Obi Tobechukwu Rosemary

Work Breakdown Structure Excelerate Global Experiential Learning Event Planning Phase Development Phase Coordination Phase Marketing Stage Content Creation Phase Rehersal and Execution Phase Post-Event Phase Define Project Goals Setup Event Platform Confirm Speakers Plan Marketing Campaigns Design Presentations Conduct Technical Rehearsal Collect Feedback Create Project Charter Develop Event Website Schedule Panel Discussion Create Social Media Ads Organise Interactive Activities Execute Event Post-event Reviews Design Event Poster Prepare Email Campaign PROJECT TITLE Excelerate Global Experiential Learning Event SPONSOR Excelerate PROJECT MANAGER Aguzue Chinelo Martin Joshua Araneta PROJECT TEAM MEMBERS Aidan Patrick Terrell – Project Scribe Edmond Gyan – Project Lead Omotolani Ayansola – Project Scribe Rosemary Chukwuemeka – Team Lead DATE July 15, 2024 WBS ID TASK TITLE 1 Planning Phase 1.1 Define project goals 1.2 Create project charter 2 Development Phase 2.1 Setup event platform 2.2 2.3 Develop event website Design event poster 3 Coordination Phase 3.1 Confirm speakers 3.2 Schedule panel discussion WORK BREAKDOWN STRUCTURE TASK OWNER DESCRIPTION RESOURCES Rosemary Chukwuemeka Defining the project goals related to virtual experiences aims on enhancing user engagement, creating immersion, and optimizing digital interactions; providing realistic interactions within the digital world. Creating a project charter involves defining a focused phase within a larger project, outlining specific tasks, objectives, and milestones essential for overall project success. Each part of the charter sets its own goals, timeline, and deliverables, contributing strategically to the project's goals. • • Project Managers Project Team Members • • Project Managers Project Team Members Choosing an ideal platform should be user-friendly, customizable, and interactive accommodating events of all sizes with seamless integration and robust security. Also, it offers reliable support, mobile compatibility, detailed analytics, and cost-effective pricing, ensuring a smooth and engaging experience for organizers and participants. Developing an event website entail crafting a dedicated online platform that effectively promotes upcoming events, facilitates ticket sales or registrations, and offers logistical information to participants. Key features include event schedules, speaker profiles, venue details, and contact forms. Additionally, it may include tools for managing RSVPs, ticket sales, and integration with social media and email campaigns for broader outreach. Using WIX.com ensures compliance with necessary requirements and enhances participant engagement and attendance by providing a seamless user experience. Designing a flyer for an event requires creating visually engaging promotional material that effectively conveys essential event details such as the event name, date, time, location, and highlights. The flyer should feature attractive graphics, speaker profiles, contact information, and registration details, along with QR codes for quick access to event resources and social media links. This ensures the flyer captures attention and generates interest among potential attendees. • • Project/Event Manager Web Developer • • Project/Event Manager Web Developer Confirming the speaker's commitment to participate involves finalizing all logistical details and ensuring they are fully prepared for their role. It involves inviting the speaker, confirming their agreement, and clarifying the date, time, format, and topic of their presentation. A panel discussion is a structured conversation among experts on a specific topic, guided by a moderator who introduces topics, asks questions, and ensures smooth flow of conversation. The event manager will hold a • • • • Aguzue Chinelo Martin Joshua Araneta Aidan Patrick Terrell Omotolani Ayansola Rosemary Chukwuemeka Edmond Gyan • PREDECESORS START DATE DUE DATE DURATION 7/01/2024 7/07/2024 7 days 1.1 7/08/2024 7/21/2024 14 days 1.2 7/22/2024 8/04/2024 14 days 2.1 8/05/2024 9/01/2024 28 days 1.2 8/19/2024 9/01/2024 14 days Project/Event Manager Speaker Coordinator 2.2 9/02/2024 9/15/2024 14 days Project/Event Manager Speaker Coordinator 3.1 9/16/2024 9/28/2024 13 days Graphic Designer meeting with the guest speakers and coordinator to go over the event's topic, schedule, activities, and address any related questions. 