Banquet Planning Task List
Description Planning Preliminary Planning Charter Development Sign UP Committee Thelleck Target Due Date Percent Complete
Last Update: 08/14/09
Progress Notes 5/19 - draft delivered to committee 100% Charter Approved Total approved net spend $12,450 - Any sponsorships should be either designated to PMI, the scholarship, or specifically for the banquet. In the past, this has been unclear and the sponsor has received recognition on the 100% website for the entire year. Proposed: 50 years of Project Management in the Greatland Alaska Projects 50 years of Projects in Alaska 06-2009 - Proposed theme title "Alaska Projects: Past, Present, and Future" "Historical Alaska Projects and the Future" We discussed having presentations from historical Alaska projects that hit on all the major PMI groups - IT, Engineering, Construction and the previous banquet survey suggested focusing on future projects. Still needs to be finalized and people assigned to each project selected. See attached Historical Projects possibilities Date Finalized:Saturday January 16, 2009 5:30-6:00 - Networking/Socializing - in main area and in foyer 6:00-6:30 - Introductions and icebreaker event 6:30-7:30 - Tony Knowles - Alaska Projects - Past, Present, and Future, introduce ALCAN Project presentation 7:30-7:50 - ALCAN Project presentation 7:50-7:55 - Door Prizes and introduce Alyeska Project 7:55-8:15 - Alyeska Project Video 8:15-8:20 - Door Prizes and introduce AKORN Project 8:20-8:40 - AKORN Project presentation 8:40-8:45 - Door Prizes and introduce entertainment 8:45-10:00 - Entertainment 10:00-10:05 - Grand door prize and final comments 10:05-10:30 - Networking 8/14/09 - sent Bob e-mail asking if he was able to contact Tony and get a commitment. Need to coordinate with event manager - recommend having all presentations on ONE PC laptop. Each person should develop their materials to run on this laptop - need laptop.
Develop Overall Project Budget
Develop Theme and proposed layout of topics Select Project presentation - get volunteers
committee
Develop Evening Timeline Secure Keynote speaker - Tony Knowles Bob
Finalize powerpoint and presentation audio video needs Detailed Budget Development and Tracking
Finalize Price per guest Printing
Historically, PMI AK members are free, their guests were charged $35 per person last year. Recommend keeping the figures the same and assume that each PMI Member will bring one paid guest. There will be exceptions where PMI Members attend together, this may be 10%-20% of the total.
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Create Invitations
Get list of members from DEP - member invitation separate from nonmember? Minuteman Press 1317 E. 75th Avenue, Unit 1 Anchorage, Alaska 99518 907.561.2679 Phone 907.561.2690 Fax You can upload files to: www.anchorage.minutemanpress.com design for the Annual Dinner invitation (jenniferl@minutemanpress.com). Barb Helm is the person who provides quotes and takes the credit card, etc. (BarbH@minutemanpress.com) Provide comma delimeted file, they normalize and validate addresses and send invitations - need to make sure they provide us with addresses that are rejected so we can make other arrangements to send those invitations and prompt members to update their records at PMI.ORG Ensure that invitation includes details about how to request special diet including vegetarian Get the banner from Troy Crow Do we need/want a photographer? What were done with the photos from our last annual dinner? 0
Mail Invitations Printed Materials - table tents, posters, etc. Photographer Plan / deliver program - recognition of previous presidents and officers and their accomplishments, present scholarships, recognition of volunteers, introduction of officers, introduction of slides Thelleck Venue
0
06/2009 - Rec'd Denai'na proposal. Need to check with venue on option of providing tall tables (w/o chairs) in the foyer for cocktail/socializing Denai'na proposal includes 1 bar tender for each 100-125 people recommend scheduling 2 bar tenders @ $75 each with 20% gratuity, for a total of $180. Ensure that one bar tender is stationed in foyer for socializing event and drinks provided to the entry side of the room. Options: Valet Parking, secure lot of 50 cards for X - give tickets to first 50 RSVP.
