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Project plan

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

Privatmegleren Jubelium

The plan assumes a 220-person Privatmegleren anniversary trip with one hotel night and a main celebration on 13 November 2026. Delivery starts with commercial approval, guest data and destination selection, followed by contracted logistics, programme development, communication and technical production. The final two weeks focus on confirmed attendance, rehearsals, onsite delivery, financial reconciliation and a documented client evaluation.

Tasks
0 / 30
Completed
Kickoff
07 Aug 26
Event 13 Nov 26
Delivery budget
NOK 5m
Plus 8% contingency: NOK 397,613
Agency effort
1274 h
10 milestones
07 Aug 26Timeline27 Nov 26
Conduct client kickoff
◆Agency contract signed
Establish governance and budget control
Translate Fully Present into a guest journey
Develop visual and spatial direction
◆Approve concept and delivery principles
Source destination, venue and hotel options
Complete venue inspection and feasibility study
◆Venue and hotel secured
◆Confirm final headcount and rooming list
Appoint technical production supplier
Contract food, drink and service package
Book host and entertainment
Contract transport, security and event crew
Build programme architecture
Confirm contributors and briefing process
Produce anniversary and recognition content
◆Run of show locked
Prepare guest data and communication plan
◆Invitations out
◆Registration closes
Complete technical and scenic design
Finish show assets and cue programming
◆Complete production readiness review
Build, test and rehearse onsite
◆Deliver event day
Manage departures and strike
Reconcile suppliers and final budget
Collect feedback and evaluate outcomes
◆Final report and project closure approved

Kickoff and alignment

3 tasks · due 17 Aug 26
Project lead07 Aug 2610 Aug 26
Client07 Aug 2614 Aug 26
Executive producer10 Aug 2617 Aug 26

Concept and creative

3 tasks · due 02 Sept 26
Creative director11 Aug 2621 Aug 26
Art director17 Aug 2628 Aug 26
Client28 Aug 2602 Sept 26

Venue and logistics

4 tasks · due 02 Nov 26
Logistics manager07 Aug 2618 Aug 26
Producer19 Aug 2625 Aug 26
Executive producer25 Aug 2604 Sept 26
Logistics manager24 Oct 2602 Nov 26

Suppliers and contracts

4 tasks · due 25 Sept 26
Technical producer24 Aug 2611 Sept 26
Producer01 Sept 2618 Sept 26
Entertainment producer24 Aug 2618 Sept 26
Operations producer07 Sept 2625 Sept 26

Content and programme

4 tasks · due 06 Nov 26
Content producer24 Aug 2611 Sept 26
Content producer07 Sept 2625 Sept 26
Content lead14 Sept 2630 Oct 26
Show caller26 Oct 2606 Nov 26

Communication and invitations

3 tasks · due 23 Oct 26
Communication manager17 Aug 2628 Aug 26
Communication manager31 Aug 2611 Sept 26
Guest manager12 Sept 2623 Oct 26

Production and technical

3 tasks · due 11 Nov 26
Technical producer14 Sept 2609 Oct 26
Technical producer12 Oct 2609 Nov 26
Executive producer06 Nov 2611 Nov 26

Onsite delivery

3 tasks · due 14 Nov 26
Executive producer11 Nov 2612 Nov 26
Executive producer13 Nov 2613 Nov 26
Operations producer14 Nov 2614 Nov 26

Wrap up and evaluation

3 tasks · due 27 Nov 26
Project lead16 Nov 2625 Nov 26
Project lead16 Nov 2624 Nov 26
Executive producer24 Nov 2627 Nov 26

Budget to deliver

VenueMain venue hire and event spacesPayment due 04 Sept 26NOK 290,000
VenueCleaning, permits and venue servicesPayment due 13 Nov 26NOK 30,000
Food and drinkMain dinner and servicePayment due 02 Nov 26NOK 550,000
Food and drinkArrival service and late-night foodPayment due 02 Nov 26NOK 176,000
Food and drinkBeverage packagePayment due 02 Nov 26NOK 220,000
AccommodationGuest and core crew roomsPayment due 02 Nov 26NOK 616,000
ProductionStage, sound, lighting, video and technical crewPayment due 16 Oct 26NOK 600,000
ProductionScenic elements, signage and brandingPayment due 30 Oct 26NOK 180,000
ProductionContent playback, photography and media productionPayment due 09 Nov 26NOK 110,000
EntertainmentHeadline entertainmentPayment due 16 Oct 26NOK 250,000
EntertainmentHost, musicians and DJPayment due 16 Oct 26NOK 130,000
TransportGroup guest transfersPayment due 02 Nov 26NOK 180,000
TransportLocal production and logistics transportPayment due 09 Nov 26NOK 65,000
CrewEvent staff, security and medical coverPayment due 09 Nov 26NOK 175,000
CrewCrew travel, accommodation and per diemPayment due 09 Nov 26NOK 80,000
Agency feeStrategy, creative, project management and productionPayment due 30 Oct 26NOK 790,000
Agency feeOnsite agency delivery teamPayment due 09 Nov 26NOK 160,000
ContingencyDelivery contingencyPayment due 13 Nov 26NOK 368,160
Contingency 8%NOK 397,613
TotalNOK 5,367,773

By category

Agency feeNOK 950,000
Food and drinkNOK 946,000
ProductionNOK 890,000
AccommodationNOK 616,000
EntertainmentNOK 380,000
ContingencyNOK 368,160
VenueNOK 320,000
CrewNOK 255,000
TransportNOK 245,000

Risks

  • Client scope and decision structure are not confirmedhigh

    Confirm the client sponsor, decision owners, approval limits, headcount assumption and response times during kickoff. Record all approvals in a shared decision log.

  • Suitable venue and hotel inventory may be limitedhigh

    Hold two viable venue and accommodation options immediately, set a firm selection deadline and release unused inventory after contract signature.

  • Guest travel patterns may increase transport costmedium

    Collect origin, arrival and departure data through registration. Use fixed group transfers and price individual deviations separately.

  • Late registration changes may affect catering and roomsmedium

    Publish clear deadlines, send targeted reminders and maintain a controlled change list after final headcount.

  • Programme content may arrive too late for productionhigh

    Set mandatory script, presentation and media deadlines. Assign one content editor and use approved holding formats where material is delayed.

  • Anniversary content may expose personal or confidential materialmedium

    Secure written approval for employee stories, images and business data. Restrict access to source files and delete temporary files after delivery.

  • Technical failure could interrupt the main celebrationhigh

    Specify redundant playback, presentation laptops, audio routing and show communications. Complete a full technical rehearsal before doors open.

  • Weather or transport disruption may delay arrivalsmedium

    Build arrival buffers into the programme, monitor travel conditions and prepare a delayed-arrival procedure with the hotel and transport supplier.