Sponsor and documented on the Change Log.

5. Communication Management :

All communication will follow the Communication Plan.

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G. Authorizations The Scope Statement will be approved by:

The Project Manager

The Project Lead

The Project Sponsor

Project Changes will be approved by:

The Project Lead

Project deliverables will be approved/accepted by:

The Project Lead

The Project Sponsor

The Key Stakeholders

Specific task responsibilities of project resources will be defined in the Project/work Plan.

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H. Scope Statement Approval Form/Signatures

Scope Statement Approval Form

Project Name: The Big Travel Expo

Project Manager:

The purpose of this document is to provide a vehicle for documenting the initial planning efforts for the project. It is used to reach a satisfactory level of mutual agreement between the project manager and the project sponsors on the objectives and scope of the project before significant resources are committed and expenses incurred.

I have reviewed the information contained in this Scope Statement and agree.

Name Signature Date

The signatures of the people above relay an understanding in the purpose and content of this document by those signing it. By signing this document you agree to this as the formal Project Scope Statement.

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Work Breakdown Structure 1

WBS for The Big Travel Expo 1 Big Travel Expo

1.1. Project Planning

1.1.1. Create Project Charter 1.1.1.1 Identify Goals 1.1.1.2 Identify Boundaries 1.1.1.3 Identify Deliverables 1.1.1.4 Set Budget

1.1.2. Write Project Scope Statement

1.1.3. Create WBS

1.1.4. Create Work Breakdown Structure

1.1.5. Create RACI document 1.1.6. Develop Risk Management Plan

1.1.6.1. Create Risk Register

1.1.7. Develop Project Procurement Plan

1.1.8. Create Communications Plan

1.1.9. Create Human Resources Plan

1.2. Procurement

1.2.1. Request for Bids for Venue

1.2.1.1. Select Venue

1.2.1.2. Sign contracts

1.2.2. Sign annual contract with ThunderTix

1.2.3. Sign contract with Marketing Firm

1.2.4. Sign contracts with Keynote Speakers

1.2.5. Request for Proposal for Security Agencies

1.2.5.1. Select Security agency

1.2.5.2. Sign contract agreement with Security Agency

1.3. Marketing

1.3.1. Identify Marketing Goals

1.3.2. Select Marketing Firm

1.3.3. Approve print materials

1.3.4. Approve website, social media, Radio, TV ads

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Work Breakdown Structure 2

1.3.5. Begin advertisements in all markets

1.4. Facilities

1.4.1. Research Venue Requirements

1.4.2. Schedule On-site visits

1.4.3. Select Venue

1.4.4. Booth Set-up

1.4.5. Booth Breakdown

1.4.5.1. Clean up

1.4.5.2. Final walk-through with Hotel Mgmt

1.5. Event Planning

1.5.1. Train Event Staff

1.5.2. Approve Schedule (This includes all speeches, workshops, and events)

1.5.3. Approve Floor Plans

1.5.4. Solicit Keynote Speakers

1.5.5. Approve Keynote Speakers

1.5.6. Security

1.5.6.1. Research Security agencies for event coverage

1.5.6.2. Select Security Agency

1.5.7. Receive supplies from ThunderTix

1.6. Registration

1.6.1. Open ticket sales to the public

1.6.2. Identify Major Sponsors

1.6.3. Approve Vendor Registration Packages

1.6.4. Distribute Vendor Registration Packages

1.6.5. Develop check-in process

1.6.6. Review and Approve check-in process

1.7. Project Closeout

1.7.1. Close all contracts

1.7.2. Balance Budget

1.7.3. Record Lessons Learned

1.7.4. Formally close out project

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Project PlanningPlan Project A R I C C C I C

MarketingDevelop Marketing Plan C A C C C R I

FacilitiesSelect Venue I A I C C C I R

Booth Set Up / Break Down I A C I I I R

Event PlanningApprove Event Schedule C A C I R I

Approve Floor Plan C A I I I I R

Approve Keynote Speakers C A R C I I I I I

ProcurementSign agreements with Contractors I A C R I C C C I

RegistrationRegister Vendors I A C I R I

Approve Check-in Process I A C C C R I

Project CloseoutBalance Budget I A I R C I I

Record Lessons Learned A R C C I

Formally Close Project A R I C I I I

KANOE RACI

Role

Project Deliverable(or Activity)

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ID Task Name Dur Start Finish Cost Pred Suc

0 Big Travel Expo 239 d Wed 7/8/15 Fri 6/10/16 $334,511.21

1 Start Project 0 d Wed 7/8/15 Wed 7/8/15 $0.00 3

2 Project Planning 58 d Wed 7/8/15 Fri 9/25/15 $15,241.21

3 Identify Goals 3 d Wed 7/8/15 Fri 7/10/15 $320.00 1 4SS,5SS,6SS

4 Identify Boundaries 4 d Wed 7/8/15 Mon 7/13/15 $320.00 3SS 7

5 Identify Deliverables 4 d Wed 7/8/15 Mon 7/13/15 $320.00 3SS 7

6 Set Budget 8 d Wed 7/8/15 Fri 7/17/15 $400.00 3SS 7

7 Create Project Charter 10 d Mon 7/20/15 Fri 7/31/15 $3,200.00 4,5,6 8,9

8 Write Project Scope Statement 10 d Mon 8/3/15 Fri 8/14/15 $1,600.00 7 16

9 Create WBS 10 d Mon 8/3/15 Fri 8/14/15 $1,600.00 7 10

10 Create RACI Document 2 d Mon 8/17/15 Tue 8/18/15 $640.00 9 11,12

11 Develop Project Procurement Plan 10 d Wed 8/19/15 Tue 9/1/15 $1,333.33 10 16

12 Create Communications Plan 10 d Wed 8/19/15 Tue 9/1/15 $1,454.55 10 13,14

13 Create Human Resources Plan 10 d Wed 9/2/15 Tue 9/15/15 $1,600.00 12 16

14 Develop Risk Management Plan 10 d Wed 9/2/15 Tue 9/15/15 $1,600.00 12 15

15 Create Risk Register 8 d Wed 9/16/15 Fri 9/25/15 $853.33 14 16

16 Planning Complete 0 d Fri 9/25/15 Fri 9/25/15 $0.00 15,8,13,11 27,18,28,30,32

17 Procure Venue 38 d Mon 9/28/15 Thu 11/19/15 $54,650.00

18 Research Venues 15 d Mon 9/28/15 Mon 10/19/15 $1,400.00 16 19

19 Request for Proposals for Venue 10 d Tue 10/20/15 Mon 11/2/15 $700.00 18 20

20 Research Venue Requirements 5 d Tue 11/3/15 Mon 11/9/15 $1,200.00 19 21,57

21 Schedule On‐site Visits 3 d Tue 11/10/15 Thu 11/12/15 $720.00 20 22

22 Select Venue 2 d Fri 11/13/15 Mon 11/16/15 $560.00 21 23

23 Sign Contract with Venue 3 d Tue 11/17/15 Thu 11/19/15 $50,070.00 22 24

24 Venue Procured 0 d Thu 11/19/15 Thu 11/19/15 $0.00 23 37,41

25 Event Planning 63 d Mon 9/28/15 Wed 12/30/15 $64,410.00

26 Procure Contractors 13 d Mon 9/28/15 Thu 10/15/15 $54,650.00

27 Sign Annual Contract with ThunderTix

3 d Mon 9/28/15 Wed 9/30/15 $870.00 16 34,61

28 Solicit Marketing Firm 10 d Mon 9/28/15 Fri 10/9/15 $1,400.00 16 29

7/8

Project Manager

Project Manager

Project Manager

Project Manager

Project Manager

9/25

Procurement Dept

Procurement Dept

Facilities Dept

Facilities Dept

Procurement Dept

Procurement Dept,Venue

11/19

Procurement Dept,ThunderTix[1]

M B E M B E M B E M B E M B E M B E M B E MJuly Septem NovembJanuaryMarch May July


20


29 Sign Contract with Marketing Firm

1 d Tue 10/13/15 Tue 10/13/15 $70.00 28 48,34

30 Solicit Keynote Speakers 10 d Mon 9/28/15 Fri 10/9/15 $1,400.00 16 31,42

31 Sign Contracts with Keynote Speakers

3 d Tue 10/13/15 Thu 10/15/15 $50,140.00 30 35

32 Solicit Temp Agency for Event Staff

5 d Mon 9/28/15 Fri 10/2/15 $700.00 16 33

33 Sign Contract with Temp Agency 1 d Mon 10/5/15 Mon 10/5/15 $70.00 32 34

34 Contractors Procured 0 d Tue 10/13/15 Tue 10/13/15 $0.00 27,29,33 39

35 Develop Event Schedule 30 d Fri 10/16/15 Mon 11/30/15 $7,200.00 31 36

36 Approve Event Schedule 5 d Tue 12/1/15 Mon 12/7/15 $160.00 35 39

37 Design Floor Plans 20 d Fri 11/20/15 Mon 12/21/15 $1,200.00 24 38

38 Approve Floor Plans 5 d Tue 12/22/15 Wed 12/30/15 $1,200.00 37 39

39 Event Planning Complete 0 d Wed 12/30/15 Wed 12/30/15 $0.00 38,34,36 66

40 Registration 85 d Tue 10/13/15 Wed 2/17/16 $20,670.00

41 Open ticket sales to the public 1 d Fri 11/20/15 Fri 11/20/15 $70.00 24 46

42 Identify Major Sponsors 35 d Tue 10/13/15 Wed 12/2/15 $8,400.00 30 43

43 Develop Vendor Registration Packages

30 d Thu 12/3/15 Tue 1/19/16 $7,200.00 42 44

44 Approve Vendor Registration Packages

5 d Wed 1/20/16 Tue 1/26/16 $1,400.00 43 45

45 Distribute Vendor Registration Packages

15 d Wed 1/27/16 Wed 2/17/16 $3,600.00 44 46

46 Registration Complete 0 d Wed 2/17/16 Wed 2/17/16 $0.00 45,41 66

47 Marketing 105 d Wed 10/14/15 Tue 3/15/16 $62,640.00

48 Identify Marketing Goals 10 d Wed 10/14/15 Tue 10/27/15 $2,400.00 29 49,51,53

49 Develop Print Materials 20 d Wed 10/28/15 Tue 11/24/15 $9,800.00 48 50

50 Approve Print Materials 3 d Wed 11/25/15 Tue 12/1/15 $720.00 49 54

51 Create Website and Develop MediaCampaign

30 d Wed 10/28/15 Thu 12/10/15 $7,200.00 48 52

Procurement Dept

Procurement Dept,Keynote Speakers

Procurement Dept

Procurement Dept

10/13

Scheduler

Project Manager

Facilities Dept

Facilities Dept

12/30

Procurement Dept

Marketing Dept

Scheduler

Procurement Dept

Scheduler

2/17

Marketing Dept,Print Materials

Marketing Dept

Marketing Dept



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52 Approve website, social media, radio, and TV ads

