tecbridge annual innovation conference project plan

Northeast Pennsylvania2nd Annual Innovation Conference

Bioscience & Technology

Sponsored by:

What is tecBRIDGE?

tecBRIDGE is a regional organization that collaboratively strives to create and embrace enterprising opportunities within Northeastern Pennsylvania.

The purpose of the nonprofit is to grow innovation and entrepreneurship by harnessing the intellectual capital, energy, and passion of young professionals in our area.

tecBRIDGE’s mission is accomplished by tapping into the abilities of business, academia, government, and economic development in the region.

Who does tecBRIDGE benefit?

Northeast Pennsylvania benefits from tecBRIDGE and its programs

The company focuses on:

● Technology● Biomedical Sciences● Natural resource related opportunities ● Innovation ● Collaboration ● Start-up businesses and companies in their infancy● Institutions of higher education

What does tecBRIDGE accomplish?

tecBRIDGE acknowledges those who excel in these areas, and supports the education of those who will lead the region’s knowledge based economy of tomorrow.

Regional support comes together through various programs and events sponsored by tecBRIDGE, such as:

● the Innovation Conference● the Business Plan Competition ● the TecBridge Entrepreneurship Institute ● a network of Angel Investors, and more

Master Scope Statement

Our main goal is to successfully plan the Northeast

Pennsylvania Innovation Conference. The total budget for

this project is $38,194. The timeframe for this project is

January 1, 2017 to September 15, 2017. The conference

dates will be August 10, 2017 through August 11, 2017.

Master Gantt Chart

Master Budget

Anticipated expenses for Northeast Pennsylvania Innovation Conference

Budget Category AmountExpected Revenues

Sponsors $52,151.88

Ticket Sales ($150 per ticket x 250) $37,500.00

Total Expected Revenue $89,651.88

Expenses

Conference Facilities $17,516.00

Online Ticket Purchase Fees $289.82

Event Collateral $8,297.60

Agency Marketing Support $4,710.16

Video $1,880.00

Photography $700.00

Conference Communications $4,800.00

Total Expense $38,193.58

Expected Net Profit $51,458.30

Master Work Breakdown Structure

NEPA Innovation

Conference

Governance Budget Venue Registration Promotion Audience Agenda Fundraising Volunteer & Staff Day of Event

Post Implement-

ation

Governance

Governance Scope Statement

The main goal of governance is to assure all aspects of this

conference are supervised by the steering committee to ensure

flawless execution of the Northeast Pennsylvania Innovation

Conference. The timeframe for the Governance work package

is January 9, 2017 through August 31, 2017.

Governance

Committee

Establish Steering Committee Meeting Schedule

Finalize Steering Committee Members

Conduct Bi-Weekly Steering Committee

Create Final Report

Committee Responsibility

Obtain Steering Committee Approval

Medical Device Co-Chair

Healthcare Innovation Committee Co-Chairs

Operations Committee Chair

Finance Committee Chair

High School Committee Co-Chairs

Bioinformatics Committee Co-Chairs

Governance Work Breakdown Structure

Governance Gantt Chart

Key to Governance Critical Path

Governance Critical Path

STA

RT

Confirm Executive Sponsors

9 4 13Document

Track Committee

Responsibilities

13 7 20Identify

healthcare innovation committee

20 0 20Identify

Bioinformatics Committee

13 7 20Identify

operations committee

20 0 20Identify Basic research and

discovery committee

20 0 20Identify High

School Committee

Chair

Identify Finance Committee

20 14 34Create Speaker

Application

FINIS

H

9 11 20Identify Medical

Device Committee

20 0 20

16 3 23 12 3 16 23 3 23

20 0 20

23 3 37

26 17 37 37 17 37

13 0 20

37 17 3718 17 26

1 8 9

9 4 13Document High

School Committee

Responsibilities9 0 13

20 17 37Obtain Steering

Committee Approval

20 0 37

37 206 243Create Final

Report37 206 243

Administration Risks

A. Cannot fill steering committee spot in timeB. Steering Committee does not approve task in a timely mannerC. Disputes between Steering Committee MembersD. Member of the committee back out due to unforeseen reason E. Member gets sick or injuredF. Schedule conflicts of Committee Members

