I've been assigned to undertake a project of organising the Annual General Meeting for 100 people to attend. The attached documents below are the assessment criteria that I need to meet.

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TEMPLATE Project Plan
Version 1
Table of Contents
Document History    2
Document Approval    3
1. Project Definition    4
1.1 Vision    4
1.2 Objectives    4
1.3 Scope    4
1.4 Deliverables    5
2. Project Organization    6
2.1 Stakeholders    6
2.2 Roles    6
2.3 Responsibilities    7
2.4 Structure    9
3. Project Plan    10
3.1 Plan    10
4. Financial Plan    10
5. Project Considerations    11
5.1 Risks    11
5.2 Constraints    12
6. Project Closure Procedures    12
Document History
    Version:
    Revised By:
    Issue Date:
    
    
    
    
    
    
    
    
    
    
    
    
Document Approval
    Role:
    Name:
    Signature:
    Date:
    Project Sponsor
    
    
    
    Project Manager:
    
    
    
    Project Team Member Representative
    
    
    
    
    
    
    
1. Project Definition
In this section we will discuss about vision and goals of the project. It has outline of the project to organize an annual general meeting. This meeting will be attended by 100 people. It includes the key objectives which will be met, scope of the project and all the deliverables which need to be produced. This plan will be used as the agreement between project sponsor, project manager, steering committee, project team members and other people related with the project.
1.1 Vision
olding a successful conference year.after year constitutes a hallmark of excellence for a professional society. While many factors contribute to the success of such a meeting, a key factor is careful planning and organization. To aid the first-time conference chairperson, this paper describes a systematic approach to conference planning and organization: (1) making preliminary analyses and assessments; (2) obtaining the agreement of cosponsors; (3) selecting key conference officers; (4) organizing conference committees; (5) selecting the conference site, hotel, and dates; (6) developing the conference master plan; (7) following through and implementing planning decisions; (8) anticipating and managing contingencies; and (9) coordinating post-conference activities. Using a systematic approach simplifies the task and makes it possible to run an annual meeting successfully
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1.2 Objectives
Making Preliminary Analyses and Assessments
Obtaining the Agreement of Cosponsors
Selecting Key Conference Officers
Organizing the Conference Committees
Selecting the Conference Site, Hotel, and Dates
Developing the Conference Master Plan
Establishing a planning timetable
Assessing meeting objectives and developing a method of approach
Selecting the conference theme
Following Through and Implementing Planning Decisions
Making final arrangements with the conference hotel
Arranging social programs and special events
Finalizing the budget Establishing the program
Setting registration fees and deadlines
Anticipating and Managing Contingencies
Coordinating Post-Conference Activities
1.3 Scope
· Setting meeting objectives
· Analyzing the target audience
· Determining implementation methods
· Selecting a conference manager
· Selecting the conference chairperson
· Determining the approach to the technical and social programs
· Planning for student involvement in the conference
· Establishing policies and guidelines for gifts and exhibits
· Setting audiovisual equipment policy
· Planning conference publicity and publications
· Making final arrangements with the conference hotel
· Arranging social programs and special events
· Setting registration fees and deadlines Finalizing the budget
· Identifying potential problem areas on an initial walk-through
· Reviewing conference arrangements with the hotel staff
· Overseeing the opening of registration
· Being available to answer questions and resolve difficulties
1.4 Deliverables
    Item
    Components©
    Description
    Making Preliminary Analyses and Assessments
    · Setting meeting objectives
· Analyzing the target audience
· Determining implementation methods
    · To set the meeting objectives
· To analyze the audience
· Determine the implementation method
    Obtaining the Agreement of Cosponsors
    · Obtaining the Agreement of Cosponsors
    · Obtaining the Agreement of Cosponsors
    Selecting Key Conference Officers
    · Selecting a conference manager
· Selecting the conference chairperson
    · Selecting a conference manager
· Selecting the conference chairperson
    Organizing the Conference Committee
    · Determining the conference committees
· Selecting the committee chairpersons
    · Determining the conference committees
· Selecting the committee chairpersons
    Selecting the Conference Site, Hotel, and Dates
    · Selecting the conference site
· Selecting the conference hotel
· Selecting the conference dates
    · Selecting the conference site
· Selecting the conference hotel
· Selecting the conference dates
    Developing the Conference Master Plan
    · Establishing a planning timetable
· Assessing meeting objectives and developing a method of approach
· Selecting the conference theme
· Determining the approach to the technical and social programs
· Planning for student involvement in the conference
· Establishing policies and guidelines for gifts and exhibits
· Setting audiovisual equipment policy Planning conference publicity and publications
· Preparing a tentative budget: Determining sources of funding and projecting costs
    · Establishing a planning timetable
· Assessing meeting objectives and developing a method of approach
· Selecting the conference theme
· Determining the approach to the technical and social programs
· Planning for student involvement in the conference
· Establishing policies and guidelines for gifts and exhibits
· Setting audiovisual equipment policy Planning conference publicity and publications
· Preparing a tentative budget: Determining sources of funding and projecting costs
    Following Through and Implementing Planning Decisions
    · Preparing publications and the publicity campaign
· Selecting session chairpersons, workshop and tutorial leaders, and speakers
· Establishing a management system for handling submitted papers, author correspondence, and requests for information
· Making final arrangements with the conference hotel
· Arranging social programs and special events Setting registration fees and deadlines
· Finalizing the budget
· Establishing the program: Arranging technical sessions, socials, and special events
· Coordinating conference arrangements Setting the stage for the next year's conference
    · Preparing publications and the publicity campaign
· Selecting session chairpersons, workshop and...