Project Management in Business Context

Step 1: The statement of the scope of the project – Stella International Food and Wine Exhibition

The quality and reputation of South Africa’s food and wine tourism experiences have a key role to play in strengthening SA’s brand promise of being a vibrant and welcoming place that celebrates the good things in life.

Stella International seeks to recognise and exhibit different wines and foods to the wine and food lovers. To achieve this goal the project will plan and host the Wine & Food Festival at Monte Casino on Saturday 5th September 2015 from 9:00am – 22:00pm at a cost of R150 per person with a budget of R100 000.

This will expand the audience viewing by delivering their food and wine exhibition. List of participants will include sponsors, celebrities, chefs and cooking instructors, food and wine cookware designers. Advertisement will be done via TV channels, Radio, Billboards and newspaper.

The following project deliverables are critical:-

• Ensure Festival coordination and host the event on Saturday 5th September 2015 at Monte Casino

• Deliver the festival on within budget of R100 000.

• Use trained staff and sound management to achieve at least 80% attendee satisfaction.

• To Plan, manage and promote an exhibition related specifically to food cuisine and related wine

• Planning will include logistics management, site management, site establishment, promotion, marketing and web portal.

• The exhibition will host an array of South African culinary vendors, displaying and hosting food compliments. The aim of this event will be to boost awareness of South African culinary specialties and to support and stimulate local growth.

• The exhibition will be funded by means of sponsorships, exhibitor floor space, and exhibition equipment rental.

• A webpage will need to be developed to simplify and facilitate the application process for sponsorship and exhibitors. The webpage will display available floor space and stand, and allow the sponsor or exhibitor to design and pre-order exhibition equipment on-line. A typical stand will be 3x3m, but exhibitors and sponsors will have the option to purchase multiple stands. The total floor space available will be 10 000 square meters with a total of 200 stands (3x3m).

• Breakout rooms will be provided to sponsor were they can host special events or awareness sessions. This rooms will be charged a separate fee depending on the size, which can be elected on line during the booking

• Exhibitors and sponsor will be able to use professional stand manufacturers who will be required to comply will all the safety and onsite regulations. Building days will be 2-4 September 2015, exhibits and large equipment will be built and placed into position on 2 September 2015. All exhibit walls, dividers and exhibition equipment’s will be erected on 4 September 2015. Access to the exhibition hall will be available from 2-4 September 2015 6:00am - 18:00pm, with exception to the 4th September 2015 access will be available until 10:00pm.

• Exhibition day is 5th - 6th September 2015 and access on both days to exhibitors will be available from 6:00am – 12:00pm.

• The exhibition will officially start from 9:00am – 22:00pm, visitor will only be granted entrance if they completed online registration free of charge. Alternatively registration can be completed at the event, and an administration charge will be applied. Visitors will be provided with the event schedule listing all breakout rooms event and a map listing all exhibitors’ locations. The event will be hosted until 22:00pm, exhibitors will only be allowed to breakdown their show stands from 22:00pm on the last day of the exhibition.

• Exhibitors will be allowed breakdown stand and take all critical equipment on 5th September 2015 22:00pm onwards. Official Exhibit breakdown will be held from 7-8 September 2015 and access will be allowed from 6:00am to 18:00pm. Breakdown of stands and exhibition equipment will be completed on 8th September 2015; access to remove exhibits and large equipment will be done on 9th September 2015.

Step 2: Key phase deliverables and Work Breakdown Structure

Project Phases Main Deliverables Approval by Reason for the Milestone

Concept design Food and Wine Festival / Exhibition Stella International

Venue Owners

Detailed Design Detailed Exhibition Plan , including the process, scope and timelines Stella International Project Team

External Stakeholders

Execution Approved execution Plan

Exhibition schedule

Financial Plan / Cost Estimation The Project Team

Plan approved and resources budgeted and committed

Finalise Food and The Project Team New structure and operating model to be implemented across all business units

Close-out Restructuring Report The Project Manager Knowledge Management Return on investment measure

Food & Wine Festival / Exhibition

Exhibition design Marketing & Procurement Exhibition Layout Exhibition Logistics Event (Execution) Risk management

Kiddies Corner

Open Floor space selection

Venue selection

Attain sponsors

Procurement and Contract Planning Web page development

Comp ticket agreement

Ticket pricing

Event staff attire Floor layout

Exhibition map

Exhibition Equipment

Catering (Food Court) Forklift Rental

Skyjack