Governance Risk Assessment

Like

lihoo

d

B,C

D

E,F

Impact

Governance Risk Assessment

A

Frequent(76-100%)

Probable(51-75%)

Occasional(26-50%)

Improbable(0-25%)

Catastrophic(100-76%)

Critical(75-51%)

Marginal(50-26%)

Negligible(25-0%)

Governance Risk Mitigation TechniquesAdministration Mitigation

A. Organize potential candidates in order to confirm best possible selectionB. Have guidelines to help Steering Committee abide by to ensure all decisions

are made in a timely mannerC. Executive Sponsor will have final say in any matter if Steering Committee is

having disputes D. Have a list of potential candidates that are responsible and able to replace

vacant member's position

For E and F:

Have individual underneath the current committee member trained to act as a surrogate on Steering Committee Meetings and take notes in case that committee member can not fulfill their responsibilities

Budget

Budget Scope Statement

The main goal of this work package is to ensure that the

predetermined budget established by the executive sponsor

and steering committee is not used negligently or exceeded.

The total budget for this project is $38,194. The timeframe for

the budget work package is March 13, 2017 through August

31, 2017.

Budget

Establish Budget

Establish Conference Revenue and Expense

Goals

Establish Invoice Processing Plan for

Sponsors and Vendors

Establish Reporting Process for Steering

Committee

Review 2016 Proforma Budget for

2017 Planning

Prepared Final Event Proforma

Update Steering Committee

Budget Work Breakdown Structure

Budget Gantt Chart

Key to Budget Critical Path

Budget Critical Path S

TAR

T

Review 2016 Proforma

72 4 76Establish

Revenue and Expense Goal


Invoice Processing for

Sponsors

Establishing Reporting Process

Prepare Final Event Proforma

Update Steering

Committee

FINIS

H


226 147 226222 150 226 226 133 230 230 0 230

222 143 222 222 129 226 226 0 230213 153 222

60 9 69 79 0 79 226 4 23093 4 97

79 0 79 93 4 97 230 0 230

Budget Category AmountConference Facilities $17,516.00




Video $1,800.00

Photography $700.00



Expected Revenue (sponsors & tickets) $35,577.80


Budget Proforma for 2016 Northeast Pennsylvania Innovation Conference

Budget Category AmountExpected Revenues

Sponsors $52,151.88

Ticket Sales ($150 per ticket x 250) $37,500.00

Total Expected Revenue $89,651.88

Expenses

Conference Facilities $17,516.00




Video $1,880.00

Photography $700.00




Budget Proforma for 2017 Northeast Pennsylvania Innovation Conference

Financial RisksA. Unable to raise enough revenue during the fundraising campaign

to cover the cost of event expenses B. Unable to reach goal of 250 attendees C. Exceeding budget predetermined by Steering CommitteeD. Unforeseen changes that may cause the budget to increaseE. Improper handling of funds/ theft of fundsF. Risk of sponsorship withdrawing funds

Budget Risk Assessment

Like

lihoo

d

Frequent(76-100%)

Probable(51-75%)

Occasional(26-50%)

Improbable(0-25%)


A,B

Critical(75-51%)

Marginal(50-26%)

C

D,E

F

Negligible(25-0%)

Impact

Budget Risk Assessment

Budget Risk Mitigation Techniques Financial Mitigation

A. If capital is not sufficient continue or extend solicitation campaignB. If attendance is not sufficient, expand promoting to all varieties of market

segmentsC. All decisions regarding to the budget must be reviewed to ensure efficiency of

all funds and not to exceed budgetD. Obtain steering committee approval before finalizing any expendituresE. Assign Steering Committee member to perform monthly impromptu inspections

on budgetF. Constant update to budget and fundraising accounts to ensure accurate event

progress

Venue Scope Statement

The objective of the Venue is to provide a first class

experience to attendees of the Innovation Conference by

researching, preparing recommendations, obtaining approval,

negotiating a contract and obtaining a contract authorization

that will need to be completed by March 3, 2017.