4 Marketing Phase 4.1 Aidan Patrick Terrell Plan marketing campaigns 4.2 Aguzue Chinelo Create social media ads 4.3 Omotolani Ayansola Prepare email campaign 5 Content Creation Phase 5.1 Design presentations 5.2 Organize interactive activities Martin Joshua Araneta Edmond Gyan 6 Rehearsal and Execution Phase 6.1 Conduct technical rehearsal 6.2 Execute event 7 Post-Event Phase 7.1 Collect feedback 7.2 Post event reviews Aguzue Chinelo Rosemary Chukwuemeka Omotolani Ayansola Aidan Patrick Terrell The marketing campaign for this event will use email campaign and social media on different channels such as Facebook, X (Twitter), and Instagram, where the event will be promoted through paid advertising, organic posts, content creation, pre-event teasers, and influencer partnerships. Creating engaging social media ads to promote the virtual event involves developing visually appealing graphics and concise messages that highlight event details such as dates, speakers, topics, and registration links. The target audience is educators and students, with compelling invitations aimed at encouraging registrations or inquiries. Monitoring ad performance will optimize reach and maximize event attendance. Preparing an email campaign involves defining objectives, segmenting the audience, creating engaging content, setting up email automation, testing elements for optimization, ensuring regulatory compliance, and monitoring performance metrics to gauge effectiveness. • • • Marketing Specialist Content Writer Social Media Manager • • • Marketing Specialist Content Writer Social Media Manager • • • Marketing Specialist Project/Event Manager Content Writer Designing a presentation for a virtual event involves creating compelling visual content that effectively communicates key information to remote audiences such as engaging visuals, concise text, and clear messaging relevant to the event's theme or objectives. The presentation design should consider the virtual platform's capabilities for seamless delivery, ensuring it enhances audience engagement and understanding throughout the event. Having interactive activities during the event is essential to engage attendees and enhance their overall experience. Key activities include live Q&A sessions, polls/surveys for feedback, interactive workshops, gamification with quizzes and challenges, and engaging content formats such as clickable infographics and interactive chats. Together, these components cultivate an active and compelling virtual atmosphere that encourages attendee engagement, facilitates learning, and promotes networking. • • • • Project/Event Manage Graphic Designer Content Writer Speaker Coordinator • • • Content Writer Social Media Manager Project/Event Manager Conducting technical rehearsal is essential to ensure that all aspects of the virtual event work smoothly during the actual event. This includes checking audio & video quality, testing interactive features such as live chats and polling tools, and reliability of the virtual platform; to identify and resolve any potential issues related to connectivity, software compatibility, and equipment configuration ahead of time. Minimizing the risk of technical glitches during the event ensures a seamless and professional virtual experience for attendees. During execution of a virtual event, priotize the technical setup to ensure uninterrupted operation, engage participants with interactive features like floating emoticons, efficient coordination with the guest speakers, close monitoring for issues, maintaining the schedule, and fostering audience interaction throughout the event. • • • • • • Project/Event Manager Technical Support Specialist Speaker Coordinator Collecting feedback entails gathering information and opinions from attendees about their experiences, perceptions, or satisfaction with the event. The feedback collection will utilize the Typeform platform due to its user-friendly interface, customizable design options, and support for various question types, ensuring efficient and insightful feedback collection. It involves evaluating the event's outcomes through attendee feedback and identifying areas for improvement. This process determines how to measure success, acknowledge achievements, and acquire valuable insights for improving future events. • • Project/Event Manager Technical Support Specialist • • Project/Event