3 d Fri 12/11/15 Tue 12/15/15 $720.00 51 54

53 Run and maintain advertisements 95 d Wed 10/28/15 Tue 3/15/16 $41,800.00 48 54,66

54 Marketing Complete 0 d Tue 3/15/16 Tue 3/15/16 $0.00 53,50,52 66

55 Event Preparation 86 d Tue 11/10/15 Tue 3/15/16 $46,900.00

56 Procure Security 16 d Tue 11/10/15 Thu 12/3/15 $34,480.00

57 Request for Proposal for Security Agents

10 d Tue 11/10/15 Mon 11/23/15 $2,800.00 20 58

58 Select Security Agency 3 d Tue 11/24/15 Mon 11/30/15 $840.00 57 59

59 Sign Contract Agreement with Security Agency

3 d Tue 12/1/15 Thu 12/3/15 $30,840.00 58 60

60 Security Procured 0 d Thu 12/3/15 Thu 12/3/15 $0.00 59 64

61 Obtain supplies from ThunderTix 1 d Wed 3/9/16 Wed 3/9/16 $240.00 27 62

62 Determine Check‐in Process 1 d Thu 3/10/16 Thu 3/10/16 $240.00 61 63

63 Review and Approve Check‐in Process

1 d Fri 3/11/16 Fri 3/11/16 $240.00 62 64,65

64 Train Event Staff 4 d Sat 3/12/16 Tue 3/15/16 $10,560.00 63,60 66

65 Booth Set‐Up 2 d Mon 3/14/16 Tue 3/15/16 $1,140.00 63 66

66 EVENT 5 d Wed 3/16/16 Sun 3/20/16 $17,200.00 65,53,39,46, 71,72,73,68

67 Clean Up 4 d Mon 3/21/16 Thu 3/24/16 $2,400.00

68 Booth Breakdown and Clean Up 3 d Mon 3/21/16 Wed 3/23/16 $2,160.00 66 69

69 Venue Walk‐through with Hotel Management

1 d Thu 3/24/16 Thu 3/24/16 $240.00 68 74

70 Project Closeout 60 d Mon 3/21/16 Fri 6/10/16 $50,400.00

71 Close all contracts 60 d Mon 3/21/16 Fri 6/10/16 $16,800.00 66 74

72 Balance budget 60 d Mon 3/21/16 Fri 6/10/16 $14,400.00 66 74

73 Record Lessons Learned 60 d Mon 3/21/16 Fri 6/10/16 $19,200.00 66 74

74 Project Closed 0 d Fri 6/10/16 Fri 6/10/16 $0.00 71,72,73,69

Marketing Dept

3/15

Procurement Dept

Procurement Dept

Procurement Dept

12/3

Facilities Dept[300

Facilities Dept

6/10



22


Risk Management Plan 1

THE BIG TRAVEL EXPO MARCH 16-20, 2016

SAN DIEGO

RISK MANAGEMENT PLAN Prepared by: KANOE, a Subsidiary of KAYAK

23



RISK MANAGEMENT PLAN VERSION HISTORY

Version #

Implemented By

Revision Date

Approved By

Approval Date

Reason

1.0 Ted Lozano 7/31/2015 Ted Lozano 08/01/2015 Initial Risk Management Plan draft

1.1 Tracy Baker 8/5/2015 Ted Lozano 8/5/2015 Edit part of plan

1.2 Ervin Xheneti 8/9/2015 Ted Lozano 8/9/2015 Incorporated sponsor’s recommendations

1.3 Tracy Baker 8/12/2015 Ted Lozano 8/12/2015 Grammar, minor edits.

24



TABLE OF CONTENTS

1 INTRODUCTION .................................................................................................................... 4

1.1 Purpose Of The Risk Management Plan ................................................................... 4

2 RISK MANAGEMENT PROCEDURE ................................................................................ 4

2.1 Process ....................................................................................................................... 4

2.2 Risk Identification ..................................................................................................... 4

2.3 Risk Analysis ............................................................................................................. 4

2.3.1 Qualitative Risk Analysis .................................................................................... 4

2.3.2 Quantitative Risk Analysis .................................................................................. 5

2.4 Risk Response Planning ............................................................................................ 5

2.5 Risk Monitoring, Controlling, And Reporting .......................................................... 6

3 TOOLS AND PRACTICES .................................................................................................... 6

3.1 FLOW CHART ......................................................................................................... 6

3.2 CHECKLIST ANALYSIS ........................................................................................ 6

3.3 SWOT Analysis ......................................................................................................... 6

4 RISK MANAGEMENT PLAN APPROVAL ........................................................................ 7

5 APPENDICES .......................................................................................................................... 8

5.1 APPENDIX A: REFERENCES ................................................................................ 8

5.2 APPENDIX B: KEY TERMS .................................................................................. 9

5.3 APPENDIX C: RISK REGISTER ......................................................................... 10

5.4 APPENDIX D: PROBABILITY AND IMPACT MATRIX ................................. 11

25



1 INTRODUCTION

1.1 PURPOSE OF THE RISK MANAGEMENT PLAN

This Risk Management Plan outlines the risks that are associated with production of The Big Travel Expo. This plan details how the risks are identified, analyzed, and managed. This plan also includes the risk management activities that will be performed and how those activities will be recorded and monitored.

2 RISK MANAGEMENT PROCEDURE

2.1 PROCESS

Risks will be identified at the onset of the project and updated constantly as the project progresses to minimize their impact. The project manager, working with the project team and project sponsors, will ensure that risks are actively identified, analyzed, and managed throughout the life of the project. The steps for accomplishing this are outlined in the following sections. The project team will meet once a week to review and update the risks and their responses.

2.2 RISK IDENTIFICATION

Risk identification will involve the project team, appropriate stakeholders, and will include an evaluation of environmental factors, organizational culture, and the project management plan including the project scope. Careful attention will be given to the project deliverables, assumptions, constraints, WBS, budget, resource plan, and other key project documents.

2.3 RISK ANALYSIS

All risks identified will be assessed to identify the range of possible project outcomes. Qualification will be used to determine which risks are the top risks to pursue and respond to and which risks can be ignored.

2.3.1 Qualitative Risk Analysis

The probability and impact of occurrence for each identified risk will be assessed by the project team using the following approach:

Probability

• High 4 to 5 on the Risk Register Probability Rating • Medium 2 to 3 on the Risk Register Probability Rating.• Low 1 to 2 on the Risk Register Probability Rating

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Impact

• High We would consider a high impact risk one that has a rating of 4 to 5 according to the Impact category of Risk Register.

• Medium We would consider a medium impact risk one that has arating of 2 to 3 in the Risk Register.

• Low Any risk with a rating of 1 to 2 in the Risk Register.

Risks that fall within the RED and ORANGE zones on our Probability and Impact Matrix will have risk response planning which may include both risk mitigation and risk contingency plan. See Appendix D.

2.3.2 Quantitative Risk Analysis

Analysis of risk events that have been prioritized using the qualitative risk analysis process and their affect on project activities will be estimated, a numerical rating applied to each risk based on this analysis, and then documented in this section of the risk management plan.

2.4 RISK RESPONSE PLANNING

Each major risk (those falling in the Red & Orange zones) will be assigned to a project team member for monitoring purposes to ensure that the risk will not “fall through the cracks”.

For each major risk, one of the following approaches will be selected to address it:

• Avoid Eliminate the threat by eliminating the cause• Mitigate Identify ways to reduce the probability or the impact of the risk• Accept Nothing will be done• Transfer Make another party responsible for the risk (e.g., buy insurance,

outsourcing)

For each risk that will be mitigated, the project team will identify ways to prevent the risk from occurring or reduce its impact or probability of occurring. This may include prototyping, adding tasks to the project schedule, adding resources, etc.

For each major risk that is to be mitigated or that is accepted, a course of action will be outlined for the event that the risk does materialize in order to minimize its impact.

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2.5 RISK MONITORING, CONTROLLING, AND REPORTING

The level of risk on a project will be tracked, monitored and reported throughout the project lifecycle.

A “Top 10 Risk List” will be maintained by the project team and will be reported as a component of the project status reporting process for this project.

All project change requests will be analyzed for their possible impact to the project risks. Management will be notified of important changes to risk status as a component to the Executive Project Status Report.

3 TOOLS AND PRACTICES

A Risk Log will be maintained by the project manager and will be reviewed as a standing agenda item for project team meetings.

3.1 FLOW CHART

Plan Risk Management Identify Risk Perform Qualitative Analysis Perform Quantitative Analysis Plan Risk Responses Control Risk

3.2 CHECKLIST ANALYSIS

Developed based on historical information and knowledge from previous similar projects and lowest level of RBS. Reviewed during project closure to incorporate lessons learned.

3.3 SWOT ANALYSIS

Strengths Parent company initial funding

Expo show will be self-sustaining Educate the travel consumer

Weaknesses Lack of experience

Opportunities Strengthen parent companies brand Increase sales for parent company

Future business opportunities

Threats Not enough vendor booths sold

Not enough consumer tickets sold Technical issues Go over budget

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4 RISK MANAGEMENT PLAN APPROVAL The undersigned acknowledge they have reviewed the Risk Management Plan for the Big Travel Expo Project. Changes to this Risk Management Plan will be coordinated with and approved by the undersigned or their designated representatives.

