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Project plan

Everything that has to happen to deliver Privatmegleren Jubelium: tasks, owners, deadlines, timeline and the budget behind it.

Company Anniversary Alps Trip

The plan assumes a three-day anniversary trip at Interalpen-Hotel Tyrol from 21 to 23 January 2027, with 21 January used as the formal event date. Delivery progresses through concept approval, contracting, employee registration, programme development, technical production and onsite operations, with decision ownership built into each stage. The signed budget is treated as a controlled delivery budget, while guest accommodation must be billed directly to the client or funded through an approved increase.

Tasks
0 / 35
Completed
Kickoff
10 Aug 26
Event 21 Jan 27
Delivery budget
NOK 343,703
Plus 8% contingency: NOK 27,496
Agency effort
777 h
10 milestones
10 Aug 26Timeline04 Feb 27
Client and agency kickoff
Define objectives and success measures
Establish governance and budget control
Validate Brought Us Here
Develop route identity and experience principles
◆Concept and identity approved
Place venue and room block on hold
Complete venue inspection
Design travel and accommodation plan
◆Venue contract signed
Issue supplier requests
Select entertainment and activity partners
◆Supplier contracts signed
Confirm three-day programme architecture
Appoint hosts and contributors
Design decision fieldwork
Develop scripts and presentation content
◆Run of show locked
Prepare registration data and privacy process
Build invitation and registration journey
◆Invitations out
Manage registration and employee support
◆Registration closed
◆Final headcount approved
Issue final participant information
Complete technical design
Finalize scenic, signage and safety plan
Produce and quality-check event assets
◆Technical rehearsal completed
Complete travel control and venue load-in
◆Event day
Deliver forward programme and departures
Send follow-up and decision map
Close suppliers and reconcile budget
◆Complete evaluation and handover

Kickoff and alignment

3 tasks · due 17 Aug 26
Project lead10 Aug 2610 Aug 26
Strategy lead10 Aug 2614 Aug 26
Project lead10 Aug 2617 Aug 26

Concept and creative

3 tasks · due 04 Sept 26
Creative director12 Aug 2621 Aug 26
Creative director19 Aug 2602 Sept 26
Client03 Sept 2604 Sept 26

Venue and logistics

4 tasks · due 18 Sept 26
Venue manager10 Aug 2621 Aug 26
Producer31 Aug 2602 Sept 26
Logistics manager01 Sept 2611 Sept 26
Client07 Sept 2618 Sept 26

Suppliers and contracts

3 tasks · due 09 Oct 26
Producer14 Sept 2625 Sept 26
Producer28 Sept 2605 Oct 26
Project lead05 Oct 2609 Oct 26

Content and programme

5 tasks · due 08 Jan 27
Content producer07 Sept 2618 Sept 26
Client21 Sept 2616 Oct 26
Experience designer05 Oct 2606 Nov 26
Content producer19 Oct 2618 Dec 26
Executive producer14 Dec 2608 Jan 27

Communication and invitations

7 tasks · due 11 Jan 27
Registration manager21 Sept 2602 Oct 26
Communications producer28 Sept 2612 Oct 26
Client16 Oct 2616 Oct 26
Registration manager16 Oct 2611 Dec 26
Registration manager11 Dec 2611 Dec 26
Client14 Dec 2618 Dec 26
Communications producer04 Jan 2711 Jan 27

Production and technical

4 tasks · due 15 Jan 27
Technical producer12 Oct 2613 Nov 26
Production designer09 Nov 2604 Dec 26
Producer07 Dec 2611 Jan 27
Executive producer13 Jan 2715 Jan 27

Onsite delivery

3 tasks · due 23 Jan 27
Logistics manager18 Jan 2720 Jan 27
Executive producer21 Jan 2721 Jan 27
Executive producer22 Jan 2723 Jan 27

Wrap up and evaluation

3 tasks · due 04 Feb 27
Communications producer26 Jan 2729 Jan 27
Project lead26 Jan 2703 Feb 27
Project lead29 Jan 2704 Feb 27

Budget to deliver

VenueMeeting rooms, function spaces and venue servicesPayment due 18 Sept 26NOK 56,577
Food and drinkProgramme meals, receptions and non-alcoholic servicePayment due 18 Dec 26NOK 99,009
AccommodationGuest roomsPayment due 18 Sept 26NOK 0
ProductionTechnical production, scenic elements, signage and event materialsPayment due 18 Dec 26NOK 49,504
EntertainmentPerformers, guides and programmed activitiesPayment due 09 Oct 26NOK 56,577
TransportGroup transfers and local event transportPayment due 06 Nov 26NOK 28,288
CrewOnsite production and operational crewPayment due 08 Jan 27NOK 18,288
Agency feeProject governance and delivery coordinationPayment due 14 Aug 26NOK 10,000
ContingencyControlled delivery reservePayment due 20 Jan 27NOK 25,460
Contingency 8%NOK 27,496
TotalNOK 371,199

By category

Food and drinkNOK 99,009
VenueNOK 56,577
EntertainmentNOK 56,577
ProductionNOK 49,504
TransportNOK 28,288
ContingencyNOK 25,460
CrewNOK 18,288
Agency feeNOK 10,000
AccommodationNOK 0

Risks

  • Event date is not confirmedhigh

    Use 21 to 23 January 2027 as the planning assumption, secure a venue hold immediately and require written client confirmation by 21 August 2026.

  • Accommodation is not covered by the signed delivery budgethigh

    Contract guest rooms as a client direct cost or approve a separate accommodation budget before the venue contract is signed.

  • Winter travel disruptionhigh

    Use flexible group tickets, plan airport and rail alternatives, monitor weather from seven days before departure and maintain a delayed-arrival programme.

  • Alpine activity safetyhigh

    Use certified local guides, complete route and weather assessments, collect accessibility information and prepare indoor alternatives for every outdoor session.

  • Late strategic contentmedium

    Nominate one client content owner, use fixed review rounds and freeze all presentation content before the technical rehearsal.

  • Room inventory does not match employee needsmedium

    Hold sufficient single and twin rooms, collect room preferences during registration and release unused inventory only after final headcount approval.

  • Budget pressure from local supplier pricingmedium

    Request fixed-price quotes in NOK or capped EUR values, approve substitutions before contracting and protect the contingency reserve.

  • Employee data and dietary informationmedium

    Collect only operationally necessary data, restrict access to named team members and delete sensitive registration data after reconciliation.