Plan for Event

1. Empowering Social and Healthcare
Sector: A Knowledge Sharing Event
at Hyderabad
Date: 01st - 06th July, 2023

2. Contents
• Vision
• Objectives
• Requirements
• Milestone
• Key stakeholders
• Team
• Major Risk
• Assumptions
• Dependencies
• Activities to be performed in the event:
• Benefits of the event:
• Gantt Chat in table form

3. Vision
Our vision is to bring together key stakeholders from the social and healthcare
sector to foster a collaborative environment that will enable the exchange of
knowledge, best practices, and ideas that will lead to better healthcare
outcomes for all.

4. Objectives:
• To bring together hospitals, the Ministry of Health and
Welfare, NGOs, and other stakeholders in the social and
healthcare sector for a collaborative knowledge sharing
experience.
• To foster the exchange of knowledge, best practices, and ideas
in the areas of social and healthcare.
• To create a platform for networking and collaboration among
stakeholders in the social and healthcare sector.

5. Requirements:
• Event Goals: The event should be designed to facilitate knowledge sharing and collaboration across the social and
healthcare sectors in Hyderabad.
• Participants: The event should be open to a wide range of participants, including hospital staff, representatives
from the Ministry of Health and Welfare, NGOs, and other relevant stakeholders.
• Venue: The event should be held at a venue that can accommodate the expected number of participants and that
has adequate space for presentations, workshops, and other activities.
• Agenda: The event should have a clear and engaging agenda that includes a mix of presentations, panel
discussions, workshops, and networking opportunities.
• Speakers: The event should feature knowledgeable and engaging speakers who can address key issues and topics
related to social and healthcare.
• Logistics: The event should have a well-planned logistics strategy, including catering, transportation, and
equipment rental, to ensure that all aspects of the event run smoothly.
• Marketing and Communication: The event should have a comprehensive marketing and communication plan to
promote the event and attract participants, as well as to provide timely updates and information to attendees.
• Risk Management: The event should have a risk management plan in place to identify and mitigate potential risks,
including risks related to participant safety, financial risks, and legal risks.

6. Milestones:
WBS No. Milestone Start Date Finish Date No of Days
1 Project Kick-off 16/03/2023 16/03/2023 1
2 Event Planning 16/03/2023 30/04/2023 45
3 Event Preparation 01/05/2023 31/05/2023 31
4 Event Execution 01/06/2023 03/06/2023 3
5 Post-Event Phase 04/06/2023 30/06/2023 27

7. Key stakeholders:
• Hospitals
• Honorable personals from Ministry of Health and Welfare
• NGOs
• Healthcare professionals
• Patient advocacy groups
• Medical device manufacturers
• Pharmaceutical companies

8. Team
• Event Manager - responsible for overseeing all aspects of the event, including planning,
preparation, execution, and post-event follow-up.
• Communications Coordinator - responsible for developing and executing the event's
marketing and communication plan, including social media outreach, email campaigns, and
press releases.
• Logistics Coordinator - responsible for coordinating all event logistics, including venue rental,
catering, transportation, and equipment rental.
• Volunteer Coordinator - responsible for recruiting and managing volunteers to assist with
event setup, registration, and other event-related tasks.
• Technical Coordinator - responsible for ensuring that all necessary technical equipment and
services are in place and functioning properly during the event, including audio/visual
equipment, internet access, and software.
• Risk Manager - responsible for identifying and managing potential risks associated with the
event, including issues related to participant safety, financial risks, and legal risks.
• Speaker Coordinator - responsible for coordinating with event speakers, including scheduling,
travel arrangements, and presentation materials.
• Participant Coordinator - responsible for managing participant registration and attendance,
as well as responding to participant inquiries and feedback.

9. Major Risk
Risk
ID
Description Owner Proba
bility
Impact Score Action Revised
Score
Risk
Owner
A001 Low attendance due to
scheduling conflicts
PM
(Name)
3 2 6 • Develop an effective marketing
plan to reach out to potential
participants and encourage
attendance
• Offer incentives to encourage
attendance, such as discounted
registration fees, freebies, or
certificates of participation
1 Raja
A002 Technical difficulties
during the event
PM
(Name)
1 2 2 • Hire a technical team to be
available on-site to provide
support and troubleshooting as
needed
• Thoroughly test and prepare all
equipment and the event venue in
advance to minimize the risk of
technical difficulties
1 Ram
A003 Lack of engagement
and participation from
key stakeholders
EO
(Name)
2 3 6 • Design a well-crafted agenda that
encourages engagement and
participation, such as interactive
sessions and group discussions
• Provide incentives for
participation, such as certificates
of participation or recognition
during the event
1 Mohan
1= Low
2=Medium
3=High

