SCOPE STATEMENT

GOAL OF THE PROJECT

To organize E-Merge 2017, a startup summit at IMI, New Delhi on the 7 th of January
2017.
OBJECTIVES OF THE PROJECT
This event seeks to bring together successful entrepreneurs, company heads,
leadership gurus and industry stalwarts. The event would comprise of 2 panel
discussions of 5 members each and 2 standalone speakers. The speakers would be
a mix of both entrepreneurs and venture capitalists so as to provide the picture of
the entire spectrum. To fulfill this goal, the project will plan and host E-Merge at IMI,
New Delhi during the weekend of January 7 at a cost of INR. 232900.
DELIVERABLES OF THE PROJECT
The main project areas are Sponsorships, Speakers, Media Partner, Food Vendor,
Technical Vendor, Decoration Vendor, Volunteers, and Entertainment, and their
subgroups have the following deliverables:

Advertising: print ads & social media

T-shirts
A dedicated E-Merge website
1 Title sponsor, 4 Associate-Sponsors, 5 Co-Sponsors
LED Screens, Speakers, Microphones
1 Food Vendor
30 volunteers available at event
13 speakers for the event
Decoration and arrangements for the Stage
Brochures, Leaflets and Teaser Video

DETAILED DESCRIPTION OF PROJECT SCOPE

The project involves organizing the event on campus. The project would involve
getting in touch with sponsors and getting enough funds to organize the event. The
project would also involve on-boarding speakers and managing their travel, food
and accommodation. The project would also involve sourcing of the various vendors.
The project would be assessed based on the progress of the event being organized.

SCHEDULE IN THE FORM OF GANTT CHART

14.10.16

3.12.16

22.1.17

Creation of Budget
Creating broad list of sponsors
Creating broad list of Technical vendors
Creating broad list of food vendors
Creating broad list of decoration vendors
Training session for reaching out to sponsors
Training session for reaching out to sponsors

Work Items

Calling the sponsors and sharing out the details

Calling the speakers and sharing out the details
Calling the food vendors
Evaluation of food vendors
Calling Technical Vendors
Evaluation of Technical Vendors
Printing Tshirts

Arrangement for travell and accomodation for speakers

Selection and training the volunteers

Timeline

BUDGET
The expected items and their expected expenditures are mentioned below:
Items
Airlines
Courier
Stationary
Cabs
Water Bottles for speakers and panelists
Flex
Poster Printing
Tent
Tags(For Delegates and Volunteers)
Lunch Plates for Delegates and Faculty
Video Recording
Total
CONSTRAINTS

All volunteers will be available only on a part-time basis.

Cost(INR)
80000
2000
2000
5000
500
30000
4500
95000
900
3000
10000
232900

Preliminary estimate cannot be specified with accuracy because of

unpredictability of the Sponsorships.
To keep the costs low
Since the project report is being submitted before the actual event is organized
thus the deliverables would be evaluated on the progress of the event

ASSUMPTIONS

All 11 members of the organizing team will participate in at the sponsorship as

well as tapping speakers.
The college will provide support us in any way they can (e.g., couriers, using
rooms for accommodation, etc.).
The entire expenses would be borne by the sponsors.
13 speakers would be confirmed for the event.

RESPONSIBILITIES OF THE TEAM MEMBERS

Gathering ideas about tapping speakers

Gathering ideas about tapping sponsors
Evaluating how efficiently the budget is being handled
Managing the travel and accommodation of speakers
Arranging food for the speakers and participants
Designing of the brochures, logo, video
Documenting all the events

WORK BREAKDOWN STRUCTURE

1. Managing the project
1.1 Designate a POC for the overall project
1.1.1.1. Work with web team to put information on the internet
1.2 Designate POCs for each of the areas/tasks
1.3 Write a preliminary scope statement
1.4 Write a work breakdown structure
1.5 Create a Budget
1.5.1.1. Sponsorship
1.5.1.2. Speakers
1.5.1.3. Food Vendor
1.5.1.4. Technical Vendor
1.5.1.5. Decoration Vendor
1.5.1.6. Travel and Accommodation
1.5.1.7. T-Shirts for Volunteers
1.5.1.8. Stationary
1.6 Execute the plan
1.7 Monitor activities
1.8 Write project wrap up report
2. Calling the sponsors, sharing the details of the event and Follow-up with the
sponsors Phone bank

3.

4.

5.

6.

7.

8.

9.

2.1 Research how to organize and implement a phone bank

2.2 Work with web team to put information on the internet
2.3 Recruit callers
2.4 Hold a training session for callers
2.4.1.1. With callers, develop a script to use for phone calls
2.4.1.2. Discuss phone etiquette and tips
2.5 Hold phone bank campaign
Calling the speakers, sharing the details of the event and Follow-up with the
speakers Phone bank
3.1 Research how to organize and implement a phone bank
3.2 Work with web team to put information on the internet
3.3 Recruit callers
3.4 Hold a training session for callers
3.4.1.1. With callers, develop a script to use for phone calls
3.4.1.2. Discuss phone etiquette and tips
3.5 Hold phone bank campaign
Food Vendor
4.1 Preparing a list of probable vendors
4.2 Collecting contact information about the vendors
4.3 Calling the vendors, sharing the details of the event and Follow-up with
the vendors
4.4 Evaluating and choosing the Vendor
Technical Vendor
5.1 Preparing a list of probable vendors
5.2 Collecting contact information about the vendors
5.3 Calling the vendors, sharing the details of the event and Follow-up with
the vendors
5.4 Evaluating and choosing the Vendor
Decoration Vendor
6.1 Preparing a list of probable vendors
6.2 Collecting contact information about the vendors
6.3 Calling the vendors, sharing the details of the event and Follow-up with
the vendors
6.4 Evaluating and choosing the Vendor
Printing T-Shirts
7.1 Calling vendors, sharing the details of the event and Follow-up with the
vendors
7.2 Evaluating and choosing the Vendor; placing the order
7.3 Receiving the orders and releasing payment
Travel and Accommodation
8.1 Get the confirmed dates and details of the respective speakers
8.2 Check the flight tickets online and call vendors for the good deals
8.3 Check for deals on 4 wheeler commute
8.4 Evaluating and choosing the best alternative
8.5 Speak with college authorities and confirm accommodation
Volunteers
9.1 Handling the Travel, Accommodation and Food for the speakers
9.2 Managing the crowd
9.3 Emceeing for the event
9.4 Helping the organizing team with Ad-hoc activities

BOUNDARIES OF THE PROJECT

The boundaries of this project will be limited to the project objectives and the
service requirements as outlined earlier. Volunteers unable to perform any of the
duties outlined in the responsibilities section must inform the Organizing Committee
immediately upon notice of inability to perform required designated tasks.