Investigate Venue Options
95%
Finalize Bar Investigate Parking Deal - Anchorage Convention / Diamond Parking
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06/2009 - Denai'na proposal included: Herb Crusted Rack of Lamb Served with Wild Mushroom Jus, Onion Jam, Seasonal Vegetables and Potato Puree Served Salad: Trio of Chickories with Persimmon, Tart-Dried Cherries, Pine Nut Brittle with a Pomegranate Vinaigrette. Served with the Salad Course will be baskets of Freshly-Baked, Warm Brioche Dinner Rolls and Butter Balls. For Dessert: A Pecan White Chocolate Tart. 49.50 per guest Recommend changing to the following: Choice of beef filet or roasted chicken with wild mushrooms OR VEGETARIAN ON REQUEST, seasoned vegetables, baked or mashed potatoes, salad and bread as described above. Dessert: white and dark chocolate tart - Try to get the price down to $40 per guest - with gratuity, total per guest would be $48 per guest - ensure that there is a way to request vegetarian meal Finalize Menu and Catering Details Sign Denai'na contract and pay deposit Consider including option to provide appetizer trays in foyer on tall tables
Entertainment We may decide that we just need to create music for the in-between presenations/courses - upbeat, older music Option: Mr. Whitekeys - possibly swing a deal for having Whitekeys at Annual and Region 1 Meeting Plan and secure entertainment Investigate and Plan Icebreaker or engaging tasks between courses/slides Lynn was going to contact Alice Wellings to see if that was a possibility
Develop Presentations
Various
Develop Slide Deck Housekeeping Items Setup PDUs and generate instructions for claiming PDUs Plan and Secure sponsors Plan and secure door prizes Gantthead
THelleck
Alaska Historical Projects - 10-15 minutes each presenation, 10 projects maximum (100 minutes), discussed having courses of dinner follwed by presenations and short networking "icebreaker". Details TBD Could be highlights of historical projects, include contributions of past presidents, a few pictures of past banquets, past events, list and pix of current officers, new officers Provide a hand out to attendees so they can claim the PDUs see attached page They provided Tshirts last year and memberships Sent Bev Stocker an e-mal inviting her to join, asking her to help us get reconnected with Microsoft 8/18/09 - no response
Microsoft Nana Nana Worley Parsons Check other PMI websites for sponsors - see if we can secure some of same Primavera
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GCI CH2MHill See potential sponsor list - these folks may end up being door prize sponsors
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Banquet Committee
Name Teresa Helleck John (J.T.) Tunley, P.M.P.
Sirila Misa Lynn Wiggins Bea Munoz Mike Talotta Primary Phone E-mail Address
C: 441-8670
P (907) 258-3231 F (907) 272-1288 W: 257-4456 622-3471
Presidentelect@pmiak.org
jtunley@eeis.net smisa@adn.com secretary@pmiak.org vpmembership@pmiak.org mtalotta@mtaonline.net robert.bulger@tdxnet.com; vppublicity@pmiak.org mlasher@acsalaska.net
Committee Chair
Bob Bulger Mike Lascher
Potential Sponsors
Product
Address 1 Address 2 City
State
Zipcode
website
Phone
e-mail address
AtTask
1313 North Research Way
Orem
UT
http://www .attask.co m/compa 801-37384097 ny 3266
Bio Business leaders rely on @task to help them align strategic vision and objectives with project selection and execution enterprise-wide. @task gives executives and managers the ability to increase productivity and reduce costs by helping bridge the strategic vision and objectives of their portfolios with project execution. By providing a platform, database, and browser-independent solution that can be implemented either on-premise or on-demand, @task creates an enterprise-ready solution that is easy to use and understand for Fortune 500 companies across the globe Traditional tools, like MS Project, are great for professional project managers or technically-oriented users.
