- Group 2

CS 632 IT Project Management

Huiru , Thamer , Kulasekhar, Christian, Moronike


Our Project

This project aims to plan and execute a month-long European tour from the US, covering Portugal, Spain, Andorra, France, Italy, and Morocco. The itinerary will include cultural exploration, historical site visits, and unique local experiences. The project involves organizing flights, accommodations, transportation, budget allocation, activity planning, and contingency planning to ensure a smooth and enjoyable trip.

Our Journey :

Portugal
Portugal is famous for its stunning coastline, historic cities like Lisbon and Porto, and its delicious cuisine, especially seafood and pastries like the pastel de nata. Tourists visit for the vibrant culture, beautiful beaches in the Algarve, and the charming towns with cobblestone streets and colorful tiles.
Spain
Spain is known for its lively festivals like La Tomatina and Running of the Bulls, its incredible architecture by Gaudí in Barcelona, and world-renowned cuisine such as tapas and paella. Visitors are drawn to sunny Mediterranean beaches, passionate flamenco dancing, and modern attractions like the Ciudad de las Artes y las Ciencias (City of Arts and Sciences) in Valencia, a futuristic cultural and architectural complex.
France
France is celebrated for its world-class art, fashion, cuisine, and landmarks like the Eiffel Tower and the Louvre. Travelers flock to France to experience romantic Paris, the sun-soaked Riviera, charming countryside regions like Provence, and historic sites such as castles and cathedrals.
Italy
Italy is renowned for its rich history, stunning art, and incredible food, from pasta and pizza to gelato. Tourists visit iconic sites like Rome’s Colosseum, Venice’s canals, Florence’s Renaissance treasures, and the rolling hills of Tuscany, as well as its beautiful coastline and islands.
Andorra
Andorra is a tiny country in the Pyrenees mountains, famous for its ski resorts and duty-free shopping. Tourists often visit for outdoor activities like hiking, skiing, and mountain biking, as well as to enjoy its beautiful natural scenery and cozy mountain villages.
Morocco
Along with our European trip, we will visit Morocco, which is famous for its vibrant markets (souks), colorful cities like Marrakech and Chefchaouen, and ancient sites like the Roman ruins of Volubilis. Visitors come to experience the unique blend of Arab, Berber, and European cultures, explore the Sahara Desert, and enjoy the delicious Moroccan cuisine.

Project Advantages and Benefits:

Since the primary stakeholders in this project are the travelers themselves, there are several key benefits designed to directly enhance their overall experience and satisfaction.
Effective Planning and Organization
The structured planning process helps team members stay organized and focused by clearly outlining deadlines and responsibilities for each key task, from research to post-trip analysis. With the detailed Work Breakdown Structure (WBS) in place, everyone knows what to do and when, making collaboration smoother and ensuring nothing important is overlooked.
Financial Management
Careful financial planning helps team members manage resources effectively by setting clear budgets for categories like flights, accommodations, and food, while also preparing for unexpected costs with contingency funds. Real-time expense tracking, cost-effective choices, and post-trip financial reconciliation ensure that everyone stays within budget and makes informed spending decisions throughout the project.
Risk Management and Flexibility
The focus on risk management and flexibility helps team members feel prepared and confident by providing clear strategies for handling emergencies like visa delays, transport strikes, or medical issues. With travel insurance, contingency funds, backup plans, and buffer days built into the itinerary, the team can quickly adapt to unexpected challenges without disrupting the overall trip.
Documented Learnings
Documenting learnings after the trip helps team members reflect on what worked well and what could be improved, making future planning more efficient and effective. Archiving documents, receipts, and itineraries also ensures important information is preserved, supporting smoother logistics and better decision-making for upcoming projects.

Frequently Asked Questions

Find answers to your most pressing questions about the Euro Trip Project, including logistics and costs.

The main objective of this project is to plan and execute a month-long European tour from the US. The project aims to provide a well-structured and enjoyable travel experience, covering six countries: Portugal, Spain, Andorra, France, Italy, and Morocco. It also focuses on ensuring efficient logistics and flexibility for unexpected disruptions, and aims to be cost-effective and culturally enriching.

