Z3-P-RG-3_Wzr projektu inynierskiego

POLITECHNIKA LSKAWYDZIA GRNICTWA I GEOLOGII

Rodrigo BERNARDO FERNNDEZMara Victoria RIESGO GARCA

ORGANISATION OF A SPANISH CONGRESS IN GLIWICE

PROJECT MANAGEMENT

Gliwice, May 2014.

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ORGANISATION OF A SPANISH CONGRESS IN GLIWICERodrigo BERNARDO FERNNDEZ, Mara Victoria RIESGO GARCA

Gliwice, ......................................

Index1.Introduction41.I Spanish Congress in Gliwice52.Main Goal62.1Subgoals62.2Risks in project62.3Expected results of project63.Project charter74.Organisation84.1Place84.2Date84.3Local94.4Financing94.5Sponsors94.6Set direction assistants and teams94.7Security for the congress104.8Guests104.9Registration and payment114.10Presentations for the Congress114.11WBS124.12Project schedule134.13CPM144.14RACI DIAGRAM154.15Resources sheet174.16Risk analysis185.Summary19

1. IntroductionThis Project reflects the organisation labour done for the I Spanish Congress in Gliwice, which main goal was to approach mainly polish students, as well as important characters from the Politechnika lska Institution, to Spain, through its gastronomy, culture and tradition.

The result amount of benifit collected will be used to subsidize those spanish students who wanted to go in the future to Poland on Erasmus Lifelong Learning Program. In case the benefit was so large that these grants remain amply covered, the rest of the money raised will be given to local charity organisms.

1. I Spanish Congress in GliwiceHow did the idea of the Congress came out? Why are we willing to do it?

As the economical situation in Spain nowadays is so bad that most of university students cant afford the costs to go abroad, we wanted to encourage them giving the chance of study a hole Erasmus year in Poland, so they can share the same experience we got.

Along this year, we have been noticing that all polish students (except those who had been in Spain) only know about spanish cliches when talking about Spain, and we wanted that to change. We saw the perfect way to share our country traditions, culture and gastronomy though a Congress specially adapted for the polish students.

After the idea of the Congress came out, we thought it could also be a good way to subside future grants for those spanish students who wanted to go abroad in the future, giving this way some advertising for Gliwices University (Politechnika lska).

2. Main Goal

The main goal of this project is to organise a Congress in Gliwice for polish students with success.

2.1 Subgoals

-Reach the maximum capacity of the Congress,-Achieve many sponsors, -Have a great reception among polish students,-Earn enough money to create a fund for grants for future Spanish students who wanted to go abroad to Poland on Erasmus Lifelong Learning Program,-Open new markets for Spanish brands (of all kinds) in Poland, -Encourage Erasmus students from other countries in Poland to follow the same initiative,-Let Spanish Enterprises get the chance of buildup market relationships with same-product Polish Companies,-Let Spanish Erasmus students in Poland face a public so they can achieve experience for their future,-Make Polish students forget about the cliches that they have about Spain,-Make Spanish Erasmus students in Poland get experience on how to face this kind of events,-Make Spanish Erasmus students in Poland learn and practice how to work on a team,-Encourage polish students to go abroad to Spain, on a trip or on Erasmus.

2.2 Risks in project

-Not to have enough number of attendants to the congress.

-Not to be profitable enough to cover all the congress expenses.

-Not to have god acceptance of spanish brands from polish attendants.

-To be enough profitable to cover the congress expenses but not to reach our main subgoal.

-Not to have interest from spanish students to go abroad in the future or not to have interest to go to Poland on Erasmus.

2.3 Expected results of project

-Have enough number of attendants to effort the costs of the Congress.-Have reached the maximum of capacity.-Have enough money to create a fund for future grants for spanish students to study abroad in Poland.3. Project charter Director PM: Mara Victoria Riesgo Garca

PM: Rodrigo Bernardo Fernndez

Start date: 10th of June 2015

Finish date: 13th of June 2015

Name of Project: Spanish Congress in Gliwice

Project description: As the first Congress on Spanish Culture and Gastronomy that takes part in Gliwice, we pretend to give polish students the chance of getting involved and surprised by the Spanish way of life, culture, gastronomy, traditions and so on, giving them the possibility to discover Spain and make a unique trip all around the country without leaving Poland.

Main Goal: Make a Congress about Spain for polish students in Gliwice.

Sub goals: -Reach the maximum capacity of the Congress,-Achieve many sponsors, -Have a great reception among polish students,-Earn enough money to create a fund for grants for future Spanish students who wanted to go abroad to Poland on Erasmus Lifelong Learning Program,-Open new markets for Spanish brands (of all kinds) in Poland,

Expected results of Project: -Reach the maximum capacity of the Congress;-Earn enough money to cover the Congress expenses and to make the fund for grants,-Make Polish and Spanish students have a great time with the Congress;

Project Sponsors: Partner Institutions:

Project client:In first place, the Project is directed to Polish Students from the Politechnika lska University of Gliwice, but also Rector and Deans are going to be invited to form part of the Honor Committee. A few sites for the Congress will be reserved for Polish Enterprises who wanted to attend, if these places are not requested they will be left to polish students.

Risk in Project:Not to have a great reception from polish students so it would be difficult to cover the Congress expenses and so there will be a lack of money to make the fund for grants.

Stakeholders:Sponsors, Spanish enterprises and Erasmus students who required a grant to go on Erasmus in the future.