Manager Technical Support Specialist 3.2 9/29/2024 10/19/2024 21 days 4.1 10/20/2024 11/30/2024 42 days 4.1 10/20/2024 11/30/2024 42 days 3.2 10/01/2024 11/01/2024 32 days 5.1 11/02/2024 11/24/2024 23 days 5.2 11/26/2024 12/05/2024 10 days 6.1 12/06/2024 12/08/2024 3 days 6.2 12/09/2024 12/18/2024 10 days 7.1 12/19/2024 12/23/2024 5 days Project/Event Manager Web Developer Technical Support Specialist. PROJECT TITLE Excelerate Global Experiential Learning Event SPONSOR Excelerate PROJECT MANAGER Aguzue Chinelo Martin Joshua Araneta PROJECT TEAM MEMBERS Aidan Patrick Terrell – Project Scribe Edmond Gyan – Project Lead Omotolani Ayansola – Project Scribe Rosemary Chukwuemeka – Team Lead GANTT CHART Display Weeks 1-8 Jun 30, 2024 TASK TITLE Assigned to Progress Start Date Due Date Define project goals Rosemary Chukwuemeka 100% 7/01/2024 7/07/2024 Create project charter Aguzue Chinelo 38% 7/08/2024 7/21/2024 Setup event platform Martin Joshua Araneta 0% 7/22/2024 8/04/2024 Develop event website Aidan Patrick Terrell 0% 8/05/2024 9/01/2024 Design event poster Omotolani Ayansola 0% 8/19/2024 9/01/2024 Confirm speakers Rosemary Chukwuemeka 0% 9/02/2024 9/15/2024 Schedule panel discussion Edmond Gyan 0% 9/16/2024 9/28/2024 Plan marketing campaigns Aidan Patrick Terrell 0% 9/29/2024 10/19/2024 Create social media ads Aguzue Chinelo 0% 10/20/2024 11/30/2024 Prepare email campaign Omotolani Ayansola 0% 10/20/2024 11/30/2024 Martin Joshua Araneta 0% 9/29/2024 11/10/2024 0% 11/11/2024 11/24/2024 Planning Phase Development Phase Coordination Phase Marketing Phase Content Creation Phase Design presentations Organize interactive activities Edmond Gyan Rehearsal and Execution Phase Conduct technical rehearsal Aguzue Chinelo 0% 11/26/2024 12/05/2024 Execute event Rosemary Chukwuemeka 0% 12/06/2024 12/08/2024 Collect feedback Omotolani Ayansola 0% 12/09/2024 12/18/2024 Post event reviews Aidan Patrick Terrell 0% 12/19/2024 12/23/2024 Post-Event Phase - Jul 07, 2024 8 Jul 14, 2024 Jul 21, 2024 Jul 28, 2024 - S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T Aug 04, 2024 2 3 4 5 F S S M 6 7 8 T W T Aug 11, 2024 Aug 18, 2024 - F S S M T W T F S S M T W T F S PROJECT TITLE Excelerate Global Experiential Learning Event SPONSOR Excelerate PROJECT MANAGER Aguzue Chinelo Martin Joshua Araneta PROJECT TEAM MEMBERS Aidan Patrick Terrell – Project Scribe Edmond Gyan – Project Lead Omotolani Ayansola – Project Scribe Rosemary Chukwuemeka – Team Lead GANTT CHART Display Weeks 8-15 Aug 18, 2024 TASK TITLE Assigned to Progress Start Date Due Date Define project goals Rosemary Chukwuemeka 100% 7/01/2024 7/07/2024 Create project charter Aguzue Chinelo 38% 7/08/2024 7/21/2024 Setup event platform Martin Joshua Araneta 0% 7/22/2024 8/04/2024 Develop event website Aidan Patrick Terrell 0% 8/05/2024 9/01/2024 Design event poster Omotolani Ayansola 0% 8/19/2024 9/01/2024 Confirm speakers Rosemary Chukwuemeka 0% 9/02/2024 9/15/2024 Schedule panel discussion Edmond Gyan 0% 9/16/2024 9/28/2024 Plan marketing campaigns Aidan Patrick Terrell 0% 9/29/2024 10/19/2024 Create social media ads Aguzue Chinelo 0% 10/20/2024 11/30/2024 Prepare email campaign Omotolani Ayansola 0% 10/20/2024 11/30/2024 Martin Joshua Araneta 0% 10/01/2024 11/01/2024 0% 11/02/2024 11/24/2024 Planning Phase Development Phase Coordination Phase Marketing Phase Content Creation Phase Design presentations Organize interactive activities Edmond Gyan Rehearsal and Execution Phase Conduct technical rehearsal Aguzue Chinelo 0% 11/26/2024 12/05/2024 Execute event Rosemary Chukwuemeka 0% 12/06/2024 12/08/2024 Collect feedback Omotolani Ayansola 0% 12/09/2024 12/18/2024 Post event reviews Aidan Patrick Terrell 0% 12/19/2024 12/23/2024 Post-Event Phase Aug 25, 2024 Sept 01, 2024 - S M T W T F S S M T W T F S 2 3 4 Sept 08, 2024 5 6 7 8 S M T W T F S S M Sept 15, 2024 Sept 22, 2024 Sept 29, 2024 - T W T F S S M T W T F S S M T W T F S S 2 Oct 06, 2024 3 4 5 6 7 8 - M T W T F S S M T W T F S PROJECT TITLE Excelerate Global Experiential Learning Event SPONSOR Excelerate PROJECT MANAGER Aguzue Chinelo Martin Joshua Araneta PROJECT TEAM MEMBERS Aidan Patrick Terrell – Project Scribe Edmond Gyan – Project Lead Omotolani Ayansola – Project Scribe Rosemary Chukwuemeka – Team Lead GANTT CHART Display Weeks 15-22 Oct 06, 2024 TASK TITLE Assigned to Progress Start Date Due Date Define project goals Rosemary Chukwuemeka 100% 