10. Assumption
Sr.
No
Description Criticality Next action Owner
1 Participants have a strong interest in knowledge
sharing and will make time to attend
High Develop a registration process
that is easy to use and
encourages early sign-ups
Ensure that the event's schedule
is well-designed and caters to the
needs of potential participants
Roy
2 Participants will be engaged and active in knowledge
sharing and networking opportunities
High Develop a well-designed agenda that
encourages engagement and
participation, such as interactive
sessions and group discussions
Provide incentives for participation,
such as certificates of participation
or recognition during the event
Ensure that there are ample
opportunities for networking and
collaboration throughout the event
Roy
3 The event will be completed within the allocated
budget
Medium Develop a detailed budget plan
that includes all potential
expenses and revenue sources
Monitor expenses throughout the
event to ensure that they are in
line with the budget plan
Develop a contingency plan in
case of unexpected expenses or
revenue shortfalls
BS

11. Dependencies
Sr. No Description Criticality Next action Owner
1 Availability of necessary permits
and licenses
High Obtain all necessary permits and licenses well in
advance of the event
Develop a contingency plan in case of unexpected
issues with permits or licenses
Ram
2 Availability of the event venue on
the decided date
High Confirm the availability of the event venue
well in advance of the event date
Roy

12. Activities to be performed in the
event:
• Keynote speeches by renowned speakers in the social and
healthcare sector
• Panel discussions on topics related to social and healthcare
• Breakout sessions for small group discussions and networking
• Poster sessions for research and project presentations
• Exhibitions by NGOs, medical device manufacturers, and
pharmaceutical companies
• Cultural programs and entertainment

13. Benefits of the event:
• Increased knowledge sharing and collaboration among
stakeholders in the social and healthcare sector
• Improved awareness of current best practices and emerging
trends in social and healthcare
• Enhanced networking opportunities for participants
• Increased engagement and participation in social and
healthcare initiatives
• Development of new partnerships and collaborations
• Greater impact and effectiveness of social and healthcare
initiatives

14. Gantt Chat in Table Form
WBS Activities Start date Finish date No. of days Predecessors Successors
1 Event Planning 16/03/2023 30/04/2023 45
1.1 Develop event objectives and requirements 16/03/2023 23/03/2023 7 None 1.22
1.2 Identify key stakeholders and partners 24/03/2023 30/03/2023 7 1.1 1.3
1.3 Develop an event budget 31/03/2023 06/04/2023 7 1.2 1.4
1.4 Develop a marketing and communication plan 07/04/2023 13/04/2023 7 1.3 1.5
1.5 Identify and secure a venue 14/04/2023 20/04/2023 7 1.4 1.6
1.6 Develop an event agenda 21/04/2023 27/04/2023 7 1.5 1.7
1.7 Develop a risk management plan 28/04/2023 30/04/2023 3 1.6 2.1
2 Event Preparation 01/05/2023 31/05/2023 31
2.1 Secure necessary funding and resources 01/05/2023 07/05/2023 7 1.7 2.2
2.2 Recruit and train volunteers and support staff 08/05/2023 14/05/2023 7 2.1 2.3
2.3 Finalize event agenda and schedule 15/05/2023 21/05/2023 7 2.2 2.4
2.4 Confirm speaker and participant attendance 22/05/2023 28/05/2023 7 2.3 2.5
2.5 Finalize event marketing and communication plan 29/05/2023 31/05/2023 3 2.4 3
3 Event Execution 01/06/2023 03/06/2023 3 2.5 4.1
4 Post-Event Phase 04/06/2023 30/06/2023 27
4.1 Gather feedback and evaluate the success of the event 04/06/2023 10/06/2023 7 3 4.2
4.2
Prepare and distribute post-event reports to stakeholders and
partners 11/06/2023 17/06/2023 7 4.1 4.3
4.3
Follow up with participants and stakeholders to ensure that any
identified issues are addressed 18/06/2023 24/06/2023 7 4.2 4.4
4.4 Review and update the risk management plan for future events 25/06/2023 30/06/2023 6 4.3 None

15. Prepared By: Manoj Singh