Venue Work Breakdown Structure

Venue

Authorize Contracts

Negotiate Contracts

Authorize Steering Committee Approval

Determine Location

Authorize Reservation

Achieve Venue Occupancy

CommuteTime

Venue Gantt Chart

Key to Venue Critical Path

Venue Critical Path25 23 48

Research Location

171 146 194

48 0 48

Prepare Recommendation

192 144 192

51 0 51

Obtain Approval

194 143 194

51 4 55

Negotiate Contract

192 141 196

58 4 62

Obtain Authorization

194 136 198

65 2 67

Announce Location

196 131 198

198 4 202

Conduct Walk-Through

198 0 202

STA

RT

FINIS

H

Venue Risk AssessmentOrganizational Risk

A. Venue not confirmed by deadline B. Contract agreement not obtainable C. Steering Committee does not approveD. Go over budget

Location Risk

E. Venue catastrophe F. Exceed fire code occupancy

Venue Risk AssessmentLi

kelih

ood

A

F,E B

C

D

Impact

Frequent(76-100%)

Probable(51-75%)

Occasional(26-50%)

Improbable(0-25%)


Critical(75-51%)

Marginal(50-26%)

Negligible(25-0%)

Venue Risk MitigationOrganizational Risk

A. Meet weekly to avoid missing deadlines B. Negotiate to meet agreements with steering committee C. Regularly meet with steering committee to review their expectationsD. To avoid going over budget, know all of the costs and be aware of

spending

Location Risk

E. Create a backup plan for a possible catastropheF. Know the max capacity and be aware of attendance at all times

Registration

Registration Scope Statement

The main goal of the registration work package is to review

and update registration software, implement registration link

in the website, and coordinate with social media team to

announce registration capability. The initial review of the

registration software begins February 20, 2017 and the

deadline for registration ability is March 17, 2017.

Registration

Software

Debug

Test Software

Implement Link on Website

Coordinate with Social Media Team

Bi-Weekly Steering Committee Updates

Registration Work Breakdown Structure

Registration Gantt Chart

Registration Critical Path Key

Registration Critical Path

226 4 230

Confirm bank setup for registration software

240 14 244

226 4 230Review and update

registration software with conference details

240 14 244

226 4 230Confirm existing

registration confirmation functionality

240 14 244

240 3 243Conduct software

testing 244 4 247

240 3 243Implement registration

link on the website 244 4 247

240 3 243

Debug

244 4 247

244 7 251Coordinate with social

media team to announce registration

capability 247 3 254

STA

RT

FINIS

H

Registration Risk AssessmentGuest Risk

A. Late registrationB. People who forget to register

Technical Risk

C. Software crashesD. Fails test runE. Possibility of software update after implementationF. Link fails to open on website

Registration Risk MatrixLi

kelih

ood

C

D, F

A

E BImpact

Frequent(76-100%)

Probable(51-75%)

Occasional(26-50%)

Improbable(0-25%)


Critical(75-51%)

Marginal(50-26%)

Negligible(25-0%)

Registration Risk Mitigation Guest RiskFor A and B:

Send registration reminders through promotions

Technical Risk C. Trial runs of software D. Retest to find the source of the problem E. Update software during night shift hours (11:59pm-4:59am)F. Provide contact information on website that allows audience to call and register

Promotion

Promotion Scope Statement

The main goal of this work package is to promote the

Northeast Pennsylvania Innovation Conference and share

information through tecBRIDGE Radio, Facebook, and

Twitter. The timeframe for the promotion work package is

January 30, 2017 through August 29, 2017.