The project scope encompasses the planning, coordination, and execution of a comprehensive 30-day tour across the six specified countries. It includes all essential logistics such as international and inter-country transportation, accommodation bookings, visa and insurance arrangements, as well as pre-scheduled activities and trips.

The key stakeholders include the Project Team Members (Planners & Coordinators), who are responsible for organizing the itinerary, booking transportation and accommodations, and managing on-site logistics. The Travelers (End Users) are the individuals participating in the tour, and their satisfaction and safety define the project’s success. Travel Service Providers (Vendors), such as airlines and hotels, provide critical services. The Project Sponsor(s) approve budgets, scope, and the final itinerary, make key decisions, and oversee the overall direction.

The project follows a milestone-based schedule, divided into phases. These phases include Research & Analysis, Itinerary & Budget Development, Booking & Logistics, Contingency Planning & Final Preparations, Final Review & Stakeholder Approval, Execution & Monitoring, and Post-Trip Analysis & Lessons Learned. The project starts with pre-trip planning milestones leading up to departure on June 1, 2025.

The pre-trip planning involves several key milestones with deadlines:

  • Research and finalize destinations/itinerary by February 5, 2025.
  • Budget allocation and expense planning by February 12, 2025.
  • Book international flights by February 19, 2025.
  • Secure accommodations by March 5, 2025.
  • Arrange inter-country transportation by March 19, 2025.
  • Complete visa applications and approvals by April 2, 2025.
  • Finalize and book activities and excursions by April 16, 2025.
  • Purchase travel insurance and necessary accessories by April 30, 2025.
  • Conduct final review of itinerary, documents, and emergency plans by May 14, 2025.
  • Pack and prepare travel essentials by May 28, 2025.
  • Departure from the US is on June 1, 2025.

Key project deliverables include:

  • A Confirmed Itinerary covering all destinations.
  • Transportation Bookings (flights, trains, car rentals).
  • Accommodation Reservations with flexible cancellation policies.
  • Activity and Excursion Confirmations (pre-booked tickets/reservations).
  • A documented Budget Plan with contingency funds.
  • Completed Visa and Travel Documentation.
  • A Travel Insurance Policy.
  • An Emergency and Risk Mitigation Plan.

The project involves budget allocation and expense planning. A total budget is set for various categories like flights, accommodations, food, and excursions. Contingency funds are established for unexpected costs. The estimated cost falls between $36,000 and $45,000 USD, with a recommended planning estimate of $40,500 USD. Budget will be strictly followed, with contingency funds reserved for emergencies. Real-time expense tracking will be maintained using tools like Google Sheets, Notion, or TripIt to stay within budget. Post-trip, a financial reconciliation will be conducted.

The project includes an Emergency and Risk Mitigation Plan. A strategy is developed to handle delays, cancellations, and unexpected disruptions. This includes identifying backup lodging options, having a backup itinerary for major travel disruptions, and considering alternative plans for weather or transport delays. Travel insurance covers medical needs, lost luggage, trip cancellations, and evacuations. Emergency funds are specifically for critical situations like medical emergencies or major travel disruptions. The team will also monitor expenses and make itinerary adaptations during the trip if needed.

The Project Sponsors are updated and sign off on major deliverables. Before execution, all stakeholders (trip planners, co-travelers) will review and sign off on the project plan to confirm elements are in place. Digital tools like Google Sheets, Notion, or TripIt will be used for itinerary, expense, and documentation tracking. Real-time communication will be facilitated using an International SIM or eSIM for connectivity.

The project focuses on structured travel plans. Out of scope are personal shopping, entertainment, or activities outside the itinerary. Discretionary activities, luxury upgrades, and shopping are also excluded. Emergency funds are strictly for unforeseen critical events such as medical issues or travel disruptions, not general expenses.

The Project Sponsor(s) are responsible for approving budgets, scope, and the final itinerary. They also make key decisions about risk response and contingency actions. Before the trip execution, all stakeholders will review and sign off on the project plan, and adjustments will be made as necessary

Digital tools will be utilized for organization and tracking. This includes using Google Sheets, Notion, or TripIt for itinerary, expenses, and documentation tracking. Automated reminders may be set. Offline maps and translation apps will be pre-downloaded for navigation and communication. Emergency contacts and embassy locations will be documented. Digital copies of trip documents, receipts, and itineraries will be archived for future reference.