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EVNT7051 Event Planning And Project Management
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EVNT7051 Event Planning And Project Management
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Course Code: EVNT7051
University: The University Of Queensland
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Country: Australia
Questions
As an Event Manager you are required to produce a complete event project plan for the event below:
Event: Television Awards Ceremony London
The aim of the report is to demonstrate the feasibility of the event both operationally and financially.
Answer:
Introduction
The chosen event is a music festival that is planned to be hosted in London, England. This festival is planned to be hosted for two days in a weekend and some of the world’s most popular music stars will be invited. In order to host this large scale festival successfully, it is important to develop a suitable event management plan that will follow a standard project management approach.
In this report, a detailed event plan has been developed for the proposed event that includes scope, schedule, budget and other important aspects of a project.
Background and Scope of the Event
This particular event is a music festival that is set to take place is London, England in September 2018. While the main purpose is to bring together a large number of famous and most reputed music artists within a grand stage, the event will also be used as a medium for community service that will include providing entertainment to people as well as donate significant amounts of sum to various charitable organizations like old age homes, orphanages, cancer hospitals and some war torn countries where millions of people are starving. The proposed event will be one of the largest music festivals in the whole world and it is expected a huge number of international music stars will take part in the festival.
The primary scope of this event is to host a large scale music festival at a suitable venue for maximum number of audience. Further scope of the project includes renting of Wembley Stadium for the music festival, arranging seats for allowing around 110,000 spectators in the festival, run the festival over two days in the weekend, inviting popular music stars from around the world and successfully hosting the festival with the best viewing experience, safety and security.
Event Objectives
The main objectives of the event are determined as follows.
To provide entertainment to people and music fans all around the world
To prepare a grand stage for music festival
To raise funds for donating to various old age homes, orphanages and some war torn countries around the world
Entertainment Activities
Since the main focus of this festival is to host music performances from world famous artists, the entertain activities will be based on music. However, keeping in mind the possible number of children taking part in the festival along with their family members, there will be activities for children in the festival as well. Furthermore, in addition to the entertainment activities and events, there will be stalls for food and drinks as well. The event authority also aims to provide maximum safety and security to all the spectators who will participant in this grand festival.
Target Audience
While the event will be hosted in London, England, the event management team aims to make it a global festival that will see the festival being participated by music fans from all around the world. There is no specific target audience for the event as this event has been planned for people of all age groups as well as from different professions including sportsmen, acting and others. While for the adult spectators, there will be the music festival run for two days in the weekend, there will children activity event in the Wembley practice ground where the children will be able enjoy during the festival team.
Event Deliverables
There are several deliverables of the event explained in the following points.
Overall Event Management Plan – In order to deliver such a global scale music festival, a detailed event management plan is necessary. Hence, it is important for the event manager to develop an event charter that will include as aspects of the project including scope, timeline, budget, risk management plan and others. On approval of this event management plan, the entire project will be approved in order to proceed further.
Development of Event Management Team – For hosting a global scale music festival, a huge amount of human resources is necessary. Again, for efficient handling of these human resources, specific teams are to be developed and the human resources are to be allocated to these teams based on their skills and competencies. The entire event management team will include volunteers, stage preparation team, marketing and promotions team, security team, safety and first aid team and others.
Selection of Venue – As per the initial discussions, the festival is set to be held in London, England. However, the exact venue of the festival has not yet been confirmed. The majority of the event management has voted for Wembley Stadium owing to its capacity and central location in the city but the Olympic Stadium has also been considered as an alternative. During the planning phase, a specific venue for the festival has to be selected so that suitable preparations can be made for the festival accordingly.
Preparations for Festival – Since this festival will be a global scale event, detailed preparations are necessary. These should include the decoration of the stadium, preparation of security systems for the festival, installing safety measures, booking 6 star hotels for the music stars and other VIPs participating in the festival, construction of food and drinks stalls, children entertainment areas and others. Finally, funding requirements are to be analysed and sponsors will be contracted for investing in the festival.
Invite Popular Musicians – For performing in the event, the team needs to invite a host of popular musicians around the world. The performances from the musicians will ensure the festival will be of global level and will attract a large number of spectators from around the world. However, inviting a large number of popular musicians will also significantly increase the overall budget for the event and hence, planning is to be done accordingly.
Execute the Festival – The final deliverable is to execute the event over a period of 2 days in a selected weekend. After all the preparations for the festival are complete, the event will be executed as per the plan. Moreover, steps should be taken to ensure safety and security of the musicians as well as the spectators so that every person inside the stadium has a great experience of the festival.
Project Management Tools and Techniques
The work breakdown structure for the project is shown in the following diagram.
Figure 1: Work Breakdown Structure of the Project
(Source: Created by Author)
The proposed schedule for the project is shown in the following table.