Promotion

Social Media Plan

Platforms

Facebook

Twitter

Instagram

Blog

Radio

Social Media

Strategy

Weekly Posting

Plan

Create Content to

Post

Steering Committee Approval

Graphic Design

Create Logo


Create Save The

Date JPEG


Build Landing

Page


Design Registration

Signage

Executive Director Approval

Deliver Image to Printer

Secure Printing

Company

Establish Backup

Plan

Approve Registration

Signage

Design Conference PowerPoint


Create PowerPoint Locations

Trial Run of PowerPoint

Promotion Work Breakdown Structure

Promotion Work Breakdown StructureSocial Media

Plan

Platforms

Facebook

Twitter

Instagram

Blog

Radio

Social Media Strategy

Weekly Posting Plan

Create Content to Post


Promotion Work Breakdown StructureGraphic Design

Create Logo


Create Save The Date JPEG


Build Landing Page


Design Registration

Signage


Deliver Image to Printer

Secure Printing Company

Establish Backup Plan

Approve Registration

Signage

Design Conference PowerPoint


Create PowerPoint Locations

Trial Run of PowerPoint

Promotion Gantt Chart

Key to Promotion Critical Path

Promotion Critical PathS

TAR

T

30 4 34

Save The Date

202 171 205

30 4 34

Strategy Proposal

200 170 204

100 4 104

Develop Radio Schedule

204 104 208

184 4 188

Design Signage

209 25 213

100 4 104

Update Radio Plan

208 108 212

191 1 192

Approval

213 22 214

212 4 216

Design PPT

212 0 216

192 1 193

Send To Printer

214 22 215

FINIS

H

34 4 38

Approval

205 171 209

212 1 213

Approve Signage

215 3 216

Promotion Risk AssessmentFinancial Risks

A. Negative impact from social media could cause decline in attendance and loss of profits

B. Cost of managing platform and retaining records

Reputational Risks

C. Content ownership and intellectual property infringementD. Human error can lead to mistakes in posts that negatively impact the

brand and loss of customer confidenceE. Incorrect real-time promotional material can tarnish a reputation

Promotion RiskLi

kelih

ood D

B

C

E

A

Impact

Frequent(76-100%)

Probable(51-75%)

Occasional(26-50%)

Improbable(0-25%)


Critical(75-51%)

Marginal(50-26%)

Negligible(25-0%)

Promotion Mitigation FactorsFinancial Mitigation

A. Avoid posting content or images that are of poor quality, contain erroneous information

B. Records and hit trackers from social media C. Media coordinator can approve all content before posting

Reputational Mitigation

D. All content needs to be proofread and edited in depth before posting, to avoid losses by maintaining a positive social media presence

E. Real time content must meet reputation standards

Audience

Audience Scope StatementThe main goal of this work package is to gather an audience

of 250 students, professors, investors, and local businesses

attendees from the community. We identify our audience from

those interested in Bioscience and Technology, as well as

other interested parties within the community. The timeframe

is February 6, 2017 through July 10, 2017.

Audience

High School Students

High School Committee

Meeting

Finalize Committee Members

Committee Meeting

Schedule

Determine Communicatio

n Plan

Develop High School

Contact Plan

Identify Participating High Schools

Finalize HS Participation

PlanPoster

Sessions

Registration

Topic

Deadline

Times

Colleges Invited

Contact Universities

Meet With Schools

Assign Deadlines For

Schools

Ask Schools About

Speakers

Find Out Number of Students

Amount of Posters Being

Entered

Business Participation

Send Out Invites

Identify Possible Speakers

Audience Work Breakdown Structure

Audience Work Breakdown StructureHigh School

Students

High School Committee

Meeting

Finalize Committee Members

Committee Meeting

Schedule

Determine Communication

Plan

Develop High School

Contact Plan

Identify Participating High Schools

Finalize HS Participation

PlanPoster

Sessions

Registration

Topic

Deadline

Times

Audience Work Breakdown StructureColleges Invited

Contact Universities

Meet With Schools

Assign Deadlines For Schools

Ask Schools About Speakers

Find Out Number of Students

Amount of Posters Being Entered

Business Participation

Send Out Invites

Identify Possible Speakers

Audience Gantt Chart

Audience Critical Path Key

Audience Critical Path S

TAR

T

Finalize Committee

51 4 55Committee Schedule

62 89 151Identify what colleges are

attending

65 25 90Identify

participating HS contacts

62 89 151Identify College

President Focuses

Finalize HS participation

62 89 151Finalize College

Participation

FINIS

H

58 4 62HS

communication plan

93 98 191

60 9 64

102 40 191 102 40 191 102 40 191

64 6 68 68 3 93 93 0 19156 12 60

44 4 48

Audience Risk Assessment

Organizational Risks

A. Lack of attendees from businesses, investors, and interested partiesB. Universities fail to recruit student poster submissions and faculty

participantsC. Failure to reach goal of 250 attendees

Commercial Risks

D. Unsatisfied audience at the event can negatively impact next year’s conference

E. Audience derives no value from speakers or panel discussions

Audience RiskLi

kelih

ood

D,E

A

B C

Impact

Frequent(76-100%)

Probable(51-75%)

Occasional(26-50%)

Improbable(0-25%)


Critical(75-51%)

Marginal(50-26%)

Negligible(25-0%)

Audience Mitigation FactorsOrganizational Risks

A. Prevent low attendance by promoting to all interested parties B. Appoint committee co-chairs to identify university recruits C. Ensure attendance through recruitment and registration

Commercial Risks

D. Follow up with surveys and data collection to measure audience satisfaction

E. Avoid lack of value from speakers and presenters by enforcing committee approval

Agenda

Agenda Scope Statement

The main goal of the agenda work package is to recruit and

confirm keynote speakers and panelists, and to coordinate

with conference printing partner to determine the agenda print

quantity. The deadline for recruiting the keynote speakers is

April 28, 2017 and the print quantity must be determined by

July 14, 2017.