7/01/2024 7/07/2024 Create project charter Aguzue Chinelo 38% 7/08/2024 7/21/2024 Setup event platform Martin Joshua Araneta 0% 7/22/2024 8/04/2024 Develop event website Aidan Patrick Terrell 0% 8/05/2024 9/01/2024 Design event poster Omotolani Ayansola 0% 8/19/2024 9/01/2024 Confirm speakers Rosemary Chukwuemeka 0% 9/02/2024 9/15/2024 Schedule panel discussion Edmond Gyan 0% 9/16/2024 9/28/2024 Plan marketing campaigns Aidan Patrick Terrell 0% 9/29/2024 10/19/2024 Create social media ads Aguzue Chinelo 0% 10/20/2024 11/30/2024 Prepare email campaign Omotolani Ayansola 0% 10/20/2024 11/30/2024 Martin Joshua Araneta 0% 10/01/2024 11/01/2024 0% 11/02/2024 11/24/2024 Planning Phase Development Phase Coordination Phase Marketing Phase Content Creation Phase Design presentations Organize interactive activities Edmond Gyan Rehearsal and Execution Phase Conduct technical rehearsal Aguzue Chinelo 0% 11/26/2024 12/05/2024 Execute event Rosemary Chukwuemeka 0% 12/06/2024 12/08/2024 Collect feedback Omotolani Ayansola 0% 12/09/2024 12/18/2024 Post event reviews Aidan Patrick Terrell 0% 12/19/2024 12/23/2024 Post-Event Phase 6 Oct 13, 2024 Oct 20, 2024 Oct 27, 2024 Nov 03, 2024 - S M T W T F S S M T W T F S S M T W T F S S M T W T F 4 5 6 Nov 10, 2024 Nov 17, 2024 Nov 24, 2024 2 3 7 8 - S S M T W T F S S M T W T F S S M T W T F S S M T W T F S PROJECT TITLE Excelerate Global Experiential Learning Event SPONSOR Excelerate PROJECT MANAGER Aguzue Chinelo Martin Joshua Araneta PROJECT TEAM MEMBERS Aidan Patrick Terrell – Project Scribe Edmond Gyan – Project Lead Omotolani Ayansola – Project Scribe Rosemary Chukwuemeka – Team Lead GANTT CHART Display Weeks 22-26 Nov 24, 2024 TASK TITLE Assigned to Progress Start Date Due Date Define project goals Rosemary Chukwuemeka 100% 7/01/2024 7/07/2024 Create project charter Aguzue Chinelo 38% 7/08/2024 7/21/2024 Setup event platform Martin Joshua Araneta 0% 7/22/2024 8/04/2024 Develop event website Aidan Patrick Terrell 0% 8/05/2024 9/01/2024 Design event poster Omotolani Ayansola 0% 8/19/2024 9/01/2024 Confirm speakers Rosemary Chukwuemeka 0% 9/02/2024 9/15/2024 Schedule panel discussion Edmond Gyan 0% 9/16/2024 9/28/2024 Plan marketing campaigns Aidan Patrick Terrell 0% 9/29/2024 10/19/2024 Create social media ads Aguzue Chinelo 0% 10/20/2024 11/30/2024 Prepare email campaign Omotolani Ayansola 0% 10/20/2024 11/30/2024 Martin Joshua Araneta 0% 10/01/2024 11/01/2024 0% 11/02/2024 11/24/2024 Planning Phase Development Phase Coordination Phase Marketing Phase Content Creation Phase Design presentations Organize interactive activities Edmond Gyan Rehearsal and Execution Phase Conduct technical rehearsal Aguzue Chinelo 0% 11/26/2024 12/05/2024 Execute event Rosemary Chukwuemeka 0% 12/06/2024 12/08/2024 Collect feedback Omotolani Ayansola 0% 12/09/2024 12/18/2024 Post event reviews Aidan Patrick Terrell 0% 12/19/2024 12/23/2024 Post-Event Phase Dec 01, 2024 Dec 08, 2024 Dec 15, 2024 LEGENDS: Dec 22, 2024 - 1 2 3 4 5 6 7 8 - S S M T W T F S S M M T W T F S T W T F S S M T W T F S S M T W T F S — Today’s Date — Dependency — Milestone — Planning Phase Planning Phase — (Progress) — Development Phase — Coordination Phase — Marketing Phase Content Creation — Phase Rehearsal and — Execution Phase — Post-event Phase Challenges Faced: During this week's deliverables, our team faced challenges while creating the Work Breakdown Structure and Gantt Chart. Below are the challenges encountered and their corresponding solutions: Challenges Solutions Balancing resource allocation across multiple tasks to avoid overburdening any team member. Implemented a resource management tool to monitor resource availability and allocation effectively. Managing tasks and meetings across different time zones. Used world clock tools to schedule meetings at convenient times for all participants. Clearly marked time zone differences on the Gantt chart to prevent confusion and ensure timely task completion. Communication delays among team members. Implemented direct messaging on Teams to establish clear response time expectations. Misunderstanding of the main objectives of the deliverables. Contacted the assigned associate to confirm the required actions and clarify tasks. Difficulty in identifying the start and due dates for tasks. Conducted detailed planning sessions with the team to collaboratively identify realistic start and due dates for each task.