POLITECHNIKA LSKA

WYDZIA GRNICTWA I GEOLOGII

Rodrigo BERNARDO FERNNDEZ

Mara Victoria RIESGO GARCA

ORGANISATION OF A SPANISH
CONGRESS IN GLIWICE
PROJECT MANAGEMENT

Gliwice, May 2014.

ORGANISATION OF A SPANISH CONGRESS IN GLIWICE

Rodrigo BERNARDO FERNNDEZ, Mara Victoria RIESGO GARCA

Gliwice, ......................................

Index
1.

Introduction.........................................................................................................................4

1.

I Spanish Congress in Gliwice............................................................................................5

2.

Main Goal.............................................................................................................6

2.1

Subgoals................................................................................................................6

2.2

Risks in project.....................................................................................................6

2.3

Expected results of project....................................................................................6

3.

Project charter.....................................................................................................................7

4.

Organisation........................................................................................................................8

5.

4.1

Place......................................................................................................................8

4.2

Date.......................................................................................................................8

4.3

Local.....................................................................................................................9

4.4

Financing...............................................................................................................9

4.5

Sponsors................................................................................................................9

4.6

Set direction assistants and teams.........................................................................9

4.7

Security for the congress.....................................................................................10

4.8

Guests..................................................................................................................10

4.9

Registration and payment....................................................................................11

4.10

Presentations for the Congress........................................................................11

4.11

WBS................................................................................................................12

4.12

Project schedule...............................................................................................13

4.13

CPM................................................................................................................14

4.14

RACI DIAGRAM...........................................................................................15

4.15

Resources sheet...............................................................................................17

4.16

Risk analysis....................................................................................................18

Summary...........................................................................................................................19

1. Introduction
This Project reflects the organisation labour done for the I Spanish Congress in Gliwice,
which main goal was to approach mainly polish students, as well as important characters from
the Politechnika lska Institution, to Spain, through its gastronomy, culture and tradition.
The result amount of benifit collected will be used to subsidize those spanish students who
wanted to go in the future to Poland on Erasmus Lifelong Learning Program. In case the
benefit was so large that these grants remain amply covered, the rest of the money raised will
be given to local charity organisms.

1. I Spanish Congress in Gliwice

How did the idea of the Congress came out? Why are we willing to do it?
As the economical situation in Spain nowadays is so bad that most of university students cant
afford the costs to go abroad, we wanted to encourage them giving the chance of study a hole
Erasmus year in Poland, so they can share the same experience we got.
Along this year, we have been noticing that all polish students (except those who had been in
Spain) only know about spanish cliches when talking about Spain, and we wanted that to
change. We saw the perfect way to share our country traditions, culture and gastronomy
though a Congress specially adapted for the polish students.
After the idea of the Congress came out, we thought it could also be a good way to subside
future grants for those spanish students who wanted to go abroad in the future, giving this
way some advertising for Gliwices University (Politechnika lska).

2.

Main Goal

The main goal of this project is to organise a Congress in Gliwice for polish students with
success.

2.1 Subgoals
-Reach the maximum capacity of the Congress,
-Achieve many sponsors,
-Have a great reception among polish students,
-Earn enough money to create a fund for grants for future Spanish students who wanted to go
abroad to Poland on Erasmus Lifelong Learning Program,
-Open new markets for Spanish brands (of all kinds) in Poland,
-Encourage Erasmus students from other countries in Poland to follow the same initiative,
-Let Spanish Enterprises get the chance of buildup market relationships with same-product
Polish Companies,
-Let Spanish Erasmus students in Poland face a public so they can achieve experience for
their future,
-Make Polish students forget about the cliches that they have about Spain,
-Make Spanish Erasmus students in Poland get experience on how to face this kind of events,
-Make Spanish Erasmus students in Poland learn and practice how to work on a team,
-Encourage polish students to go abroad to Spain, on a trip or on Erasmus.

