Project Management For Trade Exhibition: Scope Statement, Objectives, And Deliverables

Project Scope Statement

Project Management is one of the most important disciplines for the purpose of initiating, planning, controlling and executing the work of a team for the purpose of supervising the work of a team aimed for fulfilling specific goals (Kerzner, 2013). The aim of a project is to deliver a unique service or product with pre-defined beginning as well as pre-defined end. The primary challenge of the project management technique is achieving the goals of the project within the given timelines. The information pertaining to the projects is described within a project manual, which is being created before the commencement of the project (Burke, 2013). This project manual would focus on the 1 day trade exhibition for a company- DBS Bank at Changi Exhibition Centre. The organizing of stand at the trade show or exhibitionis an exhausting affair, however, if planning is done, then it can be done well. There is a need to plan the activities of the project in a sequential manner. It is also important to estimate the average cost of each individual components such as infrastructure, venue, food, communication campaign, promotional materials and others. It is also a good option to focus on the transportation of the audience such as taxis and shuffles.

The trade exhibitions are organized so that the organizations belonging to a particular industry are able to demonstrate their latest offerings and meet the industry partners (Henn & Bathelt, 2015). The exhibitions would also be an opportunity for examining the current market trends and interact more with the people working in different professional domains. This would also help XYZ Limited to examine the rival activities and demonstrate their products to the customers. This exhibition would be open to both the trade partners as well as general public. The exhibitor is required to use online exhibitor manual or exhibitor manual so that they can perform their required paperwork such as health/safety declarations.

The project scope is a baseline which promotes the understanding of the project to include the project opportunity and project deliverables (Young, 2016). This document would make sure that all the stakeholders would be well aware of the project steps. The project work would occur within the pre-defined project framework and support the deliverables of the project (Kerzner, 2013). The essential elements in the Project Scope Statement would include project objective, project deliverable, milestones, technical requirements, limits and exclusions. There can also be an optional customer review section.

Project Objectives

	PROJECT SCOPE STATEMENT
Project Objective Save Time On Research and Writing Hire a Pro to Write You a 100% Plagiarism-Free Paper. Get My Paper	Project deliverable	Milestones	Technical Requirements	Limits and Exclusions	Customer Review
1.	Generate brand awareness	Concept Development	3 months	Size of Stall-16 sqm	Contract out” services	Innovative idea
2.	Increase sales	Content Development	2 months	Location of Stall- Near entrance gate	Work of site is limited to Monday to Friday, from 7 am to 8 pm	Good and nice concept
3.	Improve the customer relationships	Graphic Development	2 months	IT tools to be installed- 2 small LED TV, 1 laptop, 1 projector, 1 screen, 1 big billboards, 1 hoardings and 2 banners	Work of site is limited to Monday to Friday, from 7 am to 8 pm	To be collected
4.	Conduct proper market research	Interaction Design	1 month		Owner of stall would be responsible for any damage	To be collected
5.	Generation of media relations	Fabrication	1.5 month		Availability of electricity	To be collected
6.	Support of the sales channels	Installation	1 month		Availability of basic infrastructure	To be collected
		Evaluation	0.5 month

Fig: Project Scope Statement

Source: Created by author

The objective of the project is to organize a trade exhibition that would generate brand awareness and respect for own company (Kerzner, 2013). The objectives would be made by using the SMART principles of goal setting, which stands for smart, measurable, achievable, realistic and time bound(Young, 2016). The objectives would be increase sales, improve the customer relationships, conduct proper market research, generation of media relations and support of the sales channels (Johnston & Marshall, 2016). The exhibition would aim to fulfill these objectives and work towards their successful accomplishments.

The project deliverables are concerned with the outputs that the project is expected to produce (Leach, 2014). These deliverables would be applicable at different stages of the project and also after the completion of the entire project(Young, 2016). The major project deliverables along with their sub-deliverables would include the following-

• Concept Development- The sub-deliverable would include the stating of the message, summary description of the exhibition, visitor goals, components of the exhibition and explanation of the individual components(Young, 2016).
• Content Development- The content development is important for XYZ Limited to be visible among the masses in the trade exhibitions. The different sub-deliverables would comprise of the managing the content development of exhibition, prototyping, integration of external content, final content of the stall, developing the marketing plan and interface with design/fabrication (Young, 2016).
• Graphic Development- The major deliverable of this task would include the “look and feel” board, billboards, small hoardings and other kinds of exhibit graphics(Johnston & Marshall, 2016).
• Interaction Design- The sub-deliverables would comprise of the interaction plan of each of the individual components(Johnston & Marshall, 2016). The major tasks in this deliverable would include managing the prototype interactions, final interactions and others.
• Fabrication- This would include managing the content as well as design teams in order to develop the material lists(Johnston & Marshall, 2016). This would involve sourcing materials and fabrication of the exhibit components.
• Installation- The exhibition would be held on 1 September and it would open at 8 am and end at 5 pm (Johnston & Marshall, 2016).