Agenda

Recruit Speakers

Keynote Speakers

Obtain Bios for Social Media

Team

Coordinate with KS on

Topic

Panel Speakers

Obtain Bios for Social Media

Team

Finalization

Speaker Finalization

Topic Finalization

Agenda Content

Finalization

Coordinate Print Shop

Create Backup Plan


Agenda Work Breakdown Structure

Agenda Gantt Chart

Agenda Critical Path Key

Agenda Critical Path

23 95 118Recruit keynote

speakers and

panelists 60 83 201

23 95 118

Finalize topics

60 83 201

23 95 118Obtain speaker

and panelist bios for social media team

60 83 201

23 95 118Coordinate

with speakers on conference presentation

materials 60 66 201135 0 135

Obtain steering committee approval

201 66 201 191 11 202Determine

agenda print quantity,

coordinate with printing partner 201 11 213

213 3 216Add agenda to

conference welcome package

213 0 216

STA

RTFIN

ISH

Agenda Risk AssessmentOperational Risk

A. Misprint on the agendaB. Cannot find print shop within budget to print agendaC. Speaker cancellationD. Going under/over time allotted on agendaE. Mishandling the distribution

Agenda Risk MatrixLi

kelih

ood

C

B

D

E

A

Impact

Frequent(76-100%)

Probable(51-75%)

Occasional(26-50%)

Improbable(0-25%)


Critical(75-51%)

Marginal(50-26%)

Negligible(25-0%)

Agenda Risk Mitigation Techniques

Operational Risk

A. Create proofreading planB. Investigate school partner options C. Definite backup plan setD. Built in allotted time for overagesE. Extra agendas printed and placed throughout the conference

Fundraising

Fundraising Scope Statement

The main goal of fundraising is to gather $52,151 of revenue

from designated sponsors and local businesses from the

Northeastern Pennsylvania region. The timeframe for the

fundraising work package begins on the March 27, 2017

through June 30, 2017.

Fundraising Work Breakdown StructureFundraising

Identify Finance Committee Volunteers

Establish bi-weekly committee meetings to review progress

Establish Reporting Process for Steering

Committee

Establish Sponsorship Opportunities


Identify new foundation sponsor prospects.

Identify new commercial sponsor prospects

Conduct solicitation campaign

Solicit Sponsors from 2016 IC

Establish Google Docs Tracking

Establish Google Docs Tracking

Establish members allowed in Google Doc

Establish bi-weekly updates of Google Docs

Fundraising Gantt Chart

Key to Fundraising Critical Path

STA

RT

Identify New Sponsor

Prospects

Solicit Sponsors from 2016 IC

Bi-weekly committee

meetings to review progress

Identify new commercial

sponsor prospects.

93 4 97

Reporting Process for Steering Committee

156 4 160Determine if there

are new IHE sponsor

opportunities

FINIS

H


Levels

148 97 152132 72 148 152 59 156 156 0 160

57 6 61 61 10 864 19 57

23 53 76

Identify Volunteers to help

Sponsorship solicitations

63 19 78

Google Docs for Tracking prospects

and status78 27 82

Assign volunteers to prospect solicitations

82 3 86

44 15 59Conduct

Solicitation Campaign

86 0 181

Fundraising Critical Path

51 25 7651 4 55

51 4 55 79 4 89

60 16 76 51 4 55

86 95 181

Capital Risks

A. The degree of support from the community does not meet the requirements to fund the event

B. Sponsor does not fulfill their donation obligations after the event has taken place.

Event Risk

C. Key staff or volunteers are a no show D. Bad public relations in advance of event prevents people from

fundraising E. Improper handling of received funds

Fundraising Risk Assessment

Fundraising Risk AssessmentLi

kelih

ood

A

B,C

E D

Impact

Frequent(76-100%)