WorkZone
16 W. Township Line Road
East Norriton
PA
19401
610-2759861
1.418.907. 5227
AceProject
sales@wo rkzone.co WorkZone is designed for the rest of us, with a simplicity that encourages use by m all team members, regardless of their technical ability info@ace project.co m
Vertabase
21221 Hilltop Street
9011 Mountain Ridge Dr. Suite 200
Southfie mi ld
48033
888.505. 0566
Journyx, Inc. Unanet Swiftlight Technology Associates International
Austin
Tx
78759
800-7559878 703 689 9440 646 810 8756
Peter McWhinnie and Mike Scott - co-founders Premier PM consulting firm
Project Solutions Group
Advisicon
forProject Technology
225 Bush St. Suite 1606 Craig Quinn, PMP 4020 N MacArthur Blvd, Suite 122304
San Francisco CA
94104
Sponsoring MS Project conference in Arizona craig.quin www.advi 206-713- n@advisic Sponsoring MS Project conference in Arizona - Craig Quinn, PMP sicon.com 6669 on.com
866-6911963
Irving
TX
www.forpr (800) 96175038 oject.com 6526 http://msp rojectexpe rts.com/u pgrade/in (646) 73610038 dex.aspx 1688 www.pcub 734.741.7 48108 ed.com 770
Earned Value
MSProjectExperts
Pcubed
90 John Street Suite 404 1340 Eisenhow er Place
New York NY
Publish the book Implementing and Administering Microsoft Office Project Server 2007, consulting, training
Ann Arbor MI
Portfolio, program, and enterprise project management
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Potential Sponsors
Project Hosts
1309 Mary Avenue, Suite 110
Sunnyvale CA
ProModel 6501 E. Belleview Avenue Suite 300 12304 32nd Ave NE 1143 Northern Blvd #315
www.proje cthosts.co 94085 m www.pro model.co m
800 507 2819 800 719 4972
Hosted Microsoft Enterprise Project Management Solutions
Simulation Software
Statera
Englewoo d CO
www.state 303 323 80111 ra.com 0231 www.proje ct2007trai 866 417 98125 ning.com 2290 www.mpu 734 741 18411 g.com 0841
PM Consulting
The Versatile Project Management Company
Seattle Clarks Summit
WA
Microsoft Project User's Group GCI CH2MHill TDXNet Nana Worley Parsons Other Potential Sponsors Nana Development Alyeska Pipeline ACS
PA
Microsoft User's Group - MS Project Certification
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Historical Projects
Possible Ideas Alyeska Pipeline Trans-Alaska Highway Museum Expansion JL Towers (architectural project) AKORN Norman Vaugh McKinley Ascent Art Davidson - First Winter Ascent Joseph Hardenbook - Creating Alaska - they did a project on the origins of Alaska - he may be a good person to speak if available. WWII Alaska Railroad Lynn is trying to secure 20 minute video on pipeline construction
http://www.alaska.edu/creatingalaska/about/ The federal government transferred the ownership of the Alaska Railroad to the State of Alaska.Jan 5, 1985 January 7, 1905 - The Alaska Road Commission was established by Act of Congress and placed under the Army. The ARC was responsible for much of the pre - Statehood road building in Alaska.
Alaska Roads Electric and Other Utilities brought to Anchorage WWI Research Resources: Capital Projects Database: http://www.commerce.state.ak.us/dca/commdb/CF_RAPIDS.htm Alaska Historical Society http://www.alaskahistoricalsociety.org/
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AK PMI Chapter 2010 Banquet Funding and Expenditures Updated: 08/14/2009 Expense Venue and Catering
Banquet Room Fee $ Unit Cost 897.00 Requirement 1 Actual $ Budget 897.00
NOTES:
Catering Social - Appetizers - Trays from Costco $ Meals $ Cash Bar (Servers) $
Total approved net spend $12,450 Any sponsorships should be either designated to PMI, the scholarship, or specifically for the banquet. In the past, this has been unclear and the sponsor has received recognition on the website for the entire year.
75.00 48.00 90.00
4 140 2
$ $ $
300.00 6,720.00 180.00
Total Catering and Venue $
-
$
8,097.00
Other Costs
Invitations Door Prizes Officer Gift Cards Band Photographer Printed Materials Entertainment Audio/Visual Charges Total Other Costs $ Total Event Expense $ $ $ $ $ $ $ $ $ $ 700.00 1,500.00 800.00 1,000.00 300.00 350.00 2,000.00 100.00 6,750.00
$100 each - this is in leu of a plaque
$ 14,847.00
Income Banquet Sponsorship
GCI CH2MHill TDXNet Nana Worley Parsons Nana Development ConocoPhillips BP Chevron Shell $ $ $ $ $ $ $ $ $ -
$1,000.00
Total Banquet Sponsorship Income $
-
$1,000.00
Non-Member Price
Cost Per Person Number Registered Actual Budget Assuming 140 people attend as a total, then 70 are PMI members at no charge, and 70 are non-members charged at $35 with an error factor of 10%.
Individual Registrations
$
35.00
70
$2,450.00
Total Funds Collected for Non-Member Attendance: Total Income:
$0.00 $0.00
$2,450.00 $3,450.00
Total Approved Budget $ 12,450.00 BUDGET Total Budget Expenses $ 14,847.00 Total Budget Income $3,450.00 Budget Balance $ 1,053.00 ACTUAL Total Actual Expenses $ Total Actual Income $ ACTUAL vs BUDGET $ 12,450.00