Below is a detailed one-month action plan starting from 8th April 2025 along with a lean team
delegation to ensure all key tasks are on track for the NextGen Leadership & Career Conference
on 9th June 2025.
One-Month Action Plan (8th April – 8th May 2025)
Week 1 (8th – 14th April 2025): Kick-Off & Initial Planning
Kick-Off Meeting & Team Setup
o Objective: Introduce team members, review event scope, confirm roles, and set
communication channels.
o Responsible: Project Manager
o Deliverable: Team roster, contact list, and initial timeline document.
Role Assignments & Delegation
o Project Manager: Oversees overall planning, timelines, and progress tracking.
o Sponsorship & Partnership Manager: Begins reaching out to potential sponsors
and confirms support from the local government.
o Marketing & Communications Coordinator: Drafts initial promotional
materials and invitation letters.
o Logistics Coordinator: Contacts Lagos National Theatre for venue confirmation
and begins exploring AV/catering options.
o Competition Coordinator: Outlines competition guidelines (including 5-minute
presentation rules) and identifies potential judges.
o Media & IT Coordinator: Plans initial requirements for TV coverage and social
media live streaming.
o Volunteer Coordinator: Starts compiling a list of potential volunteers.
Initial Outreach
o Confirm involvement with the local government, including the participation of the
Alimosho Local Government Chairman.
o Finalize the preliminary event agenda outline.
Week 2 (15th – 21st April 2025): Development & Outreach
Finalize Promotional Materials & Invitations
o Action: Design and print event brochures, posters, and digital invitations.
o Responsible: Marketing & Communications Coordinator
o Deadline: 18th April 2025
School Engagement
o Action: Dispatch invitation letters to secondary schools and set an RSVP
deadline.
o Responsible: Marketing & Communications Coordinator
o Deadline: 20th April 2025
Sponsorship Package Finalization
o Action: Refine sponsorship proposals and begin targeted outreach to corporate
and in-kind sponsors (highlighting needs such as feeding 1,000 students, gift
items, scholarship rewards, and TV coverage costs).
o Responsible: Sponsorship & Partnership Manager
o Deadline: 21st April 2025
Local Government Coordination
o Action: Confirm details with the Alimosho Local Government Chairman
regarding his participation and any additional support.
o Responsible: Project Manager & Sponsorship Manager
Week 3 (22nd – 28th April 2025): Logistics & Content Finalization
Venue & Catering Confirmation
o Action: Finalize booking of Lagos National Theatre, Igando, and secure catering
services for refreshments.
o Responsible: Logistics Coordinator
o Deadline: 25th April 2025
Technical & Media Arrangements
o Action: Finalize contracts for TV coverage and live streaming; ensure all AV
equipment needs are met.
o Responsible: Media & IT Coordinator
o Deadline: 28th April 2025
Competition Details & Guidelines
o Action: Finalize competition format details (Public Speaking, Debate, Business
Pitch, STEM Innovation, Leadership Case Study) and share guidelines with
nominated schools.
o Responsible: Competition Coordinator
o Deadline: 27th April 2025
Agenda Finalization
o Action: Refine the overall conference agenda with input from all departments.
o Responsible: Project Manager
o Deadline: 28th April 2025
Week 4 (29th April – 8th May 2025): Follow-Up & Final Preparations
Sponsor & Partner Follow-Up
o Action: Re-contact pending sponsors and partners to ensure commitment and
clarify any outstanding support details.
o Responsible: Sponsorship & Partnership Manager
o Deadline: 5th May 2025
RSVP & Registration Management
o Action: Collect responses from schools; create a final list of participants and
competition representatives.
o Responsible: Marketing & Communications Coordinator & Volunteer
Coordinator
o Deadline: 8th May 2025
Final Review Meeting
o Action: Conduct a meeting with all team leads to review progress, identify any
gaps, and adjust the action plan as necessary for the upcoming weeks.
o Responsible: Project Manager
o Deadline: 8th May 2025
Documentation & Reporting
o Action: Update the event progress report and share it with all key stakeholders.
o Responsible: Project Manager and Communications Coordinator
Lean Team Delegation Summary
Project Manager: Overall oversight, schedule management, stakeholder communication.
Sponsorship & Partnership Manager: Sponsor outreach, partnership development,
local government liaison.
Marketing & Communications Coordinator: Designing promotional materials,
managing school invitations, handling digital campaigns.
Logistics Coordinator: Venue booking, catering, and on-site arrangements.
Competition Coordinator: Developing competition structure, preparing guidelines,
liaising with judges.
Media & IT Coordinator: Coordinating TV coverage, live streaming, and technical
support.
Volunteer Coordinator: Recruiting and organizing volunteers, managing on-site
support.
Organizing an event for 200 to 500 attendees with a lean team of 20 individuals requires strategic
delegation and multitasking. Here's a suggested staffing plan:
1. Management Team (3 members):
Project Manager (1): Oversees the entire event, coordinates between teams, and ensures
timelines are met.
Assistant Manager (1): Supports the Project Manager and manages specific tasks as
assigned.
Volunteer Coordinator (1): Manages volunteers and assigns roles as needed.
2. Registration and Guest Services (3 members):
Registration Desk Attendants (2): Handle check-ins, distribute materials, and address
attendee inquiries.
Information Desk Staff (1): Provides event information and assists with directions.
3. Ushers and Crowd Management (4 members):
Ushers (4): Guide attendees to their seats, manage crowd flow, and assist with any on-
site needs.
4. Food and Beverage Service (6 members):
Servers (4): Manage food and beverage distribution, ensuring efficient service.
Bartenders (2): Prepare and serve drinks, if applicable.
5. Technical Support (2 members):
AV Technicians (2): Handle audiovisual equipment, presentations, and technical
troubleshooting.
6. Security and Safety (2 members):
Security Personnel (2): Ensure the safety and security of attendees and manage crowd
control.
7. Floaters (General Support) (2 members):
Floaters (2): Assist various teams as needed, fill in for breaks, and handle unforeseen
tasks.
Total: 20 Members
Note: This allocation assumes that some team members will multitask and handle multiple
responsibilities. It's essential to ensure that each member is adequately trained for their roles to
maintain efficiency and provide a seamless experience for attendees.
This structured approach allows for effective event management within the constraints of a 20-
person team.
