Project Plan: Title of project
[Note: all text in blue to be deleted]
Purpose/Goals
 [insert purpose] [Outline in 1-2 sentences the key purpose/intention of the project – why are you
doing this project?]
Objectives
 [insert dot point/s] [Note what key objectives/outcomes you would like to achieve from this
project?]
Deliverables
[insert dot point/s] [Note what will actually be delivered? A report? An event? A seminar or
workshop? A change in policy?]
Success
 [insert dot point/s] [Note the key measures of success of this project – what would success look
like? For example, X number of people at an event.]
Stakeholders
 [insert dot point/s] [Note who needs to be involved in this project – who are the key decisionmakers? Who could be collaborated with to share resources? Are there particular skilled people
that need to be involved?]
Risks
 [insert dot point/s] [Note what the key risks of this project are. How likely are they to occur and
what would the likely impact be?]
Task/Activity
Getting started
Confirm key activities, dates and milestones
[What are the different activities that need to
occur to make the project/event happen? What
are the critical dates for each activity? Is there
someone in particular that needs to be able to
attend and can they make it on the proposed
date/s? Does the project/event clash with other
SEE-Change activities?]
Before the event
Establish an agenda of how the event will run
[What will happen at what times during the event?
Who is responsible for the different items? Refer
to draft agenda template attached.]
Confirm venue, catering and other items
[Is a venue needed – for regular meetings, lecture
theatre, tables for a workshop? What venue will
be used, how much will it cost and is it available?
Is an ACT events permit required? Does a key for
the venue need picking up prior to the event? Is
catering going to be provided and if so, how much
is needed and how much will it cost?]
Person responsible
Date for completion
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Task/Activity
Create flyer/invitation/poster
[How is the project/event going to be promoted?
Is a flyer/invitation/poster needed and if so, what
does it need to say without having too much
information to confuse people? How much will it
cost to print and how will printed material be
distributed?]
Promote project/event
[How will the project/event be promoted? SEEChange website, weekly SEE-Change update,
facebook, word-of-mouth, media? How will
flyers/invitations/posters be distributed? By email
only or hardcopy? Will someone need to call and
confirm specific people? Has the invite been sent
to other relevant groups requesting circulation to
their mailing list? How much printing is required
and how much will it cost?]
Manage rsvp’s and send reminder emails
[How will rsvp’s to the event be managed?
Through the [email protected] email
and attendee tracking document or via an online
application like eventbrite?]
Organise signage and resource materials
[What signage and resource materials will be
needed on the day? Is the venue easy to find or
will directional signs be needed? Will an
attendance list, SEE-Change banners and sign,
money and receipt book, or other resource
materials be needed?]
On the day of the event
Organise signage, tables and layout of materials
[How much time will be needed to complete the
set-up tasks on the day? What time will the
organising group need to get to the venue?]
Take names/money
[How will the names of attendees and money be
organised? Will names be automatically entered
onto a computer or will it be in hardcopy format?]
Introduce speakers
[Is the event one that needs someone to
introduce speakers or talk about SEE-Change?]
Capture the event
[Who will take photos of the event for promotional
purposes on the SEE-Change website? Are
permission forms needed to be signed by people
to use their photo? Who will capture the minutes
or be writing up the outcomes of the event?]
Person responsible
Date for completion
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Task/Activity
After the event
Pack-up/clean-up
[Who will clean up dishes and tables? Who will
pack up materials?]
Follow-up
[Who will write a short piece about the event for
the SEE-Change website? Should a survey
monkey survey be sent to attendees to get their
input? Is a meeting needed with the organising
group to discuss next steps? Should an outcomes
document be provided to attendees?]
Budget:
Item
Income
Event fee – non members
Event fee – members
Sponsorship
Person responsible
Date for completion
Qty
Total (inc GST)
Unit price
Expenditure
Printing of posters/flyers/invitations
Advertising
Venue hire
AV / PA hire
Catering
Special Guest fees
Resource materials – development/printing
Gift for speakers
Balance
(income-expenditure)
Background:
[insert background] [Outline any information that provides background to the reader. This should
assume the reader knows nothing about the project or the history of how it came about. The
background should only be a few paragraphs at the most and only outline the key bits of necessary
information that would assist a reader to understand and make a decision about the project.]
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Attachment A: Agenda Template
Draft Agenda
Time
Item
8.30am
8.45am
8.55am
9.00 am
10.30am
10.55am
12.30pm
1.30pm
3.00pm
3.15pm
4.20pm
4.30pm
Presenter
Registration and coffee
Welcome and Introductions
Workshop overview:
 Purpose, process, objectives and outcomes
Session 1
MORNING TEA
Session 2
LUNCH
Session 3
AFTERNOON TEA
Session 4
Closing Remarks and Next Steps
FINISH
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