Ervin Xheneti, Author Date Project Risk Manager KANOE

Ted Lozano, Reviewer Date Project Manager KANOE

Edwina McKinney, Approver Date VP of Business Development KAYAK

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5 APPENDICES

5.1 APPENDIX A: REFERENCES

The following table summarizes the documents referenced in this document.

Document Name Description Location

References List of supporting documents. Appendix A

Key Terms List of terms and acronyms used in this document.

Appendix B

Risk Register Detailed list of the risks with ranking and score with planned risk response

Appendix C

Probability and Impact Matrix

Grid for mapping the probability of risk occurrence and impact on project objectives

Appendix D

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5.2 APPENDIX B: KEY TERMS

The following table explains key terms and acronyms used in this document.

Key Term Description

RBS Risk Breakdown Structure

SWOT Analysis Analysis of the Strengths, Weaknesses, Opportunities, and Threats

WBS Work Breakdown Structure

31



5.3 APPENDIX C: RISK REGISTER

Risk Category Probability Impact Risk Score Risk Ranking Risk Response Trigger Risk Owner

Inablility to sell more than 80% of available booth spaces may negatively impact the total revenue generated.

Cost, Quality 3 4 12 1

Will mitigate this risk by increasing promotional efforts and offering "charter vendor" status with special rates to high profile exhibitors.

Two weeks prior to the event, there are still 30 or more booth spaces unsold.

Marketing,Public Relations, Project Manager

Reaching maximum ticket sales may prevent people from attending the event.

Scope, Cost 3 4 12 2Will accept this risk as a sign of good marketing procedures, and will incorporate best practices for future events.

Two weeks prior to the event, the general public tickets have sold out.

Marketing, Public Relations

The booth spaces may sellout, therefore vendors might be turned down from participating.

Scope, Cost 3 4 12 3Will accept this risk as a sign of vendor interest in the event, and will use the same practice for future events.

Two weeks prior to the event, all the booth spaces have sold out.

Marketing,Public Relations

Selling fewer than 3,000 tickets to general public will negatively impact the amount of revenue expected from tickets sales.

Cost 2 5 10 4

Will mitigate this risk by signing high profile keynote speakers and sponsors, offering specials on GroupOn, doing radio and tv giveaways, offering door prizes, etc.

Three weeks prior to the event, there are still 25% of tickets unsold.

Marketing,Public Relations

Because this is our first event, budget overruns are possible. Cost 4 2 8 5

Will mitigate this risk by increasing sales of booths/tickets and other promotional items.

The Marketing Dept. has exceeded the funds allocated a month prior to the event.

Marketing, Finance Dept.

Unsafe exibit booths or vendor behavior can cause injury, which will may result in negative public opinion and/or potential lawsuit.

Quality 2 4 8 6

Will transfer this risk to an SME contractor that can inspect and guarantee the proper construction of the booths and proper use during the event.

Vendor booths breaking down.

Logistics,Project Manager

Technical issues (e.g., poor Wifi coverage) could result in delays and unhappy vendors and customers.

Quality 4 2 8 7

Will mitigate this risk by having back-up equipment and power on-site, contract technical support, and have back-up paper documentation.

Inability to scan tickets or vendors, or inability to connect to internet.

ThunderTix

Theft during the event could result in unhappy vendors and customers. Quality 2 3 6 8

Will mitigate this risk by contracting elite security agency to monitor the facility throughout the event.

Vendor complaint about inventory missing. Security

Trade show venue has an issue such as a catastrophic event (e.g., earthquake, flooding), which may force the relocation of the event.

Schedule 1 5 5 9Will transfer the risk to the venue by having them contractually obligated to secure another venue.

Venue has not been procured by 11/19/2015. Procurement

If the event is cancelled, Kanoe - our company created for this sole purpose - may cease to exist.

Schedule, Scope 1 5 5 10

Will mitigate the risk by ensuring that we only contract with industry experts in conventions and travel industries.

Deliverables are not being met and/or ticket/booth sales are very low.

Marketing,Procurement

Risk Identification Risk ResponseQualitative RatingKANOE Risk Register

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5.4 APPENDIX D: PROBABILITY AND IMPACT MATRIX

KANOE Risk Matrix

Insignificant Minor Moderate Major Catastrophic

Almost Certain 5 10 15 20 25

Likely 4 8 12 16 20

Possible 3 6 9 12 15

Unlikely 2 4 6 8 10

Rare 1 2 3 4 5

Consequence

Likelihood

33


Procurement Plan 1

PROCUREMENT PLAN

Project ID Capstone – Group 4

Project Title The Big Travel Expo

Project Sponsor Edwina McKinney

Business Project Manager Ted Lozano

Project Start Date July 8, 2015 End Date March 15, 2016

PROCUREMENT INITIATION

Procurement Objective

Procurement will secure a one-year agreement with ticketing vendor for registration services to include: ticketing, purchasing web page, bar code scanners, and point of sale system.

Procure venue large enough to host a travel show with approximately 100 vendor booths and floor space to accommodate 3,000 - 4,000 patrons. Venue must include separate meeting space for keynote speakers, entertainment, and an area for food demonstration/preparation.

Marketing support will be procured from an experienced advertising agency to include advertising in print, TV, radio, and social media.

KANOE will contract with a security agency to provide 24-hour security of venue during the five-day trade show. The security agency will provide staffing to secure entrances and patrol booth areas during event hours with one roving patrol to ensure security of venue after hours.

Staffing services to provide ticket scanning, registration services, man information booths, and improve customer interaction.

A talent agency will be procured to secure high profile keynote speakers as well as entertainment to help draw patrons to show.

KANOE will acquire insurance coverage for venue through parent corporation as a rider on existing policy. Monetary obligation for insurance will be handled through KANOE.

Procure computers and required software to outfit KANOE office space for 15 employees and video conferencing equipment for meetings. Computers will have current processor technology and required peripherals as well as all software necessary to conduct everyday administrative duties and presentations.

34


Procurement Plan 2

Estimated Cost

Service to Procure Estimated Cost Ticketing and Registration Services $ 800/Annually Conference Venue $50,000 Marketing Services $40,000 Security Services $30,000 Event Staffing $50,000 Entertainment $50,000 Insurance $ 3,000 Computers $30,000 Software $20,000

Make vs. Buy

Item Make / Buy Description

Venue Buy Facility to hold trade show must be procured due to the size requirements necessary to accommodate 2,000 - 3,000 customers.

Marketing Services Buy Procured due to limited internal resources. External marketing contractor will have more resources and expertise to apply to project increasing quality and reach of marketing campaign.

Ticketing / Registration Buy Procurement will secure a one-year agreement with ticketing agency for registration services to include: Ticketing, Purchasing web page, bar code scanners, and Point of Sale system.

Security Services Buy Security services are outside the scope of KANOE Staffing expertise. Having a professional security firm present at the event will provide safety for patrons and exhibitors.

Staffing Buy Staffing services to provide ticket scanning, registration services, man information booths and improve customer interaction. Provide necessary on-site human resources.

Talent Agency Buy Contract with a well-known talent agency to attract high-profile Keynote Speakers. This will help draw customers to the trade show and increase event participation.

Insurance Make KANOE will acquire insurance coverage for venue through parent corporation as a rider on existing policy. It is financially prudent to this event as a rider on the existing policy.

IT Buy

Computers and required software to outfit KANOE office space for 15 employees and one conference room for meetings. Computers will have current processor technology and required peripherals as well as all software necessary to conduct everyday administrative duties.

35


Procurement Plan 3

Vendor Selection

Venue will be procured using RFP process. Prospective sellers will be given a 30-day deadline for submission and no late submissions will be evaluated. A single source will be contracted using a firm fixed price contract to minimize risk of sub-contractor cost to KANOE.

Marketing Firm will be procured using RFP process with a pre-proposal conference to answer questions of prospective bidders. A single source will be contracted with a cost plus award fee contract. Contractor will receive bonus based on quality of product, timeliness of delivery, ingenuity, and cost effectiveness.

Security Services will be procured using RFSQ process. Only bids from pre-qualified sellers will be reviewed. Selection to be based on experience, capabilities, and price. A single source will be contracted using a firm fixed price contract.

Staffing Services will be procured using RFSQ process. Only bids from pre-qualified sellers will be reviewed. Selection will be based on experience, qualifications, and price. A single source will be contracted using a firm fixed price contract.

Talent Agency will be procured using RFSQ process. Only bids from pre-qualified sellers will be reviewed. Selection to be based on experience, qualifications, and price. A single source will be contracted using a firm fixed price contract.

Computers and Software will be procured through an RFB process. Bids requested from prospective sellers. No pre-bidders conference. Selection will be based on price. A single source will be contracted using a firm fixed price contract

Ticketing and Registration will be procured from list of prospective sellers. Ticketing agency annual membership will be purchased online. Selection will be based on features of system, ease of use, and price against similar online ticketing services.

36


Procurement Plan 4

PROCUREMENT PLANNING

Selection Process and Criteria Venue – will be procured through RFP / RFQ process using best value evaluation process. Criteria to be evaluated will be size, reputation, technical expertise, price, and availability of on-site cooking facilities. Marketing Services - will be procured through RFP / RFQ process. A pre-proposal conference will be held to answer all questions of potential sellers. Contract awarded using best value evaluation process. Criteria to be evaluated will be capabilities, quality of work, technical expertise, and price. Security Services - will be procured using pre-qualified sellers list. Selected from a list of candidates generated from statements of qualifications and references received and verified. Selection criteria evaluated will be experience, capabilities, and price. Staffing Services - will be procured using pre-qualified sellers list. Selection will be from a list of candidates generated from statements of qualifications and references received and verified. Selection criteria to be evaluated will be experience, capabilities, and price. Computers and software - will be procured using RFB process. Prospective sellers will be contacted and bids solicited. Company with lowest bid to be selected. Ticketing and Registration – Ticketing agency will be selected after market research is conducted by KANOE staff. Criteria to be evaluated will be software features, ease of use, and price.

Procurement Planning Communications Management All procurement documentation will be available to KANOE team members via Google Drive document sharing portal (Google Docs). Procurement shall be an agenda item at each weekly staff meeting. The agenda and minutes from each meeting will be forwarded via email to sponsors. All updated documents will be posted via communications manager who will automatically generate email informing rest of team. Contract payments will be in accordance with checkpoint / funding schedule. Any requests to deviate from scheduled payments must be approved through project manager and finance department.

