Disaster Preparedness Fair
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Nov 24, 2024
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docx
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RUNNING HEADER: DISASTER PREPAREDNESS FAIR
1
Disaster Preparedness Fair
DISASTER PREPAREDNESS FAIR 2
Project Scope
The scope of this project includes hosting a Disaster Preparedness Fair with the intention of bolstering the resiliency of the community by disseminating useful knowledge and tools concerning disaster preparedness (Kerzner, 2017). The attendees will be educated on emergency response protocols, made aware of local hazards, and given the opportunity to network with various stakeholders involved in disaster management. These are the objectives. The deliverables include a well-organized event, workshops that impart useful information, the distribution of emergency kits, and the preparation of teaching materials. Activities include arranging a location, preparing promotional materials, coordinating speakers, and conducting exercises (Kerzner, 2017). The timetable covers a period of four months and includes milestones such as the reservation of a venue, the scheduling of workshops, and promotional efforts. The budget is projected to be $30,000, which will cover the costs of renting the venue, paying the speakers' fees, purchasing marketing materials, and putting together emergency kits.
Project Stakeholders
Participants in the project who are considered to be stakeholders include attendees, volunteers, sponsors, and participants (Kerzner, 2017). The event's organisation, organising, and overall execution will all benefit from the contributions of the volunteers. The contributions of finances or resources will be made by sponsors. Local emergency services, non-governmental organisations, and government institutions that provide information are among the participants. Attendees are members of the community who are interested in gaining knowledge about how to better prepare for emergencies. The engagement of sponsors and the organisation of volunteer
DISASTER PREPAREDNESS FAIR 3
efforts are two examples of the roles and responsibilities that are included. The establishment of consistent communication channels with the many stakeholders is going to be a priority, as their participation is going to be absolutely necessary to guarantee the success of the fair.
Project Milestones
Important project milestones include acquiring the venue, confirming speakers and workshop facilitators, finishing designs for promotional material, beginning marketing campaigns, putting together emergency kits, and practising for the event beforehand. During the period of planning, there will be checkpoints established every two weeks to evaluate the work that has been made. As the date of the event draws near, there will be weekly checkpoints to make sure everything is on schedule. In the course of the routine team meetings that will be held,
the milestones will be monitored, and any necessary adjustments will be made to account for any
unanticipated difficulties (Kerzner, 2017).
Milestone
Description
Due Date
October Checkpoint
November Checkpoint
1. Project Start
Initiate the project by defining goals, roles, and responsibilities.
Oct 5
Assess team readiness and clarify any initial challenges.
Review the completion of project initiation
tasks.
2. Venue Confirmation
Confirm the fair venue, ensuring it meets safety and accessibility
standards.
Oct 15
Verify venue arrangements and address any issues.
Ensure final preparations for the venue are underway.
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DISASTER PREPAREDNESS FAIR 4
3. Stakeholder Engagement
Engage key stakeholders, including emergency services, community organizations, and volunteers.
Oct 25
Assess stakeholder commitments and address any concerns.
Confirm stakeholder participation and
roles.
4. Event Promotion
Launch promotional campaigns through various channels to create awareness.
Nov 5
Review promotional efforts and adjust strategies if needed.
Evaluate the effectiveness of promotions and make necessary adjustments.
5. Emergency Response Drills
Conduct emergency response drills to
ensure participant readiness.
Nov 15
Assess drill outcomes and address any identified issues.
Confirm that all participants are prepared for emergencies.
Project Budget
The comprehensive budget for the project totals $30,000, which is broken down as follows: $5,000 for venue rental; $8,000 for speaker fees and travel expenditures; $7,000 for marketing materials; $5,000 for emergency kits; and $5,000 for other expenses. Donations from
DISASTER PREPAREDNESS FAIR 5
the community, grants from the municipal government, and sponsorship from businesses are all possible sources of support. A detailed fundraising strategy will be prepared, explaining the process that will be followed in order to acquire financial support from a variety of sources. In order to guarantee that we stick to the budget, we are going to implement regular financial tracking (Kerzner, 2017).
Project Risks
Unpredictable weather conditions, low attendance, cancellations made at the last minute by speakers, and budget overruns are some of the identified hazards associated with this project. The possibility of each risk occurring as well as its potential consequences will be evaluated. The use of backup speakers, significant promotion of the event, and close monitoring of spending will all be part of the mitigation methods that will be implemented. Having backup plans for inclement weather will also be a part of these tactics (Kerzner, 2017).
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During the planning phase, regular risk assessments are going to be carried out, and revisions to the risk management strategy are going to be made as necessary in order to address newly arising difficulties and uncertainties.
References
Kerzner, H. (2017). Project Management: A Systems Approach to Planning, Scheduling, and Controlling. Wiley.
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