Task Name
Duration
Start
Finish
Predecessors
Music Festival in London
168 days
Mon 7/2/18
Wed 2/20/19
Event Planning and Discussions Phase
42 days
Mon 7/2/18
Tue 8/28/18
Initial Planning and Proposal of the Festival
15 days
Mon 7/2/18
Fri 7/20/18
Get Appointment with Government
5 days
Mon 7/23/18
Fri 7/27/18
2
Discussion with Government Regarding the Festival
5 days
Mon 7/30/18
Fri 8/3/18
3
Get Approval for the Festival
2 days
Mon 8/6/18
Tue 8/7/18
4
Analysis of the Feasibility of the Festival
5 days
Wed 8/8/18
Tue 8/14/18
5
Prepare Festival Draft
5 days
Wed 8/15/18
Tue 8/21/18
6
Go Ahead for the Festival
5 days
Wed 8/22/18
Tue 8/28/18
7
Detailed Planning and Preparation
38 days
Wed 8/29/18
Fri 10/19/18
Preparation of Event Charter
10 days
Wed 8/29/18
Tue 9/11/18
8
Define Scope of the Event
2 days
Wed 9/12/18
Thu 9/13/18
10
Determine Event Objectives
2 days
Fri 9/14/18
Mon 9/17/18
11
Determine Number of Human Resources Required for Managing the Event
2 days
Tue 9/18/18
Wed 9/19/18
12
Prepare Stakeholder and Human Resource Management Plan
2 days
Thu 9/20/18
Fri 9/21/18
13
Develop Event Schedule
5 days
Mon 9/24/18
Fri 9/28/18
14
Determine Budget for the Festival
5 days
Mon 10/1/18
Fri 10/5/18
15
Analyse Risks of the Event
2 days
Mon 10/8/18
Tue 10/9/18
16
Take Measures to Solve the Risks
2 days
Wed 10/10/18
Thu 10/11/18
17
Prepare Communication Plan
2 days
Fri 10/12/18
Mon 10/15/18
18
Finalize the Charter
2 days
Tue 10/16/18
Wed 10/17/18
19
Get Approval for the Charter
2 days
Thu 10/18/18
Fri 10/19/18
20
Marketing and Promotions
20 days
Mon 10/22/18
Fri 11/16/18
Hire Marketing Team for the Event
3 days
Mon 10/22/18
Wed 10/24/18
21
Start Marketing and Promotion of the Festival
10 days
Thu 10/25/18
Wed 11/7/18
23
Invite Musicians to Perform in the Festival
5 days
Thu 11/8/18
Wed 11/14/18
24
Invite High Profile Guests to Visit and Enjoy the Festival
2 days
Thu 11/15/18
Fri 11/16/18
25
Project Execution
54 days
Mon 11/19/18
Thu 1/31/19
Rent the Stadium for Festival
2 days
Mon 11/19/18
Tue 11/20/18
26
Appoint Volunteers
3 days
Wed 11/21/18
Fri 11/23/18
28
Decorate the Stadium with Lights and Banners
10 days
Mon 11/26/18
Fri 12/7/18
29
Install Large Sound Boxes and Field Televisions
12 days
Mon 12/10/18
Tue 12/25/18
30
Purchase Musical Instruments
5 days
Wed 12/26/18
Tue 1/1/19
31
Prepare Parking Space
5 days
Wed 1/2/19
Tue 1/8/19
32
Prepare Children Entertainment Area
5 days
Wed 1/9/19
Tue 1/15/19
33
Build Food Stalls
2 days
Wed 1/16/19
Thu 1/17/19
34
Build Drinks Stalls
2 days
Fri 1/18/19
Mon 1/21/19
35
Build Souvenir Shops
2 days
Tue 1/22/19
Wed 1/23/19
36
Install Safety System
2 days
Thu 1/24/19
Fri 1/25/19
37
Construct Entry and Exit Routes
2 days
Mon 1/28/19
Tue 1/29/19
38
Finalize the Project
2 days
Wed 1/30/19
Thu 1/31/19
39
Event Execution and Closing
14 days
Fri 2/1/19
Wed 2/20/19
Host the Festival
2 days
Fri 2/1/19
Mon 2/4/19
40
Donate Funds Raised to Charity
5 days
Tue 2/5/19
Mon 2/11/19
42
Review of the Festival
5 days
Tue 2/12/19
Mon 2/18/19
43
Final Closing
2 days
Tue 2/19/19
Wed 2/20/19
44
The Gantt chart of the project is accordingly developed as follows.
Figure 2: Gantt Chart of the Project
(Source: Created by Author)
Project Team Management and Structure
Project team management is necessary in order to ensure all the stakeholders of the project understand and perform the roles and duties assigned to them. The appropriate structure for the project team for this festival will include the following stakeholders.
