Objective: To organize a national convention similar to the Democratic National Convention or Republican National Convention, ensuring a successful and impactful event.
Start Date: [Insert Start Date]
Task Breakdown
Task#
Task
Depends on
Duration
Start Date
End Date
Assignee
Notes
1
Select convention venue
2
Develop convention agenda
1
3
Arrange for speakers and special guests
2
4
Coordinate media coverage and press releases
2
5
Organize transportation and lodging for attendees
1
6
Set up online registration and ticketing system
2
7
Design and produce promotional materials
2
8
Arrange security and crowd control
1
9
Coordinate with vendors for food and merchandise
1
10
Prepare for technical setup (AV, lighting, etc.)
1, 2
11
Conduct a walkthrough and final checks
10
12
Host the convention
11
13
Post-event debrief and evaluation
12
Project Team and Responsibilities
Team Member
Role
Responsibilities
Person(s)
Event Coordinator
Oversees overall planning
Manages logistics, agenda, and overall execution
Speaker Liaison
Handles speaker arrangements
Coordinates with invited speakers and VIPs
Media Manager
Manages media relations
Oversees press releases and media coverage
Security Lead
Coordinates security
Manages security personnel and crowd control
Risk and Risk Management
Risk
Impact
Probability
Mitigation Strategy
Person(s)
Venue Unavailability
High
Low
Book the venue well in advance and have backup options
Speaker Cancellations
Medium
Medium
Secure multiple backup speakers
Security Breaches
High
Low
Hire professional security and conduct thorough checks
Technical Failures
Medium
Medium
Have backup AV equipment and technical staff on-site
Communications Plan
Communication Type
Frequency
Participants
Purpose
Weekly Planning Meetings
Weekly
Event team
Track progress and address issues
Media Briefings
As needed
Media Manager, Press
Inform the public and press about event
Daily Updates During Event
Daily
All team members
Ensure smooth operations and coordination
Success Criteria
Metric
Target
Target Amount
Attendee Numbers
Achieve expected turnout
Media Coverage
Secure extensive media coverage
Speaker Satisfaction
Positive feedback from speakers
Event Execution
Smooth operation without major issues
Budget
Item
Description
Amount
Venue Rental
Cost of renting the convention venue
Speaker Fees
Honorariums and travel expenses
Security
Professional security services
Media and Promotion
Advertising and media outreach
Technical Setup
AV, lighting, and other equipment
Miscellaneous
Contingency and other unforeseen expenses
Total
This free project plan for organizing a party national convention provides a roadmap to host an event akin to the Democratic National Convention or Republican National Convention.