Probable(51-75%)

Occasional(26-50%)

Improbable(0-25%)


Critical(75-51%)

Marginal(50-26%)

Negligible(25-0%)

Fundraising Risk Mitigation Techniques Capital Risks

A. Get involved and personal interaction with the communitya. Ex. Sponsoring a high school science fair or in class participation through shared

knowledge B. Pre-Conference: Implement a 30% security deposit for all sponsors, Post-Conference:

Accelerate the invoicing to sponsors

Event Risk

C. Delegate supervision to a level so that if a key staff or volunteers is a no show, their area can be covered by another person

D. Hold all members of this conference to the highest level of expectations and create specific repercussions for damaging this conference public relations

E. Assign member of team to conduct monthly inspections of all received funds

Volunteer and Staff

Volunteer and Staff Scope Statement

The main goal of this work package is to identify committee

chairs to recruit volunteers willing to help make this event a

success, and venue staff for each day of the conference. The

timeframe for this work package is January 1, 2017 through

August 12, 2017.

Volunteer and Staff

Volunteer Recruitment

Volunteers and Current

Staff

Student Volunteers

from 14 IHE’s

Offer Experience to

Students

Recruit From tecBRIDGE’s

Network

Utilize Network of Resources

Identify Co-Chairs

Co-Chairs Identify

Volunteers

Identify Committee Members

Promotion

Social Media Team

Carry Out All Posting Tasks

Staff to Monitor

Responses

Venue Staff

Ensure Set-Up Runs

Smoothly

Audio Visual Needs

Check Overhead Systems

Communicate Needs to

Venue Staff

Project Team Contact List

Update List Monthly

Volunteer and Staff Work Breakdown Structure

Volunteer and Staff Work Breakdown Structure

Volunteer Recruitment

Volunteers and Current Staff

Student Volunteers

from 14 IHE’s

Offer Experience to

Students

Recruit From tecBRIDGE’s

Network

Utilize Network of Resources

Identify Co-Chairs

Co-Chairs Identify

Volunteers

Identify Committee Members

Volunteer and Staff Work Breakdown StructurePromotion

Social Media Team

Carry out all posting tasks

Staff to monitor hits and

responses

Venue Staff

Ensure Set-Up Runs Smoothly

Audio Visual Needs

Check overhead systems

Communicate needs to venue

staff

Project Team Contact List

Update List Monthly

Volunteer and Staff Gantt Chart

Volunteer and Staff Critical Path Key

Volunteer and Staff Critical PathS

TAR

T

1 59 60Identify

Committee Members

1 0 60

1 181 182Identify Possible Volunteers and

Staff1 0 60

1 181 182Identify Possible Volunteers and

Staff59 58 239

1 180 181Assign Staff for all Four Tracks

59 58 239

1 59 70Assign Staff for Social Media

Team60 0 60

222 1 223Ensure Day-Of Set Up Runs

Smoothly239 17 240

60 180 240Carry Out

Posting Tasks

60 0 240

221 2 223Complete

Audio/Visual System Needs

240 19 242

70 172 242Monitor hits and

responses

70 0 242

FINIS

H

1 31 32Identify

Co-Chairs 1 0 32

240 2 242Review

Feedback

240 0 242

Volunteer and Staff Risk AssessmentOrganizational Risks

A. Failure to acquire necessary amount of staff or volunteersB. Volunteer or staff member misrepresenting the organization through

speaking or acting inappropriatelyC. Volunteer failing to meet adequate work standards

Procedural Risks

D. Failure to provide adequate trainingE. Inadequate procedures to supervise volunteers engaged in workF. Substandard performance by a volunteer or staff memberG. Theft or fraud by a volunteer or staff member

Volunteer Risk Li

kelih

ood

E

B

C,D F

A

G

Impact

Frequent(76-100%)

Probable(51-75%)

Occasional(26-50%)

Improbable(0-25%)


Critical(75-51%)

Marginal(50-26%)

Negligible(25-0%)

Volunteer and Staff Mitigation FactorsOrganizational Risks

A. Use college and university resources to acquire volunteersB. Instruct staff and volunteers on operational expectations C. Volunteer performance can be monitored during the conference

Procedural Risks

D. Have a plan for training staff and volunteers on their duties E. Appoint staff members to supervise the volunteers F. Ensure staff and volunteers chosen are quality personnel G. Implement security personnel

Day of Event

Day of Event Scope Statement

The objective of the Day Of Event work package is to ensure

the The Innovation Conference runs error free. This will be

successful through ensuring registration upon arrival, staffing

appropriately, providing proper guest accommodations, and

confirming visual and audio setup by August 10, 2017 to

August 11, 2017.

