Case Study - Gelos Enterprises

You are a Project Officer at Gelos Enterprises, an innovation and professional services firm. Gelos serves clients across a wide range of industries.

As part of Gelos' new proposition and in addition to developing leading products, technologies, and consultancy services, Gelos has identified an opportunity that involves hosting an annual conference for new and existing clients across all industries to showcase Gelos' products, technologies and consultancy capabilities.

You have been tasked by the CEO to take on the role of Project Manager for this project. You will work closely with the CEO and supporting staff from various departments.

This assessment project requires you to manage project governance where you will demonstrate that you can:

• develop and implement a governance plan
• demonstrate effective team leadership
• monitor and evaluate the project governance structure.

Project: Annual conference

Gelos has decided that they would like to host an annual conference to showcase both upcoming and existing products, technologies, and consultancy capabilities. The speakers that will be invited are Gelos representatives, as well as industry and academic leaders who are well known and respected within the industry. The conference project has not yet been finalised, and it will run in about six months.

Although the CEO has ultimate responsibility for the conference, as Project Manager, you will be responsible for the ongoing development of the conference in cooperation with several other staff members, who will use their expertise in different areas to support your project management.

Project scope

This project will cover all aspects of the conference, including planning and follow-up. It is restricted to the conference itself, and will not affect, or be accountable for, any other Gelos Enterprises products or services.

Project objectives

The objectives of this project are:

• to deliver a conference that showcases Gelos' upcoming and existing products, technologies, and consultancy capabilities
• attract new customers to Gelos Enterprises, particularly in Western Australia
• to deliver the conference on budget.

Project deliverables

This project's deliverables are:

• a well-attended conference
• a conference that runs at a profit
• make contact with potential new clients in Western Australia
• an increase in Gelos Enterprises' brand awareness.

Project stakeholders

The project's stakeholders include the following:

• Gelos Enterprises' staff and management, including the project team
• Gelos Enterprises' clients
• all of the invited speakers
• the venue project manager.

Conference schedule

The program is as follows:

Table 1 - Conference Program

Conference 2022: Unlocking your potential Date: in 31 weeks from today 09.00 - 17.00
Time	Session
09.00 - 09.30	Conference welcome Welcome to Country - Traditional Custodian General Welcome - CEO, Gelos Enterprises
09.30 - 10.30	Keynote Speaker - Ben Shillings, CEO of Techno Corp Technology disruption
10.30 - 11.00	Morning tea
11.00 - 13.00	Small group workshops and industry networking Facilitators: Gelos industry specialists
13.00 - 14.00	Lunch
14.00 - 15.30	Products and technologies to fuel growth Presenter: Tanya Samuels, Chief Innovator of Gelos Enterprises
15.30 - 16.00	Afternoon tea
16.00 - 17.00	Gelos Consultancy Services Presenter: Ian Foreman

Project team

You are the Project Manager for this project. You are responsible for co-ordinating this project andestablishing effective project governance.

Donna Chisholm, who is the Project Co-ordinator, will help with contacting and lining up the speakers. She has already drafted the Conference Program in Table 1 which can be used until the speakers have been finalised.

Ben Streep, the Administration Manager has had experience with the ground level work required for a conference, and he will help to determine and prepare the venue. One of his Administration Assistants, Dan Lee, used to work in event management, and will be supporting Ben with the venue preparation and management.

Alex Ingham, the Accounts Manager will be in control of the finances of the congress. One of Alex's Accounts Assistants, Cindy Ling, will be helping with the data entry, and will be mentored by Alex during the project, as Alex wants her to take over this role in the Project Team next year.

Aditi Gupta, the Marketing Manager, will co-ordinate the marketing material, registration andsend out invites to attendees through Gelos' new CRM system. The Marketing Assistant, Zaid Assis, will be carrying out most of the design and commissioning of the marketing material under Aditi's guidance.

Conference detail

The participant target group is managers across a wide range of industries. This group will be targeted by email using the Gelos' new CRM system and publicised through social media such as LinkedIn.As this is Gelos' first annual conference, there is limited information to determine attendance numbers and profits.

The annual conference will be held in Perth, where Gelos Enterprises' Western Australia office is located. It is hoped that attendance by managers in Perth will lift the company's brand awareness in Western Australia. Perth has also been chosen due to its handling of the COVID-19 pandemic and the lesser restrictions on gathering numbers.

Conference facilities require a centrally located venue that has a conference room that can accommodate up to 150 people. Invited speakers will want to be accommodated nearby, so there will need to be an appropriate hotel in the vicinity.

The venue will also need to be able to provide on-site catering for the meeting attendees.

Everyone is hoping the conference will go ahead in person, but there is still uncertainty as the pandemic is not yet over, so an online option needs to be considered as a backup plan.

Budget

The total budget for the conference is $100,000 but it's expected to make that back in revenue from the tickets and make a profit also.

The projected attendee numbers are 150 people, and the suggested conference price for participants is $500 plus GST.

There will be ten speakers in total. Speakers are to receive $400 each for their participation.

My question is :

I am required to create Stakeholder Management Policy and Procedures.

please use the following template:

Stakeholder Management Policy and Procedures

Table 1 - Stakeholder Management Policy and Procedures

Introduction

Purpose

Scope

Responsibilities

Procedures

Stakeholder management practices

• Conflict resolution management practices