37


Procurement Plan 5

Checkpoint / Funding Schedule

Expense Original Budget Deposit Due Date Checkpoint Date Final Payment Date

Venue $50,000 10/01/15 01/15/16 02/01/16 Rentals $75,000 01/15/16 02/15/16 03/30/16 Marketing $40,000 10/01/15 12/01/15 03/30/16 Event Staff $50,000 N/A 02/01/15 03/30/16 Security staffing $30,000 N/A 02/01/15 03/16/16 Insurance $ 3,000 09/30/15 12/01/15 04/15/16 Entertainment $50,000 10/01/15 12/01/15 03/30/16 Outside Services $ 1,000 09/30/15 09/01/15 03/30/16 Software $20,000 09/30/15 11/01/15 12/01/15 Hardware $30,000 09/30/15 02/01/15 03/30/15

Total $349,000

Evaluation Criteria / Weighting Item: Conference Venue Scoring Criteria: Reputation, Technical Expertise, Price, Cooking Facilities Scoring Table (weights): 40% Technical Expertise , 25% Reputation, 20% Price, 15% Cooking

Facilities Contract Type Services will be secured through a Firm Fixed Price (FFP) contract with a lump sum pay out to be paid within 30-days of event conclusion. We chose the FFP contract because we wanted a firm price for a specific service without the possibility of the vendor later adjusting prices based off of demand, economic adjustments, or sub-contractor over-runs.

38


Procurement Plan 6

Project Procurement Team The following personnel are required for approval of any procurement contracts with manufacturers / contractors.

Approval Level Name Procurement Role Project Approval Ted Lozano Project Manager

Department Approval Jody Taylor Logistics Manager Vendor Management Procurement Manager will manage all contracts for this project. Monthly communication via email will be conducted with all vendors on status of deliverables 9 to 3 months out from event and weekly thereafter. Once deliverables are received from vendor, the product will be reviewed for correctness and quality before payment will be issued. Time sheets documenting all man hours will be delivered monthly on the 21st by close of business. If the 21st is on a weekend, time sheets will be delivered the Friday before.

Project Procurement Plan / Signatures Project Name: The Big Travel Expo Project Manager: Ted Lozano

I have reviewed the information contained in this Project Procurement Plan and agree:

Jody Taylor, Author Date Logistics Manager KANOE

Ted Lozano Date Project Manager KANOE

Edwina McKinney Date VP of Business Development KAYAK

The signatures above indicate an understanding of the purpose and content of this document by those signing it. By signing this document, they agree to this as the formal Project Procurement Plan.

39


Meeting Agenda Page 1

MEETING AGENDA

(1) Project ID Capstone – Group 4

(2) Project Title Travel Convention – The Big Travel Expo

(3) Project Sponsor Edwina McKinney




(8) Meeting Date Saturday, July 11, 2015

(9) Meeting Time 10:00am – 11:30am

(10) Meeting Location Mission Valley Coffee Bean

(11) Meeting Invitees Ted Lozano, Tracy Baker, Mike Heath, Ervin Xheneti, Katherine Popejoy

(12) Meeting CC Edwina McKinney

(13) Prepared By Tracy Baker

(14) Meeting Title Meeting Agenda – Travel Expo

(15) Meeting Purpose

The purpose of this meeting is to finalize the project topic and begin work on the Project Charter.

40



(16) Agenda Topics

Start Time 10:00am

Check – in

10:10am Summarize last meeting and Finalize Team’s Business – Tracy Baker • Decide type of business in travel industry

10:20am Business Objectives – All • Decide why we, as a business, are doing this event.

10:30am Group Name – All • Brainstorm a group/team name

10:40am Travel Events – Ervin Xheneti

• Research update, understand different types of travel events, discuss narrowing scope

10:50am Project Charter – All • Review what team members have completed • Breakdown Charter to determine what needs to be done, and assign tasks

11:15am Templates – Mike Heath

• Review uploaded templates, discuss order to be completed and who will be responsible

11:20am Next Meeting – review what needs to get done

11:25am Meeting Evaluation – Force Field De-Brief

11:30am Meeting Concludes

41



MEETING AGENDA







(8) Meeting Date Wednesday, July 15, 2015

(9) Meeting Time 6:30pm – 8:45pm

(10) Meeting Location SDSU Classroom




(14) Meeting Title Meeting 2 Agenda – Travel Expo


The purpose of this meeting is to discuss and finalize the Project Charter and WBS, andstart working on the RACI Chart.

42



(16) Agenda Topics Start Time 6:30pm

Review Meeting Minutes from previous meeting – All • Make any corrections • Review what was decided

6:35pm Project Key Area update on Research / Project Charter – All • Promoting Event, Registration/fee for public – Katherine Popejoy • Vendor, Registration and Fees – Tracy Baker • Schedule of Events – Ted Lozano • Venue – Mike Heath • Food Vendors/Logistics – Ervin Xheneti

7:00pm Project Scope – All

• Review and finalize Scope

7:10pm Deliverables – All • Review List – any additions, remove

7:20pm Project Charter – All

• Breakdown Charter to determine what needs to be done, assign tasks

7:45pm WBS (Work Breakdown Schedule) – All • Discuss what needs to be done • Assign tasks

8:10pm RACI Chart – All

• Discuss what needs to be done • Assign Tasks

8:30pm Next Meeting – review what needs to get done

8:40pm Meeting Evaluation – Force Field De-Brief

8:45pm Meeting Concludes

43



MEETING AGENDA







(8) Meeting Date Friday, July 17, 2015



(11) Meeting Invitees Ted Lozano, Tracy Baker, Mike Heath, Ervin Xheneti, Katherine Popejoy, Jody Taylor



(14) Meeting Title Meeting 3 Agenda – The Big Travel Expo


The purpose of this meeting is to edit and finalize the Project Charter and the WBS.

44




Review Meeting Minutes from previous meeting – All • Make any corrections

5:05pm Project Charter – Ted Lozano, Katherine Popejoy, and Tracy Baker • Review work completed in last meeting • Have other team members review • Identify any areas needing revision or additional work • Set a deadline to complete and submit Project Charter

5:30pm WBS – Mike Heath, Jody Taylor, and Ervin Xheneti

• Review work completed in last meeting • Have other team members review • Identify any areas needing revision or additional work • Set a deadline to complete and submit WBS


• Review requirements • Divide work and assign tasks • Set a deadline to complete and submit the Project Scope

6:10pm Project Deliverables – All • Review List – any additions, remove, finalize

6:15pm RACI Chart – Jody Taylor

• Discuss what needs to be done • Assign Tasks • Set a deadline to complete




45



MEETING AGENDA















The purpose of this meeting is to edit and finalize the Project Charter and WBS.

46





7:05pm Project Charter – Ted Lozano and Katherine Popejoy • Review charter comment from Paul • Identify any areas needing revision or additional work • Set a deadline to complete and submit final Project Charter

7:30pm WBS – Mike Heath, Jody Taylor, and Ervin Xheneti • Review WBS comments from Paul Morris • Identify any areas needing revision or additional work • Set a deadline to complete and submit WBS


• Review requirements • Divide work and assign tasks • Set a deadline to complete and submit the Project Scope

8:30pm RACI Chart – Jody Taylor • Update • Set a deadline to complete




47



MEETING AGENDA







(8) Meeting Date Monday, July 27, 2015








The purpose of this meeting is to finalize Project Charter,WBS and RACI and to begin work on the Project Scope, MS Project Schedule and Risk Management Plan.

48





6:05pm Project Charter – Ted Lozano, Katherine Popejoy, and Tracy Baker • Review last charter comments from Paul • Identify any areas needing revision or additional work • Set a deadline to finalize and submit final Project Charter

6:15pm WBS – Mike Heath, Jody Taylor, and Ervin Xheneti • Review last WBS comments from Paul • Identify any areas needing revision or additional work • Set a deadline to finalize and submit final WBS

6:25pm RACI Chart – Jody Taylor

• Review last RACI comments from Paul • Identify any areas needing revision or additional work • Set a deadline to finalize and submit final RACI

6:35pm Project Scope – Tracy Baker • Review first draft of Project Scope • Identify any areas needing additional work • Assign tasks to complete Project Scope • Set a deadlines to complete tasks and submit the Project Scope

6:50pm MS Project Schedule – Katherine Popejoy • Identify what needs to be done for Project Schedule • Discuss Critical Path, Key Deliverables, Milestones, Resource Table • Assign tasks to complete the Project Schedule • Set deadline for first draft to be completed

7:10pm Project Risk Plan and Risk Register – All

• Review Risk Plan and Risk Register Templates to develop key elements of Risk Management Plan

• Identify and assign tasks to complete the Risk Plan and Risk Register • Set deadline for first draft to be completed



49



MEETING AGENDA















The purpose of this meeting is to begin work on the MS Project Schedule and the Risk Management Plan.

50





7:05pm Review submitted work – Mike Heath • Project Charter, WBS, RACI, Scope Statement – any revisions needed? • Set revision deadlines

7:25pm MS Project Schedule – Katherine Popejoy • Identify what needs to be done for Project Schedule • Discuss Critical Path, Key Deliverables, Milestones, Resource Table • Assign tasks to complete the Project Schedule • Set deadline for first draft to be completed

8:00pm Project Risk Plan and Risk Register – Ervin Xheneti

• Review Risk Plan Templates to develop key elements of Risk Management Plan

• Identify and assign tasks to complete the Risk Plan • Set deadline for first draft to be completed

8:30pm Risk Register – Ted Lozano

• Review Risk Register Templates • Identify and assign tasks to complete the Risk Register • Set deadline for first draft to be completed

8:45pm Procurement Plan – Tracy Baker • Briefly review Procurement Plan requirements • Identify and assign tasks • Set deadline for first draft to be completed



51



MEETING AGENDA







(8) Meeting Date Sunday, August 2, 2015


(10) Meeting Location Mission Valley Public Library – Study Room B






The purpose of this meeting is finalize MS Project Schedule and to continue to work on the Risk Management and Procurement Plan.