Day of Event Work Breakdown Structure

Day Of Event

Establish Registration and Vendor Setup

Negotiate Contracts

Finalize All Supplies Needed For The Event

Finalize Audio/Visual Agreement

Determine Audio/Visual Functionality

Correspond With Technicians

Identify Audio/Visual Partners

Determine Enough Welcome Gifts

Determine Food Suppliers

Determine Name Tags

Day of Event Gantt Chart

Key to Day of Event Critical Path

Day of Event Critical Path152 29 181

Identify Photography

Partner

163 11 192

123 29 152

Identify Videographer

Partner

136 13 165

152 29 181

Negotiate Agreement

165 13 194

152 29 181

Negotiate Agreement

192 40 221

184 28 212

Create On-Site Checklist

194 10 222

221 1 222

Registration Setup

221 0 222

222 0 222

Confirm Audio/Visual Functionality

222 0 222

222 0 222

Vendor Setup

222 0 222

STA

RT

FINIS

H

Day of Event Risk Assessment

Operational RiskA. Not enough volunteers B. Not enough food / beveragesC. Speaker fails to show up

Technical Risk

D. Audio/Visual equipment failureE. Registration malfunction

Day of Event Risk AssessmentLi

kelih

ood

Frequent(76-100%)

Probable(51-75%)

Occasional(26-50%)

Improbable(0-25%)


Critical(75-51%)

Marginal(50-26%)

Negligible(25-0%)

Impact

E

AB,D

C

Day of Event Risk Mitigation Assessment

Operational Risk

A. Communicate prior to the day of the event to confirm volunteer participation. Also, assign multiple positions if needed

B. Create a final head count and prepare for moreC. Have a tecBridge representative prepare to speak in case a speaker fails

to show up

Technical Risk

D. Have backup equipment preparedE. Do not rely on technology. Bring a hard copy of invites

Post Implementation

Post Implementation Scope Statement

The main goal of the post implementation work package

is to design and distribute a conference survey and

share the results with the board.The timeframe is from

August 14, 2017 through August 31, 2017.

Post Implementation

Send Post Conference 'Thank

you'Survey

Design Survey

Distribute Survey

Review Survey Results

Send Post Conference

Assessment to Committee

Post Implementation Work Breakdown Structure

Post Implementation Gantt Chart

Post Implementation Critical Path Key

Post Implementation Critical PathS

TAR

TFIN

ISH

226 4 230Create a personal

thank you for all key contributors

240 14 244

226 4 230Design and share conference survey

240 14 244

240 3 243Summarize survey

results for the steering committee

244 3 247

240 3 243Share survey results with the board and steering committee

244 3 247

244 7 251Solicit lessons

learned feedback from volunteers

247 3 254

254 4 258Share lessons

learned feedback with the board and steering committee 254 0 258

Post Implementation Risk AssessmentOperational Risk

A. Forgetting to take the Survey B. Misspelling namesC. Wrong e-mail address for deliveryD. Survey does not work upon openingE. Results calculated wrong

Post Implementation Risk MatrixLi

kelih

ood

Frequent(76-100%)

Probable(51-75%)

Occasional(26-50%)

Improbable(0-25%)


D

Critical(75-51%)

B

E

A

Marginal(50-26%)

C

Negligible(25-0%)

Impact

Post Implementation Risk Mitigation

Operational Risk

A. Send a reminder to take the survey B. Proofread all thank yous and emailsC. Double check email addresses as givenD. Test run the surveyE. Calculate results twice E. Make sure results are the same as the first time calculated

Donald Webster, Frank Sorokach,

Dr. Marwan Wafa, Dr. Durell Johnson,

Kris Rogers

Acknowledgements

Thank you for joining us!

tecbridge annual innovation conference project plan

Education