This document provides a project plan for organizing a networking event by Advertising and Marketing Communications students. It outlines the project objectives of hosting a successful networking event. Key milestones are divided into conception, creation, and execution phases. Teams are assigned different roles for tasks like graphic design, event planning, social media, and more. A structure is outlined for project management, including regular team and general meetings. An evaluation plan is described to track progress and ensure milestones are completed on time and deliverables meet quality standards. The success of the event will ultimately be measured by attendee feedback.

1. Networking Event
Project Plan
Outline by: Virginia Anderson
Initial Faculty Meeting
11/17/14

2. Project Objectives

3. Project Objectives
Project Vision
As the first ever class of Advertising and Marketing Communications students prepare for
internships and graduation, it is immensely important to build and nurture professional networks. In
order to maximize the impact of the networks already created by students and to add new connections,
a group of involved students want to host a networking event.
Project Overview
The aim of a networking event arranged and hosted by Advertising and Marketing
Communications students is to showcase their full skill range and abilities to potential employers and
networking connections.
Hosting such an event will entail following all of the procedure required to arrange a project of
this scale, as students were taught in class. This will demonstrate the comprehension of course materials
and the ability to apply them in a real-life setting.
Project Benefits
Hosting a networking event, completely organized by students, will highlight the abilities of the
graduating class and increase the potential of finding an employer or connection that will advance
student careers. The aim is to showcase the successes of the Advertising and Marketing
Communications program and increase employment opportunities.
Project Objectives
Main Objective: Host a networking event for the Advertising and Marketing Communications
graduating class with a high turnout of industry professionals and graduates prior to
commencing internships.
Objective: Promote the networking event using social media and connections to attract a range of
industry professionals
Objective: Create a comprehensive plan for organizing and executing a networking event
All objectives have deliverables and schedules involved. Refer to the evaluation
plan for more information on the execution of objectives.

4. Milestones

5. Milestones
Milestone Planning
Major Milestones have all been identified in three phases: conception, creation and execution.
Conception focuses on the planning of the event, creation on the generation of event materials and
execution on the actual event.
Milestone Breakdown
*Note: Teams are divided by Excel tracking tags, outlined at the end of this section
Conception
Group formation and role selection – Date: November 7, 2014
Expected Deliverables: List of roles
Description of Expected Outcome: To be determined by Team Head(s)
Faculty meeting/approval – Date: November 17, 2014
Expected Deliverables: Project Plan
Description of Expected Outcome: To be determined by Team Head(s)
Finalize budget – Date: November 19, 2014
Expected Deliverables: Budget Breakdown
Description of Expected Outcome: A comprehensive breakdown of all expected budget items
Event Date finalized – Date: November 19, 2014
Expected Deliverables: Event Date Chosen
Description of Expected Outcome: To be determined by Team Head(s)
Initial Contact Document Created – Date: November 21, 2014
Team: CPWR
Expected Deliverables: Informational Document to potential invitees to event
Description of Expected Outcome: To be determined by Team Head(s)
Event name, feel finalized – Date: November 21, 2014
Team: EVNT, GRPH
Expected Deliverables: Event Name and style is finalized
Description of Expected Outcome: To be determined by Team Head(s)

6. Graphic Style Sheet Completed – Date: November 18, 2014
Team: GRPH, EVNT
Expected Deliverables: Graphic Style and Branding Guide
Description of Expected Outcome: comprehensive strategy and schedule for all graphic elements of the
event
Creation
Social Media Sites Created – Date: November 21, 2014
Team: SCMD
Expected Deliverables: Social Media Sites
Description of Expected Outcome: To be determined by Team Head(s)
Contact Document finalized – Date: November 21, 2014
Team: CPWR, LIAS
Expected Deliverables: Informational Document to potential invitees to event
Description of Expected Outcome: To be determined by Team Head(s)
Website Created – Date: November 28, 2014
Team: WBDV, CPWR
Expected Deliverables: Live public website
Description of Expected Outcome: To be determined by Team Head(s)
Contact Document sent out – Date: November 28, 2014
Team: LIAS
Expected Deliverables: Informational Document to potential invitees to event
Description of Expected Outcome: To be determined by Team Head(s)
Event location finalized – Date: December 3, 2014
Team: EVNT
Expected Deliverables: Event location selected
Description of Expected Outcome: To be determined by Team Head(s)
Invitations Created – Date: December 12, 2014
Team: GRPH
Expected Deliverables: Invitation to network connections
Description of Expected Outcome: To be determined by Team Head(s)
Invitations sent out – Date: January 3, 2015
Team: LIAS
Expected Deliverables: Invitations mailed

7. Description of Expected Outcome: Invitations are sent to all attendees.
Budget Update Completed – Date: December 12, 2014
Team: BDGT
Expected Deliverables: Budget Breakdown
Description of Expected Outcome: An exact breakdown of available funds and associated allocations
Reserve facility – Date: January 8, 2015
Team: EVNT
Expected Deliverables: Contracts signed and prepared
Description of Expected Outcome: To be determined by Team Head(s)
Team: Budget (BDGT)
Team: Graphic Design (GRPH)
Team: Event Planning (EVNT)
Team: Copywriting (CPWR)
Team: Liaison Group (LIAS)
Team: Social Media (SCMD)
Team: Web Development Team (WBDV)
All subtasks and deliverables will be determined by the individual teams and reported to the project
management team by the team head prior to November 19th, 2014. This will demonstrate comprehension of
task expectations that is required for full-time positions. All deliverables and timelines will be populated to
the master Gantt chart, which will be monitored by the project management team.