52





2:05pm Review submitted work – Mike Heath • RACI – discuss final comments from Paul

2:10pm MS Project Schedule – Katherine Popejoy • Review MS Project Schedule • Discuss Critical Path, Key Deliverables, Milestones, Resource Table • Identify what needs to be done to finalize Schedule • Agree on deadline for submission

2:45pm Project Risk Plan and Risk Register – Ervin Xheneti and Ted Lozano

• Review work completed on Risk Plan and Register • Identify what needs to be done to complete the Risk Plan • Set deadline for next draft to be completed

3:15pm Procurement Plan – Jody Taylor

• Discuss Procurement Plan requirements • Identify what needs to be done to complete plan and assign tasks • Set deadline for next draft to be completed

3:35pm Final Presentation – Mike Heath and Tracy Baker • Review Capstone presentations from former students • Review first outline of PowerPoint presentation • Decide presentation topics



53



MEETING AGENDA







(8) Meeting Date Wednesday, August 5, 2015








The purpose of this meeting is finalize MS Project Schedule and to continue to work on the Risk Management and Procurement Plan.

54





7:05pm Review submitted work – Mike Heath and Katherine Popejoy • MS Schedule – review comments from Shawn Hall and document updates

from last meeting

7:15pm Project Risk Plan and Risk Register – Ervin Xheneti and Ted Lozano • Review work completed on Risk Plan and Register • Identify what needs to be done to complete the Risk Plan • Set deadlinefor next draft and final project submission


• Discuss Procurement Plan work • Identify what needs to be done to complete plan and assign tasks • Set deadline for next draft and final project submission

8:15pm PowerPoint Presentation – Mike Heath and Tracy Baker • Review first outline of PowerPoint presentation • Decide presentation topics • Identify want needs to be done to complete the presentation • Set deadline for next draft and final project submission

8:40pm Project Binder – Mike Heath

• Discuss requirements and format of binder • Identify what needs to be done and assign tasks • Set deadlines for completion



55



MEETING AGENDA









(10) Meeting Location Mission Valley Library






The purpose of this meeting is finalize the Risk Management and Procurement Plan and to begin work on the PowerPoint Presentation.

56





1:35pm Project Risk Plan and Risk Register – Ervin Xheneti and Ted Lozano • Review comments from Geri Wales • Review work completed on Risk Plan and Register • Identify what still needs to be done to complete the Risk Plan • Set deadline for final project submission


• Review comments from Eve Babcock • Identify what needs to be done to finalize Procurement Plan • Set deadline for final project submission

2:15pm PowerPoint Presentation – Mike Heath and Tracy Baker • Review outline of PowerPoint presentation – decide format • Decide presentation topics • Identify want needs to be done to complete the presentation • Set deadline for next draft and final project submission

3:00pm Project Binder – Mike Heath

• Discuss requirements and format of binder • Identify what needs to be done and assign tasks • Set deadlines for completion



57


Meeting Minutes Page 1

MEETING MINUTES


(2) Project Title Travel Convention




(6) Start Date July 8, 2015 (7) End Date TBD






(13) Absent N/A

(14) Prepared By Katherine Popejoy

(15) Agenda Topics

Agenda Topic 1 Read and Discuss Capstone Guidelines – All – 7:00pm

Agenda Topic 2 Choose a project – All

Agenda Topic 3 Assign roles and distribute tasks for next meeting – All

Next Steps

(16) List of Handouts

Handout 1 Capstone Guidelines

Handout 2 Class 1 handouts

58



(17) Notes / Discussion Topics

A) Agenda Topic 1: Read and Discuss Capstone Guidelines - All• Reviewed Guidelines independently• Discussed each project option in depth and narrowed down options

B) Agenda Topic 2: Choose a project - All• Chose project 8: Trade show/convention• Brainstormed ideas and decided to do a travel convention• Discussed briefly the logistics and requirements for hosting a travel convention

C) Agenda Topic 3: Assign roles and distribute tasks for next meeting - All• Roles:

o Ted Lozano: Project Managero Tracy Baker: Meeting Leader/Facilitatoro Mike Heath: Communicatoro Ervin Xheneti: Market Researcho Katherine Popejoy: Scribe

(18) List of New Action Items • Draft project scope for charter – Tracy and Katherine – due 7/11/2015• Draft project resources for charter – Mike – due 7/11/2015• Draft project risks for charter – Ted – due 7/11/2015• Research logistics of planning and running a travel convention – Ervin – due 7/11/2015• Complete next meeting’s agenda – Tracy – due 7/10/2015• Complete meeting minutes and distribute to team for review – Katherine – due 7/11/2015• Send agenda and meeting minutes to Edwina – Mike – due 7/15/2015

(19) Next Steps 1. Decide company name2. Determine project end date3. Complete draft project charter4. Draft WBS5. Draft RACI

59



MEETING MINUTES


(2) Project Title Travel Convention - The Big Travel Expo





(8) Meeting Date Saturday, July 11, 2015

(9) Meeting Time 10:00am – 11:30am




(13) Absent N/A

(14) Prepared By Katherine Popejoy

(15) Agenda Topics

Agenda Topic 1 Finalize Team’s Business – Tracy Baker - 10:10am

Agenda Topic 2 Discuss Business objectives – All – 10:20am

Agenda Topic 3 Brainstorm a group name – All – 10:30am

Agenda Topic 4 Research update – Ervin Xheneti – 10:40am

Agenda Topic 5 Review and discuss project charter – All – 10:50am

Agenda Topic 6 Review templates and discuss action items – Mike Heath – 11:15am

Force Field Debrief – All – 11:25am


Handout 1 List of Deliverables from Tracy

Handout 2 Scope Statement from Tracy

60




A) Agenda Topic 1: Finalize Team’s Business – Tracy Baker • We are Kanoe, a subsidiary of Kayak.com • Specialize in hosting travel shows across the country • First event, “The Big Travel Expo”, in San Diego, CA from 16 Mar 2016 – 20 Mar 2016

B) Agenda Topic 2: Discuss Business Objectives - All • Generate revenue from ticket sales and vendor booths • Promote kayak.com and partner companies, e.g., Expedia, Travelocity • Develop new business connections

C) Agenda Topic 3: Brainstorm a group name - All • N/A – discussed with Agenda Topic 1

D) Agenda Topic 4: Research update – Ervin Xheneti • Travel shows are a couple of days, with guest speakers • Foods from all over the world are popular • Vendors can include clothing companies, cruise lines, etc. • Keep the scope broad to draw in different types of travelers.

E) Agenda Topic 5: Review and discuss project charter - All • Review the scope statement that Tracy Baker drafted • Discuss deliverables, split into organization deliverables and project deliverables • Identified Stakeholders and Sponsor • Budget ~ $250,000; anticipating 3,000-4,000 people, ~100 vendors

F) Agenda Topic 6: Review templates and discuss action items – Mike Heath • Templates all available on Google Docs • Distribute responsibilities:

o Katherine Popejoy: promoting event, registration/fees for public o Tracy Baker: Vendors, registration/fees o Ted Lozano: Schedule of events o Mike Heath: Venue o Ervin Xheneti: Food vendors/logistics

(18) List of New Action Items

• Complete meeting minutes – Katherine Popejoy – due 7/13/2015 • Review meeting minutes and agendas – ALL – due 7/14/2015 • Complete next meeting’s agenda – Tracy Baker – due 7/14/2015 • Send meeting minutes and agenda to Edwina McKinney – Mike Heath – due 7/14/2015 • Begin researching key areas – ALL – due 7/15/2015 • Finalize scope – Tracy Baker – due 7/15/2015 • Distribute links for travel sites – Ervin Xheneti – due 7/15/2015

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(19) Next Steps

1. Complete draft project charter 2. Draft WBS 3. Draft RACI

(20) Force Field Debrief

+ - Forming stage: Team is very agreeable One member arrived late

Completed all tasks on agenda Didn’t follow agenda very well

Quickly established tasks and responsibilities Slow to start

62



MEETING MINUTES










(11) Meeting Invitees Ted Lozano, Tracy Baker, Mike Heath, Ervin Xheneti, Jody Taylor, Katherine Popejoy


(13) Absent N/A

(14) Prepared By Katherine Popejoy (15) Agenda Topics

Agenda Topic 1 Review Previous Meeting Minutes – All – 6:30pm

Agenda Topic 2 Project Key Area Updates (Research/Charter) – All – 6:35pm

Agenda Topic 3 Review and Finalize Scope – All – 7:00pm

Agenda Topic 4 Review and Finalize Deliverables – All – 7:10pm

Agenda Topic 5 Discuss and Assign Tasks for Charter, WBS, and RACI – All – 7:20pm

Force Field Debrief – All - 8:40pm


Handout 1 Agenda for this meeting

Handout 2 360 Review template

63




A) Agenda Topic 1: Review Previous Meeting Minutes - All • Welcome new member Jody Taylor to the group and update him on the project • Discussed current meeting minute and agenda templates

B) Agenda Topic 2: Project Key Area Updates (Research/Charter) - All • Katherine Popejoy – Promoting Event, Registration/Fees for Public

o $20 per ticket per day, $80 deal for all 5 days o ThunderTix premium business package for selling tickets (~$800/yr)

• Tracy Baker – Vendor, Registration and Fees o 200 booths, cost scheme depending on aisle booth, corner booth, island, etc. o Industry standard = $21 per sq. ft. o Other opportunities for event revenue (floor ads, door bags, speaker sponsorship, etc.)

