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Project Management- Trade Show

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Your company, LRH Products, is about to attend a major trade show event in another city. You, a member of the marketing team, have been selected to manage the project. The project includes all the activities necessary to update the trade show display, re-stock the collaterals (brochures, signs, presentations), order new giveaways, transport the trade show materials, and make all travel arrangements. At this time, you do not need to update any of the printed collaterals, but the presentation will likely need some small modifications. The sales people who will staff the booth also need to be identified, notified, and trained. Clothing may also be necessary to order for them.
You will start this project ten weeks before the event; the display needs to be shipped ten calendar days before the event begins to ensure adequate time for set-up by the on-site trade show staff. You have adequate budget, which was prepared by the marketing manager based on the costs from the last show.
You have a small team of people to help you complete the project. You are available to work up to 16 hours a week on the project. As the newest person in the marketing department, you are not very familiar with the products or what has been done at previous trade shows. You have significant experience organizing trade show events since you used to work from one of the competitors. You also have experience training sales staff. You do not know the vendors with whom you will work on this project, such as the printer and give away supplier. You do have the following individuals to draw upon their expertise for help and guidance.

Problem

Pat
Hours available per week 12
Related Experience Has been involved with the trade show for the past several years. Is very knowledgeable about the products and has a solid working relationship with the sales staff.
Comments - Likes to update the collaterals, especially the presentation. Is comfortable training the sales staff, but doesn't always cover the material correctly. Will go on vacation four weeks prior to the trade show and will be off for two weeks.
Terry
Hours available per week 8
Related Experience Administrative assistant for the marketing department and has been involved in preparations for several trade shows.
Comments Enjoys working on the give-aways and presentations. Does not enjoy making travel arrangements and tends to make mistakes there. May be pulled away from this project to support more time-critical activities.

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Solution Summary

The solution manages the LRH trade show project and discusses staffing issues.

Solution Preview

This project will be based on a task that has been assigned to me by a client, where I have been given the task not only to showcase the product but to manage the event of trade show for the organization in most effective and efficient manner. Our plan defines the tasks that must be done by the project team over the length of the project. It includes a breakdown of tasks, dependencies, task budgets, task start and finish dates, task durations, and resource assignments. All of these components will allow benchmarking the project's progress against the time and resources I have allocated to the project which helps keep it closely within budget and on time.
It encompasses all the deliverables the project manager creates: scope definition, project schedule, team roster, budget, communication plan, quality management plan, and change control mechanisms. It is a document that is created at the start of the project and maintained by the project manager throughout the project's lifecycle. It is important because it defines the strategy, or direction, that the project manager will follow to successfully deliver the project. It is a critical communication device to the sponsor, customers, and team members. The project plan also serves as a record of leanings for future projects. There are many advantages to project management with a project plan:
? It helps the project team stay on task and ...

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