4. Organisation4.1 Place

The Congress will take place in Gliwice, in the Mrowisko University building.

Gliwice was chosen as the place for the congress to take place because of its large amount of students and also because its a very interesting place to encourage spanish students to go on Erasmus in the future.

It is possible to rent Mrowisko for free as students from the Politechnika lska.

The maximum capacity of Mrowisko is about 250 people, and so is the capacity of the Congress.

4.2 Date

The Congress will take place between 13-15 of June 2015.

4.3 Local

Mrowisko hall in Gliwice.

4.4 Financing

Some Spanish comanies who wanted to expand their markets trough Poland would like to subside our project. For that goal we stablished a specific clasification which has a very simple performance; two different categories were set:

-Project sponsors (Each company help us with some organisation and publicity).

-Partner institutions (They would send some presents for the attendats to publizice themselves).

4.5 Sponsors

We would contact several spanish companies to get sponsors through emails and phone calls.

4.6 Set direction assistants and teams

In case the project picked form it would be strictly necessary to set a direction assistant team and other teams for the organisation of the Congress. The ideal group would consist on 25 spanish students who wanted to help with the Congress.

The groups would be in charge of:

4.6.1.1 Enabling the local for the Congress

With the furniture abailable from the University, they would be responsible for accomodating the local for the Congress, separating the local into the necessary enviroments (congress hall, tasting area...)

4.6.1.2 Opening a Congress bank account

The group will open a new bank account for the Congress benefits and bank operations.

4.6.1.3 Advertising

The advertising will be made by the team, and will be ordered to a local Ksero. There will also be advertising in the webpage and social media.

-Webpage and email account

-Social Media advertising: facebook page and twitter account.

-Pamphlets

4.6.1.4 Email account management

Every email recieved should be replied by one of the teams.

4.6.1.5 Catering and buy of needings

The catering would consist on: Paella, Tostas, Tortilla, croquetas and ensaladilla rusa. All will be coocked by the students.

4.6.1.6 Others

Other tasks are found in the enclosed tables and graphs.

4.7 Security for the congress

There will be need to notice policemen, firefighters and also local TV about the dates thet the Congress will be taking place.

Permission from the police will be needed. (We assume its already given).4.8 Guests

Through advertising we forecast that we can get a lot of interest from polish students. 250 guests are expected.

The cost of the entrance would be the following ones:

-Student: 40 pln (Over 10)

-Non student (but member from the University): 100 pln (Over 25)

-30 places should be left for bussiness owners and interested people: 200 pln (Over 50)

If those 30 places are not covered they should be left to students and non students categories.

4.9 Registration and payment

The regaistration and payment for the Congress is very easy. Each person interested should complete a form with their personal data and pay though the same webpage or in the bank (bank account is given in the webpage).

4.10 Presentations for the Congress

The presentations made from the Sponsors as well as the spanish students, should be uploaded online to the webpage between the months of March and May 2015.

-It will be abailable to upload the presentations on 1st of May 2015.

-The last day for submit the presentations online would be on 31th of May 2015.

The management of the order of each paper and presentation will be made between the days 1-5 of June 2015.

They will be distributed in the following categories depending on their content:

-Discover Spain (travelling)

-Taste of Spain (gastronomy)

-Viva Espaa! (culture and traditions)

- Mwi po hiszpasku! (spanish language mini-useful course)

The distribution of the presentations will be posted on the webpage on 7th of June 2015.

4.11 WBS

4.12 Project schedule

4.13 CPM

Letter TASK DURATION (Hours) SEQUENCE

AMarket research80 hours (10 days)-

BBudget48 hours (6 days)A

CFind volunteers for the organisation team64 hours (8 days)A

DOpen a bank account3 hoursB,C,G,H

EOrganising parties40 hours (5 days)B,C,G,H

FFind Sponsors120 hours (15 days)B,C,G,H

GDivision of groups into different tasks4 hoursA

HEstablish direction helpers15 hoursA

IFind a suitable place48 hours (6 days)D,F,E

JAsk for permission1 hoursI

KFix the date2 hoursJ

LEnable the local160 hours (20 days)J

MBuildup a webpage40 hours (5 days)L,K

NSocial Media24 hours (3 days)L,K

Design a logo12 hoursL,K

OOpening submission for presentations2 hoursN,M,

PDivide presentations in topics7 hoursO

QAdds in webpage8 hoursP

RAdds in social media6 hoursP

SNewspapers18 hoursR,Q

TPamphlets10 hoursR,Q

UInform local autorities2 hoursS,T

VInform local TV and newspaper6 hoursS,T

WSet the catering men and buy needings16 hours (2 days)V,U

XFix the schedule18 hoursW

YOpening3 hoursX

ZClosure3 hoursY

Cleaning the place6 hoursZ

Verify congress expenses6 hours

Review the investments of finances12 hours

Check the grant fund12 ours

4.14 RACI DIAGRAM

4.15 Resources sheet

From the beggining organizer students should be asked to put money from their own pockets. Money would also be earned through the parties, sponsors and ticket entrances, theres no enclosed forecast table of the money available as we dont know how much money could we earn through all our resources, but we expect that it would be far enough to cover the Congress expenses, and also to be able to create the fund for grants.4.16 Risk analysis

5. SummaryIn case the project takes place some day we think it could be a complete success, and our main subgoal, creating a fund for future spanish erasmus students, could be reached.