• Ervin Xheneti – Food Vendors/Logistics o Decided against selling booths specifically for restaurants/food prep

• Ted Lozano– Schedule of Events o General schedule layout, different continent themes every day o Cooking shows (as opposed to having food vendors)

• Mike Heath – Venue o Manchester Grand Hyatt, ~$50,000 for event o Discount for speakers’ rooms

C) Agenda Topic 3: Review and Finalize Scope - All • The scope statement that Tracy Baker wrote is fine for the charter draft • The entire Scope Statement will be drafted after Paul Morris gives the okay on draft charter

D) Agenda Topic 4: Review and Finalize Deliverables - All • N/A – discussed in Topic 5 for WBS

E) Agenda Topic 5: Discuss and Assign Tasks for Charter, WBS, and RACI - All • Team split up to work on Charter and WBS

o WBS: Mike Heath, Ervin Xheneti, and Jody Taylor o Charter: Tracy Baker, Katherine Popejoy, and Ted Lozano

• Jody Taylor will complete the RACI once WBS has been completed (18) List of New Action Items

• Complete meeting minutes – Katherine Popejoy – due 7/16/2015 • Complete next meeting’s agenda – Tracy Baker – due 7/16/2015 • Complete draft charter – Katherine Popejoy – due 7/16/2015 • Review draft charter – Ted Lozano and Tracy Baker – due 7/17/2015 • Complete draft WBS – Mike Heath, Ervin Xheneti, and Jody Taylor – due 7/17/2015

64



(19) Next Steps

1. Complete draft project charter 2. Complete draft WBS 3. Draft RACI


+ - Divided and conquered! New team member

Worked very well together Started late d/t lecture

Minimal storming, mostly norming Didn’t reference agenda, went out of order

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MEETING MINUTES







(8) Meeting Date Friday, July 17, 2015





(13) Absent N/A



Agenda Topic 2 Project Charter Update – Ted Lozano, Tracy Baker, and Katherine Popejoy – 5:05pm

Agenda Topic 3 WBS Update – Mike Heath, Jody Taylor, and Ervin Xheneti – 5:30pm

Agenda Topic 4 Discuss Project Scope – All – 6:00pm

Agenda Topic 5 Discuss Project Deliverables – All – 6:10pm

Agenda Topic 6 Discuss RACI Chart – Jody Taylor – 6:15pm



Handout 1 Draft Project Charter

Handout 2 Draft WBS

66




A) Agenda Topic 1: Review Previous Meeting Minutes - All • Everyone okay with previous meeting minutes

B) Agenda Topic 2: Project Charter Update – Ted Lozano, Tracy Baker, Katherine Popejoy • Read draft charter as a group • Tweaked wording throughout to standardize between documents • Revisions to charter to be uploaded to Google Docs by 7/20, send draft by 7/21

C) Agenda Topic 3: WBS Update – Mike Heath, Jody Taylor, Ervin Xheneti • Discussed leveling scheme for WBS • Read draft WBS as a group and made corrections • Revisions to WBS to be uploaded to Google Docs by 7/20, send draft by 7/21

D) Agenda Topic 4: Discuss Project Scope - All • Plan to start Scope after draft charter reviewed first time • Scope will be completed by Tracy Baker and Katherine Popejoy

E) Agenda Topic 5: Discuss Project Deliverables - All • Finalized list of Organizational and Project Deliverables

F) Agenda Topic 6: Discuss RACI Chart – Jody Taylor • Jodi Taylor will draft RACI after draft WBS reviewed first time


• Complete meeting minutes – Katherine Popejoy – due 7/20/2015 • Complete next meeting’s agenda – Tracy Baker – due 7/20/2015 • Complete draft charter – Katherine Popejoy – due 7/20/2015 • Complete draft WBS – Mike Heath – due 7/20/2015 • Review draft charter/WBS – ALL – due 7/21/2015 • Send draft charter/WBS to Paul Morris – Mike Heath – due 7/21/2015 • Send meeting minutes and agendas to Edwina McKinney – Mike Heath – due 7/21/2015

(19) Next Steps

1. Draft RACI 2. Draft Scope


+ - Stuck to agenda Team members arrived late Completed Charter Team member had to leave early No hogging WBS incomplete Finished on time Paperwork unorganized Poor location choice for Friday night

67



MEETING MINUTES












(13) Absent Tracy Baker, Katherine Popejoy

(14) Prepared By Mike Heath (15) Agenda Topics


Agenda Topic 2 Project Charter Review – Mike Heath – 7:05pm

Agenda Topic 3 WBS Update– Mike Heath – 7:30pm

Agenda Topic 4 Project Scope – All – 8:00pm

Agenda Topic 5 RACI Chart – Jody Taylor – 8:30pm

Force Field Debrief – All – 8:45pm



Handout 2 Draft WBS

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A) Agenda Topic 1: Review Previous Meeting Minutes - All • Reviewed meeting minutes from 7/17 .

B) Agenda Topic 2: Project Charter Update – Mike Heath • Reviewed Paul Morris’s comments on Charter rough draft. Discussed changes. • Made updates to Charter to be more aligned with the WBS. • Revisions to charter to be uploaded to Google Docs by 7/23 am, send 2nd draft by 7/23 pm.

C) Agenda Topic 3: WBS Update – Mike Heath • Reviewed changes made based upon Paul Morris’s comments • Asked Shawn Hall to review and give input. Suggested adding “Procurement” at a higher level and put all

contracts w/in. Made changes in class. • Revisions to WBS to be uploaded to Google Docs by 7/23 am, send draft by 7/23 pm.

D) Agenda Topic 4:Discuss Project Scope - All • Discussed how Charter needs to be revised to make scope statement better • Scope will be completed by Tracy Baker and Katherine Popejoy. • Sent email to Tracy Baker and Katherine Popejoy with proposed due date of Monday, 7/27 for team mtg.

E) Agenda Topic 5:Discuss RACI Chart – Jody Taylor • Jodi Taylor worked on first draft in class as WBS was updated to reflect changes. • Agreed to have RACI 1st draft done by 7/23 for review with Paul Morris.


• Complete meeting minutes – Mike Heath – due 7/23/2015 • Complete next meeting’s agenda – Tracy Baker/Mike Heath – due 7/27/2015 • Complete 2nddraft charter – Mike Heath – due 7/23/2015 • Complete 2nddraft WBS – Mike Heath – due 7/23/2015 • Review draft charter/WBS/RACI – ALL – due 7/23/2015 am. • Send draft charter/WBS/RACI to Paul Morris – Mike Heath – due 7/23/2015, 5pm • Send meeting minutes and agendas to Edwina McKinney – Mike Heath – due 7/28/2015

(19) Next Steps

1. Draft RACI 2. Draft Scope


+ - Stuck to agenda Great progress on RACI Lots of good ideas

Missing 2 members of the team Lots of cross-talk Behind on Scope Statement Got off track a lot

69



MEETING MINUTES







(8) Meeting Date Monday, July 27, 2015





(13) Absent N/A


Agenda Topic 1 Review Meeting Minutes from Previous Meeting – All – 6:00pm

Agenda Topic 2 Project Charter – Ted Lozano, Katherine Popejoy, and Tracy Baker – 6:05pm

Agenda Topic 3 WBS – Mike Heath, Jody Taylor, and Ervin Xheneti – 6:15pm

Agenda Topic 4 RACI Chart – Jody Taylor – 6:25pm

Agenda Topic 5 Project Scope – Tracy Baker – 6:35pm

Agenda Topic 6 MS Project Schedule – Katherine Popejoy – 6:50pm

Agenda Topic 7 Project Risk Plan and Risk Register – All – 7:10pm

Force Field Debrief – All – 7:25pm



Handout 2 Draft WBS

Handout 3 Draft RACI

70




Handout 4 Draft Scope Statement


A) Agenda Topic 1: Review Meeting Minutes from Previous Meeting - All • Everyone okay with previous meeting minutes

B) Agenda Topic 2: Project Charter – Ted Lozano, Katherine Popejoy, and Tracy Baker • Revised project charter per group discussion and comments from Paul Morris • Mike Heath to make changes and send final copy to Paul Morris by EOB 28 Jul 2015

C) Agenda Topic 3: WBS – Mike Heath, Jody Taylor, and Ervin Xheneti • Everyone okay with WBS • Mike Heath to send final copy to Paul Morris by EOB 28 Jul 2015

D) Agenda Topic 4: RACI Chart – Jody Taylor • Reviewed RACI as a group and shortened the length. • Jody Taylor to make final changes and Mike Heath to send final copy to Paul Morris by EOB 28 Jul 2015

E) Agenda Topic 5: Project Scope – Tracy Baker • Reviewed Scope Statement as a group and made suggestions and minor changes/additions • Tracy Baker and Mike Heath to make updates discussed and Mike Heath to send draft copy to Paul Morris

EOD 27 Jul 2015. • Mike Heath to make updates per Paul’s recommendations and send back final copy by EOB 28 Jul 2015

F) Agenda Topic 6: MS Project Schedule – Katherine Popejoy • Katherine Popejoy will make an outline on MS Project based on the final copy of the WBS • Dates and resourced will be added in the next meeting on 29 Jul 2015

G) Agenda Topic 7: Project Risk Plan and Risk Register – All • Ervin Xheneti will draft a Risk Plan by next meeting, 29 Jul 2015 • Ted Lozano will draft a Risk Register by next meeting, 29 Jul 2015


• Complete and send draft Scope Statement – Mike Heath and Tracy Baker – due 7/27/2015 • Complete meeting minutes – Katherine Popejoy – due 7/28/2015 • Complete next meeting’s agenda – Tracy Baker – due 7/28/2015 • Complete and send final charter – Mike Heath – due 7/28/2015 • Complete and send final WBS – Mike Heath – due 7/28/2015 • Send final RACI – Mike Heath – due 7/28/2015 • Make final edits and send final scope statement – Mike Heath – due 7/28/2015 • Send meeting minutes and agendas to Edwina McKinney – Mike Heath – due 7/28/2015 • Draft Gantt – Katherine Popejoy – due 7/29/2015 • Draft Risk Plan – Ervin Xheneti – due 7/29/2015 • Draft Risk Register – Ted Lozano – due 7/29/2015

71



(19) Next Steps 1. Finalize Risk Plan 2. Finalize Risk Register


+ - Followed the agenda order Team members arrived late Finished on time Location was noisy and crowded Completed all deliverables for 7/28/15 Spent longer on certain topics, forcing us to spend less

time on others

72



MEETING MINUTES












(13) Absent N/A



Agenda Topic 2 Review Submitted Work – Mike Heath – 7:05pm


Agenda Topic 4 Project Risk Plan – Ervin Xheneti – 8:00pm

Agenda Topic 5 Risk Register – Ted Lozano – 8:30pm

Agenda Topic 6 Procurement Plan – Tracy Baker – 8:45pm



Handout 1 Draft MS Project Schedule

Handout 2 Draft RACI (Original copy and copy containing Paul’s recommendations)

73




A) Agenda Topic 1: Review Meeting Minutes from Previous Meeting - All • Everyone okay with previous meeting minutes