2.2 Risks in project

-Not to have enough number of attendants to the congress.
-Not to be profitable enough to cover all the congress expenses.
-Not to have god acceptance of spanish brands from polish attendants.
-To be enough profitable to cover the congress expenses but not to reach our main subgoal.
-Not to have interest from spanish students to go abroad in the future or not to have interest to
go to Poland on Erasmus.

2.3 Expected results of project

-Have enough number of attendants to effort the costs of the Congress.
-Have reached the maximum of capacity.
-Have enough money to create a fund for future grants for spanish students to study abroad in
Poland.

3. Project charter
Director PM: Mara Victoria Riesgo Garca
PM: Rodrigo Bernardo Fernndez
Start date: 10th of June 2015
Finish date: 13th of June 2015
Name of Project: Spanish Congress in Gliwice
Project description: As the first Congress on Spanish Culture and Gastronomy that
takes part in Gliwice, we pretend to give polish students the chance of getting involved
and surprised by the Spanish way of life, culture, gastronomy, traditions and so on,
giving them the possibility to discover Spain and make a unique trip all around the
country without leaving Poland.
Main Goal: Make a Congress about Spain for polish students in Gliwice.
Sub goals:
-Reach the maximum capacity of the Congress,
-Achieve many sponsors,
-Have a great reception among polish students,
-Earn enough money to create a fund for grants for future Spanish students who wanted
to go abroad to Poland on Erasmus Lifelong Learning Program,
-Open new markets for Spanish brands (of all kinds) in Poland,
Expected results of Project:
-Reach the maximum capacity of the Congress;
-Earn enough money to cover the Congress expenses and to make the fund for grants,
-Make Polish and Spanish students have a great time with the Congress;
Project Sponsors:

Partner Institutions:

Project client:
In first place, the Project is directed to Polish Students from the Politechnika lska
University of Gliwice, but also Rector and Deans are going to be invited to form part of
the Honor Committee. A few sites for the Congress will be reserved for Polish
Enterprises who wanted to attend, if these places are not requested they will be left to
polish students.
Risk in Project:
Not to have a great reception from polish students so it would be difficult to cover the
Congress expenses and so there will be a lack of money to make the fund for grants.
Stakeholders:
Sponsors, Spanish enterprises and Erasmus students who required a grant to go on
Erasmus in the future.

4. Organisation
4.1 Place
The Congress will take place in Gliwice, in the Mrowisko University building.
Gliwice was chosen as the place for the congress to take place because of its large amount of
students and also because its a very interesting place to encourage spanish students to go on
Erasmus in the future.
It is possible to rent Mrowisko for free as students from the Politechnika lska.
The maximum capacity of Mrowisko is about 250 people, and so is the capacity of the
Congress.

4.2 Date
The Congress will take place between 13-15 of June 2015.

4.3 Local
Mrowisko hall in Gliwice.

4.4 Financing
Some Spanish comanies who wanted to expand their markets trough Poland would like to
subside our project. For that goal we stablished a specific clasification which has a very
simple performance; two different categories were set:
-Project sponsors (Each company help us with some organisation and publicity).
-Partner institutions (They would send some presents for the attendats to publizice
themselves).

4.5 Sponsors
We would contact several spanish companies to get sponsors through emails and phone calls.

4.6 Set direction assistants and teams

In case the project picked form it would be strictly necessary to set a direction assistant team
and other teams for the organisation of the Congress. The ideal group would consist on 25
spanish students who wanted to help with the Congress.
The groups would be in charge of:

4.6.1.1

Enabling the local for the Congress

With the furniture abailable from the University, they would be responsible for accomodating
the local for the Congress, separating the local into the necessary enviroments (congress hall,
tasting area...)

4.6.1.2

Opening a Congress bank account

The group will open a new bank account for the Congress benefits and bank operations.

4.6.1.3

Advertising

The advertising will be made by the team, and will be ordered to a local Ksero. There will
also be advertising in the webpage and social media.
-Webpage and email account
-Social Media advertising: facebook page and twitter account.
-Pamphlets

4.6.1.4

Email account management

Every email recieved should be replied by one of the teams.