The milestones correspond to the time frame required for the completion of each project deliverable (Sharon & Dori, 2015). Each of the individual deliverable would have individual components for completion, which needs to maintain specific time frame(Sharon & Dori, 2015).

The different technical requirements would include the size of the stall, location of the stall in the hall and IT tools to be installed such as LED TV, billboards, hoardings, banners and others (Fürstner & Gogolák, 2015). It is important to take care of the IT and the different technical requirements, which would help the event to be a successful one. The size of the stall should be 4 meter x 4 meter (16 sq. meters), which should be located near the entrance gate. This would make it more visible to the general public. It should install different IT tools such as 2 small LED TV, 1 laptop, 1 projector, 1 screen, 1 big bill boards, 1 hoardings and 2 banners.

IT tools to be installed- 2 small LED TV, 1 laptop, 1 projector, 1 screen, 1 big billboards, 1 hoardings and 2 banners

There are certain exclusions to the project such as the contactor has the right to “contract out” services, work of site is limited to Monday to Friday, from 7 am to 8 pm, owner of stall would be responsible for any damage, availability of electricity, availability of basic infrastructure such as drinking water (for stall members) and others.

	Time	Scope	Cost
Constraint
Enhance
Accept

Fig: Project Priority Matrix

Source: Created by author

Project Deliverables

The “scope” of the project is fixed as there cannot be many alterations that can be done to the scope (Mirza, Pourzolfaghar & Shahnazari, 2013). Hence, it is considered as a constraint as it cannot be modified as per the requirement. The original plan of the project cannot be changed often (Azzimonti, Battaglini&Coate, 2016). The project deliverable as well as project milestones cannot be compromised, since it may affect the final trade exhibition.

The trade exhibition would need to priorities their work for the purpose of successful event (Davies & Hughes, 2014). It is important to enhance“time” and make the most utilization of time. There is limited time for the completion and organizing of the project (Davies & Hughes, 2014). Hence, it is important for the exhibition manager to make maximum utilization of the available time. He should organize all the project deliverables appropriately and try to organize them within the project milestones. It is important to maintain the time limits for the completion of the individual job tasks (Augenblick, Niederle & Sprenger, 2015). It is important to take the advantage of every possible opportunity that comes in the way. It is also advisable to make every possible effort to minimize the project completion time (Azzimonti, Battaglini & Coate, 2016).

The “cost” factor can be accepted even if there is slight deviation from the proposed budget (Azzimonti, Battaglini&Coate, 2016). For example, in order to meet the project deadlines, there can be more expenditure, which should be adjusted by other sources. It is true that it is not advisable to exceed the pre-determined budget, however, for the sake of successful project completion; the budget contradictions can be accepted.

The project management of trade exhibition is an important job which needs to be managed well in order to make the exhibition a successful one (Fewings, 2013). The time, performance and cost are some of the important factors to be considered while planning for the project. This matrix helps in the identification of the constrained criteria that can be accepted or they can be enhanced (Fewings, 2013).

References

Augenblick, N., Niederle, M., &Sprenger, C. (2015). Working over time: Dynamic inconsistency in real effort tasks. The Quarterly Journal of Economics, qjv020.

Azzimonti, M., Battaglini, M., &Coate, S. (2016). The costs and benefits of balanced budget rules: Lessons from a political economy model of fiscal policy. Journal of Public Economics, 136, 45-61.

Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.

Davies, M. B., & Hughes, N. (2014). Doing a successful research project: Using qualitative or quantitative methods. Palgrave Macmillan.

Fewings, P. (2013). Construction project management: an integrated approach. Routledge.

Fürstner, I., &Gogolák, L. (2015). Modification of Technical Documentation Prepared by Students for Building a Product Prototype. In 3rd International Conference and Workshop Mechatronics in Practice and Education-MECHEDU (pp. 60-65).

Henn, S., &Bathelt, H. (2015). Knowledge generation and field reproduction in temporary clusters and the role of business conferences. Geoforum, 58, 104-113.

Johnston, M. W., & Marshall, G. W. (2016). Sales force management: Leadership, innovation, technology. Routledge.

Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Leach, L. P. (2014). Critical chain project management. Artech House.

Mirza, M. N., Pourzolfaghar, Z., &Shahnazari, M. (2013). Significance of scope in project success. Procedia Technology, 9, 722-729.

Sharon, A., & Dori, D. (2015). A Project–product model–based approach to planning work breakdown structures of complex system projects. IEEE Systems Journal, 9(2), 366-376.

Young, T. L. (2016). Successful project management. Kogan Page Publishers.