B) Agenda Topic 2: Review Submitted Work – Mike Heath • RACI: Discussed Paul’s suggested revisions. Agreed on final format • Charter/WBS/Scope Statement: Complete. Moving to a finalized documents folder

C) Agenda Topic 3: MS Project Schedule – Katherine Popejoy • Discussed possibility of reorganizing the flow of the schedule • Katherine Popejoy to revise structure of schedule and add resources and predecessors by next meeting

D) Agenda Topic 4: Project Risk Plan – Ervin Xheneti • Discussed existing template and obtained new template from instructor • Ervin Xheneti to update Risk Plan on new template by next meeting

E) Agenda Topic 5: Risk Register – Ted Lozano • Reviewed draft risk register • Ted Lozano to update Risk Register on new template by next meeting

F) Agenda Topic 6: Procurement Plan – Tracy Baker • Transferred responsibility of drafting the procurement plan to Jody Taylor • Tracy Baker to begin drafting the PowerPoint presentation


• Complete and send final RACI – Mike Heath – due 7/29/2015 • Complete meeting minutes – Katherine Popejoy – due 7/30/2015 • Complete next meeting’s agenda – Tracy Baker – due 8/1/2015 • Complete Rev. 2 of Schedule in MS Project and send to Shawn Hall – Katherine Popejoy – due 7/31/2015 • Complete Risk Plan draft – Ervin Xheneti – due 8/2/2015 • Transcribe Risk Register onto new template – Ted Lozano – due 8/2/2015 • Draft Procurement Plan – Jody Taylor – due 8/2/2015 • Begin PowerPoint Presentation – Tracy Baker – due 8/2/2015 • Book Study Room at Mission Valley Library for 8/2/2015 @ 1400 – Mike Heath – 8/2/2015 • Prepare pictures of previous Capstone presentations – Mike Heath – 8/2/2015 • Send meeting minutes and agendas to Edwina McKinney – Mike Heath – due 8/4/2015

(19) Next Steps

1. Finalize schedule in MS Project 2. Finalize Risk Plan 3. Finalize Risk Register 4. Draft Procurement Plan 5. Begin Assembling PowerPoint Presentation

74




+ - Started meeting early @ 1815 Confusion with risk template Finished meeting early @ 2000 Divided work equally and quickly (Performing phase) Followed agenda well

75



MEETING MINUTES









(10) Meeting Location Mission Valley Public Library – Study Room B



(13) Absent N/A



Agenda Topic 2 Review submitted work – Mike Heath – 2:05pm


Agenda Topic 4 Project Risk Plan and Risk Register – Ervin Xheneti and Ted Lozano – 2:45pm

Agenda Topic 5 Procurement Plan – Jody Taylor – 3:15pm

Agenda Topic 6 Final Presentation – Mike Heath and Tracy Baker – 3:35pm

Force Field Debrief – 3:50pm


N/A

76




A) Agenda Topic 1: Review Meeting Minutes from Previous Meeting - All • Everyone okay with previous meeting minutes. • Discussed Edwina McKinney’s comments.

B) Agenda Topic 2: Review Submitted Work – Mike Heath • RACI was approved by Paul Morris. No further comments or discussion.

C) Agenda Topic 3: MS Project Schedule – Katherine Popejoy • Discussed Katherine Popejoy’s comments and questions. • Minor additions and changes were suggested. Katherine Popejoy to update by next meeting.

D) Agenda Topic 4: Project Risk Plan and Risk Register – Ervin Xheneti and Ted Lozano • Ervin Xheneti and Ted Lozano switched responsibilities. Ervin Xheneti now responsible for Risk Register

and Ted Lozano responsible for Risk Plan. • Discussed draft risk register. Made changes as a group to the “category” column. • Discussed changing the probability and impact ratings from 1-10 to 1-3 to more accurately reflect risk score

in Charter and Scope Statement. Mike Heath to email Geri Wales regarding this change. • Ted Lozano to finish drafting Procurement Plan by next meeting.

E) Agenda Topic 5: Procurement Plan – Jody Taylor • Discussed questions Jodi Taylor had about several sections of the procurement plan template. • Jodi Taylor to address changes discussed and finish draft by next meeting

F) Agenda Topic 6: Final Presentation – Mike Heath and Tracy Baker • Mike Heath presented pictures he took during the previous Capstone presentation. Group discussed likes

and dislikes of the slides viewed. • Reviewed Tracy Baker’s list of PowerPoint discussion topics • Decided to wait until draft PowerPoint presentation complete before assigning speakers to topics


• Complete draft 2 of the MS Project Schedule– Katherine Popejoy – due 8/3/2015 • Follow up on draft 1 Schedule and send draft 2 to Shawn Hall – Mike Heath – due 8/4/2015 • Complete meeting minutes – Katherine Popejoy – due 8/4/2015 • Complete next meeting’s agenda – Tracy Baker – due 8/4/2015 • Send meeting minutes and agendas to Edwina McKinney – Mike Heath – due 8/4/2015 • Complete Risk Plan draft – Ted Lozano – due 8/5/2015 • Revise Risk Register – Ervin Xheneti – due 8/5/2015 • Complete draft Procurement Plan – Jody Taylor – due 8/5/2015

(19) Next Steps

1. Finalize schedule in MS Project 2. Finalize Risk Plan 3. Finalize Risk Register 4. Finalize Procurement Plan 5. Begin Assembling PowerPoint Presentation 6. Reconcile all documents for consistency

77




+ - Everyone gave good feedback on topics that were addressed

Some topics ran way over time, and other topics had to be rushed

Started meeting on time Confusion regarding correct risk plan template Finished meeting on time Unable to edit Schedule on expired version of MS Project Excellent meeting location No feedback on draft 1 of Schedule Took advantage of technology (projector, MS Project)

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MEETING MINUTES







(8) Meeting Date Wednesday, August 5, 2015





(13) Absent N/A



Agenda Topic 2 Review submitted work – Mike Heath and Katherine Popejoy – 7:05pm

Agenda Topic 3 Project Risk Plan and Risk Register – Ervin Xheneti and Ted Lozano – 7:15pm

Agenda Topic 4 Procurement Plan – Jody Taylor – 8:00pm

Agenda Topic 5 PowerPoint Presentation – Mike Heath and Tracy Baker – 8:15pm

Agenda Topic 6 Project Binder – Mike Heath – 8:40pm

Force Field Debrief – 8:50pm


N/A

79




A) Agenda Topic 1: Review Meeting Minutes from Previous Meeting – All – 7:00pm • Discussed and approved previous meeting minutes. • Discussed Edwina McKinney’s comments. • Katherine Popejoy to begin formatting meeting minutes and agendas for finalization.

B) Agenda Topic 2: Review submitted work – Mike Heath and Katherine Popejoy – 7:05pm • Katherine Popejoy to make one minor change to the schedule (Keynote speaker cost) • Other than minor change, the group approved the final draft of the MS Project Schedule. • Mike Heath to verify changes made to the WBS in accordance with the schedule.

C) Agenda Topic 3: Discuss Risk Plan and Risk Register – Ervin Xheneti and Ted Lozano – 7:15pm • Discussed continued confusion with the risk templates. Made decision on how to move forward as a group. • Briefly discussed the risk register. Ervin Xheneti to make updates prior to next meeting. • Ted Lozano to create a SWOT table. • Mike Heath to create a risk matrix.

D) Agenda Topic 4: Discuss Procurement Plan – Jody Taylor – 8:15pm • Jody Taylor to reconcile procurement plan costs with the schedule • Mike Heath to reconcile scope statement costs with the schedule. • Jody Taylor to add insurance procurement to procurement plan.

E) Agenda Topic 5: Discuss PowerPoint Presentation – Mike Heath and Tracy Baker – 8:40pm • PowerPoint Presentation will be drafted by Tracy Baker by the next meeting.

F) Agenda Topic 6: Discuss Project Binder – Mike Heath – 8:50pm • Briefly discussed ideas for how binder will appear. • Mike Heath and Katherine Popejoy will be responsible for creation of final PDF and binder.


• Make changes to risk register– Ervin Xheneti – due 8/7/2015 • Make changes to risk plan – Ted Lozano – due 8/7/2015 • Make changes to procurement plan – Jody Taylor – due 8/7/2015 • Make changes to WBS and scope statement – Mike Heath – due 8/7/2015 • Make changes to schedule – Katherine Popejoy – due 8/7/2015 • Send updated risk register/plan, and procurement plan to Sponsors for comments – Mike Heath – due 8/8/2015 • Complete meeting minutes – Katherine Popejoy – due 8/8/2015 • Complete next meeting’s agenda – Tracy Baker – due 8/8/2015 • Complete draft PowerPoint presentation – Tracy Baker – due 8/9/2015 • Complete draft risk matrix – Mike Heath – due 8/9/2015 • Draft individual speeches for presentation – All – due 8/12/2015

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(19) Next Steps

1. Make final edits and formatting of all deliverables 2. Finalize PowerPoint presentation 3. Generate Final PDF 4. Create project binders 5. Finalize PowerPoint Presentation


+ - Very productive meeting Lots of side conversations Good feedback from Eve on procurement plan Got off topic several times and struggled to follow agenda Made decisions on all deliverables as a team Good teamwork planned for binders

81



MEETING MINUTES








(9) Meeting Time 1:30 pm – 3:30 pm

(10) Meeting Location Mission Valley Public Library – Study Room A



(13) Absent N/A



Agenda Topic 2 Finalize Project Risk Plan and Risk Register – Ervin Xheneti and Ted Lozano – 1:35pm

Agenda Topic 3 Finalize Procurement Plan – Jody Taylor – 2:00pm

Agenda Topic 4 Present Draft PowerPoint Presentation – Mike Heath and Tracy Baker – 2:15pm

Agenda Topic 5 Discuss Project Binder – Mike Heath – 3:00pm



N/A

82




A) Agenda Topic 1: Review Meeting Minutes from Previous Meeting – All – 1:30pm • Everyone okay with previous meeting minutes. • Discussed Edwina McKinney’s comments.