4.6.1.5

Catering and buy of needings

The catering would consist on: Paella, Tostas, Tortilla, croquetas and ensaladilla rusa. All will
be coocked by the students.

4.6.1.6

Others

Other tasks are found in the enclosed tables and graphs.

4.7 Security for the congress

There will be need to notice policemen, firefighters and also local TV about the dates thet the
Congress will be taking place.
Permission from the police will be needed. (We assume its already given).

4.8 Guests
Through advertising we forecast that we can get a lot of interest from polish students. 250
guests are expected.
The cost of the entrance would be the following ones:
-Student: 40 pln (Over 10)
-Non student (but member from the University): 100 pln (Over 25)

-30 places should be left for bussiness owners and interested people: 200 pln (Over
50)
If those 30 places are not covered they should be left to students and non students categories.

4.9 Registration and payment

The regaistration and payment for the Congress is very easy. Each person interested should
complete a form with their personal data and pay though the same webpage or in the bank
(bank account is given in the webpage).

4.10 Presentations for the Congress

The presentations made from the Sponsors as well as the spanish students, should be uploaded
online to the webpage between the months of March and May 2015.
-It will be abailable to upload the presentations on 1st of May 2015.
-The last day for submit the presentations online would be on 31th of May 2015.
The management of the order of each paper and presentation will be made between the days
1-5 of June 2015.
They will be distributed in the following categories depending on their content:
-Discover Spain (travelling)
-Taste of Spain (gastronomy)
-Viva Espaa! (culture and traditions)
- Mwi po hiszpasku! (spanish language mini-useful course)
The distribution of the presentations will be posted on the webpage on 7th of June 2015.

4.11 WBS

4.12 Project schedule

4.13 CPM

Letter
(Hours)

TASK
SEQUENCE

A
Market research
B
C
D
E

Budget
Find volunteers for the
organisation team
Open a bank account
Organising parties

F
G
H
I
J
K
L

Find Sponsors
Division of groups into
different tasks
Establish direction helpers
Find a suitable place
Ask for permission
Fix the date
Enable the local

M
Buildup a webpage
N

O
P
Q
R
S
T
U
V
W
X
Y

DURATION

Social Media
Design a logo
Opening submission for
presentations
Divide presentations in
topics
Adds in webpage
Adds in social media
Newspapers
Pamphlets
Inform local autorities
Inform local TV and
newspaper
Set the catering men and
buy needings
Fix the schedule
Opening

80 hours (10
days)
48 hours (6
days)
64 hours (8
days)
3 hours
40 hours (5
days)
120 hours (15
days)
4 hours

A
A
B,C,G,H
B,C,G,H
B,C,G,H
A

15 hours
48 hours (6
days)
1 hours
2 hours
160 hours (20
days)
40 hours (5
days)
24 hours (3
days)
12 hours
2 hours

A
D,F,E

L,K
N,M,

7 hours

8 hours
6 hours
18 hours
10 hours
2 hours
6 hours

P
P
R,Q
R,Q
S,T
S,T

16 hours (2
days)
18 hours
3 hours

V,U

I
J
J
L,K
L,K

W
X

Closure
Cleaning the place
Verify congress expenses
Review the investments of
finances
Check the grant fund

3 hours
6 hours
6 hours
12 hours
12 ours

Y
Z

4.14 RACI DIAGRAM

4.15 Resources sheet

From the beggining organizer students should be asked to put money from their own pockets.
Money would also be earned through the parties, sponsors and ticket entrances, theres no
enclosed forecast table of the money available as we dont know how much money could we
earn through all our resources, but we expect that it would be far enough to cover the
Congress expenses, and also to be able to create the fund for grants.

4.16 Risk analysis

5. Summary
In case the project takes place some day we think it could be a complete success, and our
main subgoal, creating a fund for future spanish erasmus students, could be reached.