8. Structure, Organization and
Responsibilities

9. Structure, Organization and
Responsibilities
Structure
The members of the planning group have divided into teams to handle specific aspects of the
conception and execution of the event. Each team will select a team head to communicate progress on
tasks to the project manager and coordinators. When necessary, additional resources will be called in
for assistance with task completion.
Personnel Requirements
As this is a project that will allow team members to gain experience, teams will be open to
anyone who would like to contribute to the tasks that will be completed. The roles that must be filled
are:
1. Project Manager – Oversee all aspects of project conception and execution
2. Project Coordinator (2) – Coordinate the timings and completion of tasks
3. Faculty Liaison - Liase with faculty (teachers) for advice, contacts and provide general updates to
Faculty Advisor. Must have a strong grasp of communications and have excellent organizational
skills. Must be comfortable with frequent meetings with faculty
4. Invitation/Guest Liaison - Oversee all contact with invitees (emails, notifications, updates, etc)
Manage master guest list and any additional considerations (allergies, disabilities etc)
5. Event Planners - Directly responsible for all venue-related tasks (liquor licensing, security,
location booking etc)
6. Web Designer/Webmaster - Create, oversee and maintain website
7. Graphic Designers - Create all graphics for event and related materials. Must be willing to create
branding guide and associated style sheets
8. Copywriters - Create all text for event and related materials. Must be willing to create a brand
voice statement.
9. Team Secretaries/Minute Takers - Record all meeting events for distribution to team members.
Maintain contact information for all team members
10. Social Media Organizers - Organize and publish social media content in relation to networking
event. Must have strong grammatical skills and be self -regulating
11. Budget Coordinators - Is responsible for budget allocation (and sourcing funds for event). Must
be responsible, organized and trustworthy.

10. Personnel Budget/Management
This project was conceived to be an example of how to effectively organize an event and will be
unpaid for all participants. To ensure all tasks are completed on time, all teams will report to the
management team under Gabriella Trujillo, the management team leader. The management team will
oversee the efforts of the teams and address internal issues as they arise.
Communications
Team Head Meetings – Once a week on Wednesdays (time to be determined), the team heads will meet
to discuss progress on their teams tasks.
General Meetings – Once every two weeks on Friday, starting at 1:45, all members of the teams will
meet to provide and hear summaries of the work currently underway in other departments and will
have a chance to address any concerns or gain the advice of other teams.
Team Meetings – Team leaders will organize meetings among their team members, best suiting the
availabilities of the members. A member of the management team will attend the individual meetings
on an impromptu basis to check in with the teams and ensure meetings are run smoothly.
An event email has been set up and all communications to team members will be sent through the
general email. Any messages which need to be shared with the entire team will be sent to the
management team or the secretaries to be sent to the rest of the team members. Inter-team
communications will be decided by the team members themselves and will be communicated to the
management team to be monitored. Communications between individuals will not be determined by
the management team. The contact information of all team members will be held by the secretaries and
can be accessed at any time.
Schedule and Task Management
Task Management – Key Dates
Initial Meeting: October 31, 2014
Faculty Meeting: November 17, 2014
Name Selection: November 19, 2014
Budget Forecast: November 21, 2014
Event Date: February 11-25 (Actual Date TBA)
Deliverable Completion Dates
Deliverables will be outlined by team leaders and dates will be added to the Gantt chart when finalized.

11. Evaluation

12. Evaluation
Evaluation Plan
The completion of the project will be measured against the time frame as set out in the Gantt
chart, as well as by obtaining successful milestones. We will measure the success of the project by the
completion of deliverables and the final evaluation by the project sponsor. We will also endeavour to
complete a self-critique of our efforts to gauge individual opinion of the completion of the project.
Progress will be tracked in a number of ways. The team leader will, at the advent of a milestone,
log progress information in the Gantt chart as well as create an entry in the progress log. Team members
will be expected to submit a bi-weekly progress report, detailing the work they have accomplished and
tasks they will be working on as they move forward. Regular check-ins via email will be used for tasks
that require a greater amount of time spent on them to ensure their timely completion.
Review meetings will be held concurrently with progress meetings, with an additional meeting
prior to submission of the project to complete self-critiques and perform a post-mortem on the project.
Review meetings will be formatted as such: completed items will be discussed and suggestions will be
solicited for additional information or changes that are required. We will then discuss items in progress
and any obstacles or issues that have arisen with them.
Reports will be submitted via email to the team leader to be added to the master progress log.
Minutes will be taken during team meetings and added to the memorandum for the project. Team
member files will be stored on Google Drive for access by all members.
The quality of project work and project deliverables will be reviewed and verified by the team
leader prior to the completion of the task. The quality will be measured the detail included, the depth of
thinking demonstrated, and the professionalism demonstrated by the final product. The final measur e
of success will be the feedback of attendees to the networking event.