B) Agenda Topic 2: Finalize Project Risk Plan and Risk Register – Ervin Xheneti & Ted Lozano – 1:35pm • Discussed and revised the drafted risk matrix as a group. • Revised and finalized the risk register as a group while concurrently updating the scope statement with

changes made. • Discussed sections that Geri Wales made comments on and revised as a group • Mike Heath to email Paul Morris about necessity of updating project charter.

C) Agenda Topic 3: Finalize Procurement Plan – Jody Taylor – 3:00pm • Discussed Eve Babcock’s final comments and made revisions as a group.

D) Agenda Topic 4: Present Draft PowerPoint Presentation – Mike Heath & Tracy Baker – 3:20pm • Tracy Baker presented two options for the layout of the PowerPoint presentation. The group voted for the

orange themed slides.

E) Agenda Topic 5: Discuss Project Binder – Mike Heath – 3:30pm • Mike Heath and Katherine Popejoy will work together and send emails regarding the project binder.


• Make final edits on risk register– Ervin Xheneti – due 8/10/2015 • Make final edits to risk plan – Ted Lozano – due 8/10/2015 • Make final edits to procurement plan – Jody Taylor – due 8/10/2015 • Send finalized risk register, risk plan, and procurement plan to Sponsors – Mike Heath – due 8/11/2015 • Complete meeting minutes – Katherine Popejoy – due 8/11/2015 • Complete next meeting’s agenda – Tracy Baker – due 8/11/2015 • Send meeting minutes and agendas to Edwina McKinney – Mike Heath – due 8/11/2015 • Draft individual speeches for presentation – All – due 8/12/2015

(19) Next Steps

1. Make final edits and formatting of all deliverables 2. Generate Final PDF 3. Create project binders 4. Finalize PowerPoint Presentation


+ - Very productive meeting Ended late Good teamwork Went way over time discussing risk Made final decisions on all deliverables Excellent meeting location

83

PowerPoint Presentation 1

The Big Travel Expo

August 19, 2015


Mike HeathTracy Baker

Katherine PopejoyJody TaylorErvin XhenetiTed Lozano


About us

KANOE, a Subsidiary of

KAYAK, our parent company, is a travel search engine that searches hundreds of travel sites to help the consumer find and book the flight or hotel that suits them the best.



84


Through extensive research, it was discovered there was a missing link in the travel industry:

KANOE was founded to fill this need.

KANOE’s goal is to host a 5‐day Travel Show that will educate and invigorate the consumer on the latest travel trends.

Travel Customer

Travel Vendor

Travel Resources & Trends


The Big Travel Expo

San Diego

March 16-20, 2016

• The Big Travel Expo will be attended by 3,000 – 4,000 consumers from the general public.

• There will be 100 vendor booths.

• Educational workshops and seminars will be offered.

• This event will be financially self‐supporting.



85


AGENDA

Scope and Project Charter

Project Constraints

Project Controls

Project Deliverables:

• Work Breakdown Schedule (WBS)

• RACI

• Schedule & Project Resources

• Procurement Plan

• Risk Plan

Lessons Learned


Scope/Budget

Our Approach: • Critical industry connections from KAYAK• Outsourcing for marketing, booking talent, staffing, ticket

sales to the general public, and security• Planning, organizing, and execution of the event

Our Budget:• Initial funding by KAYAK• Ultimate goal is to be self‐sustaining• Budget set at $350,000



86


Constraints:• Maximum of 100 vendor booths• Event must take place prior to the peak travel season

Dependency Linkages:• KAYAK to provide all initial funding• KAYAK to assist in making contacts for booth vendors and

event sponsors

Impacts:• Strengthen the KAYAK brand• Build loyalty• Increase sales• Generate referrals

Project Constraints


Steering Committee Meetings: • Monthly meetings – by the 15th of every month• Weekly meetings – beginning January, 2016 (3‐months

prior to event starting)

Monthly Status Reports: • Monthly status reports to key stakeholders and sponsors.• Weekly updates – beginning January, 2016

Issue and Risk Management:• Issues that impact scope, time, and cost will be

documented on the Issue Log and will be discussed at the Steering Committee Meetings

Project Controls


87


Work Breakdown Structure (WBS)

• Project Planning

• Procurement

• Facilities

• Marketing

• Event Planning

• Registration

• Project Closeout


RACI

KANOE & KAYAK Team Industry Experts

Project Sponsor Hotel Management

Project Manager Marketing

Public Relations Security

Finance Thunder Tix

Procurement

Scheduler

Logistics

Key Roles


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Project PlanningPlan Project A R I C C C I C

MarketingDevelop Marketing Plan C A C C C R I

FacilitiesSelect Venue I A I C C C I R

Booth Set Up / Break Down I A C I I I R

Event PlanningApprove Event Schedule C A C I R I

Approve Floor Plan C A I I I I R

Approve Keynote Speakers C A R C I I I I I

ProcurementSign agreements with Contractors I A C R I C C C I

RegistrationRegister Vendors I A C I R I

Approve Check-in Process I A C C C R I

Project CloseoutBalance Budget I A I R C I I

Record Lessons Learned A R C C I

Formally Close Project A R I C I I I

KANOE RACI for The Big Travel Expo

Role

Project Deliverable(or Activity)


MS Project Schedule


Major Milestones:

• Start Project – July 8, 2015

• Procure Venue – November 19, 2015

• Event Opening – March 16, 2016

• Project Closed – June 10, 2016

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Critical Path

1. Plan the project• Organization Deliverables

2. Marketing• Advertisements

3. Event Preparation• Venue Set‐Up

4. Event• “Must Begin On” Constraint

5. Project Closeout• 60 Days


Project Resources

Resource Name Type Units RateVenue CostSecurity Cost

Print Materials CostKeynote Speakers Cost

ThunderTix Material $800.00/yAdvertising Material $200.00/d

Project Manager Work 100% $40.00/hProcurement Dept. Work 200% $35.00/hMarketing Dept. Work 500% $30.00/hFacilities Dept. Work 300% $30.00/hFinance Dept. Work 200% $30.00/hScheduler Work 100% $30.00/hEvent Staff Work 3,000% $10.00/h


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Procurement Plan

Seven Services to Procure:

• Ticketing and Registration

• Venue

• Marketing Support

• Security Services

• Staffing Services

• Talent Agency (keynote speakers & entertainment)

• Hardware and Software


Procurement Objectives

Ticketing and Registration • One‐year agreement • Ticketing, purchasing web page, bar code scanners, andpoint of sale system

Venue• Accommodate 100 vendor booths• Accommodate 3,000 – 4,000 patrons• Separate areas for keynote speakers and entertainment• Food demonstration/preparation area

Marketing Support• Experienced advertising agency• Advertisements in print, TV, radio, and social media

Security Agency• 24‐hour security of venue during event


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Procurement Objectives

Staffing services• Provide ticket scanning/registration services• Man information booths• Improve customer interaction

Talent Agency • Secure high profile keynote speakers• Entertainment to help draw patrons to show

Computers and Software• CPU and peripherals• Video conferencing equipment• Administration software• Presentation software for meetings


Vendor Selection

Venue• RFP process• 30‐day deadline for submission• Single sourced, firm fixed price contract to minimize riskof sub‐contractor cost over‐runs to KANOE

• Size, reputation, technical expertise, price, andavailability of on‐site cooking facilities

Marketing Support• RFP process• Pre‐proposal conference• Single sourced, contracted with a cost plus award feecontract

• More risk to KANOE• Bonus based on quality of product, timeliness ofdelivery, ingenuity, and cost effectiveness


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Vendor Selection

Security Agency• Will be procured using RFSQ process.• Pre‐Qualified seller list.• Single source, contracted with a firm fixed pricecontract.

Staffing Services• RFSQ process• Only pre‐qualified sellers will be reviewed• Selection based on experience, qualifications, and price• Single source, contracted with a firm fixed pricecontract.


Vendor Selection

Computers and Software• RFB process.• No pre‐bidders conference• Selection will be based on price• Single source, contracted with a firm fixed pricecontract.

Ticketing and Registration• Procured from list of prospective sellers• Annual membership purchased online• Selection based on features of system, ease of use, andprice


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Estimated Costs

Estimated Cost

Service to Procure Estimated CostTicketing and Registration Services $ 800/Annually

Conference Venue $50,000

Marketing Services $40,000

Security Services $30,000

Event Staffing $50,000

Entertainment $50,000

Insurance $ 3,000

Computers $30,000

Software $20,000


Make, Buy Selection

Venue ‐ Buy• Facility to hold trade show must be procured due to thesize requirements.

Security Services ‐ Buy• Security services are outside the scope of KANOE Staffingexpertise. Having a Professional Security firm present at the event will provide safety for patrons and exhibitors.

Insurance ‐ Make• KANOE will acquire insurance coverage for venue throughparent corporation as a rider on existing policy.


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Risk Management Plan

Step 1: Identify Risks• Identify top 10 risks and their impacts in initial planning.• Created risk register, risk categories and plan riskresponses.

Step 2: Analyze Risks• Qualitative: High, medium, low rating on the probabilityand impact matrix


Risk Management Plan

Step 2: Analyze Risks (continued)• Quantitative: Assign risk score, prioritize risks, updaterisk documents.

• Repeat quantitative analysis as needed.

Step 3: Risk Response Plan• Mitigate• Transfer• Accept• Avoid


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Insignificant Minor Moderate Major Catastrophic

Almost Certain 5 10 15 20 25

Likely 4 8 12 16 20

Possible 3 6 9 12 15

Unlikely 2 4 6 8 10

Rare 1 2 3 4 5

Kanoe Risk Matrix

Consequence

Likelihood


Top 3 Risks

1. Schedule• Firm event date

2. Cost• Pilot project

3. Quality• Ticket sales• Vendor booths


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Risk Controls and Monitoring

• Develop risk register

• Monitor risk triggers

• Maintain issue log and risk log

• Analyze change orders for project impact

• Risk agenda topics at weekly meetings

• Monthly status reports


Lessons Learned

+ ‐No storming Technology difficultiesGood teamwork Difficulties with templatesPublic library was a good choice for offsite meetings

Project roles not definedearly on

Deliverables completed on timeCapstone highlighted lessons from all classes


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Dream it. Plan it. Book it.

Thank you for supporting KANOE in our goal to help the

modern traveler stay informed.


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final complete binder

Documents