Stakeholder
Role
Event Manager
To manage and control the entire event
Human Resource Manager
To recruit human resource required for the festival
Marketing Manager
To promote the event for gathering maximum audience
Festival Supervisor
To supervise all the activities performed in the event
Budget for the Project
The budget for the project is divided in two parts – cost for human resources and cost for material resources. The usage rates of human resources are shown in the following table.
Resource Name
Type
Max. Units
Std. Rate
Ovt. Rate
Cost/Use
Accrue At
Base Calendar
Event Manager
Work
100%
£250.00/hr
£0.00/hr
£0.00
Prorated
Standard
Human Resource Manager
Work
100%
£150.00/hr
£0.00/hr
£0.00
Prorated
Standard
Marketing Manager
Work
100%
£100.00/hr
£0.00/hr
£0.00
Prorated
Standard
Festival Supervisor
Work
100%
£175.00/hr
£0.00/hr
£0.00
Prorated
Standard
Volunteers
Work
100%
£1,500.00/hr
£0.00/hr
£0.00
Prorated
Standard
Other Team Workers
Work
100%
£2,500.00/hr
£0.00/hr
£0.00
Prorated
Standard
Accordingly the budget for the project based on the rates of the human resources and using bottom up estimation is shown in the following table.
Task Name
Resource Names
Cost
Music Festival in London
£1,298,400.00
Event Planning and Discussions Phase
£142,800.00
Initial Planning and Proposal of the Festival
Event Manager, Festival Supervisor
£51,000.00
Get Appointment with Government
Event Manager, Festival Supervisor
£17,000.00
Discussion with Government Regarding the Festival
Event Manager, Festival Supervisor
£17,000.00
Get Approval for the Festival
Event Manager, Festival Supervisor
£6,800.00
Analysis of the Feasibility of the Festival
Event Manager, Festival Supervisor
£17,000.00
Prepare Festival Draft
Event Manager, Festival Supervisor
£17,000.00
Go Ahead for the Festival
Event Manager, Festival Supervisor
£17,000.00
Detailed Planning and Preparation
£131,600.00
Preparation of Event Charter
Event Manager, Festival Supervisor
£34,000.00
Define Scope of the Event
Event Manager, Festival Supervisor
£6,800.00
Determine Event Objectives
Event Manager, Festival Supervisor
£6,800.00
Determine Number of Human Resources Required for Managing the Event
Event Manager, Festival Supervisor, Human Resource Manager
£9,200.00
Prepare Stakeholder and Human Resource Management Plan
Event Manager, Festival Supervisor
£6,800.00
Develop Event Schedule
Event Manager, Festival Supervisor
£17,000.00
Determine Budget for the Festival
Event Manager, Festival Supervisor
£17,000.00
Analyse Risks of the Event
Event Manager, Festival Supervisor
£6,800.00
Take Measures to Solve the Risks
Event Manager, Festival Supervisor
£6,800.00
Prepare Communication Plan
Event Manager, Festival Supervisor
£6,800.00
Finalize the Charter
Event Manager, Festival Supervisor
£6,800.00
Get Approval for the Charter
Event Manager, Festival Supervisor
£6,800.00
Marketing and Promotions
£17,200.00
Hire Marketing Team for the Event
Human Resource Manager
£3,600.00
Start Marketing and Promotion of the Festival
Marketing Manager
£8,000.00
Invite Musicians to Perform in the Festival
Marketing Manager
£4,000.00
Invite High Profile Guests to Visit and Enjoy the Festival
Marketing Manager
£1,600.00
Project Execution
£949,200.00
Rent the Stadium for Festival
Festival Supervisor
£2,800.00
Appoint Volunteers
Human Resource Manager
£3,600.00
Decorate the Stadium with Lights and Banners
Other Team Workers
£200,000.00
Install Large Sound Boxes and Field Televisions
Other Team Workers
£240,000.00
Purchase Musical Instruments
Other Team Workers
£100,000.00
Prepare Parking Space
Other Team Workers
£100,000.00
Prepare Children Entertainment Area
Other Team Workers
£100,000.00
Build Food Stalls
Other Team Workers
£40,000.00
Build Drinks Stalls
Other Team Workers
£40,000.00
Build Souvenir Shops
Other Team Workers
£40,000.00
Install Safety System
Other Team Workers
£40,000.00
Construct Entry and Exit Routes
Other Team Workers
£40,000.00
Finalize the Project
Festival Supervisor
£2,800.00
Event Execution and Closing
£57,600.00
Host the Festival
Festival Supervisor, Volunteers
£26,800.00
Donate Funds Raised to Charity
Event Manager
£10,000.00
Review of the Festival
Event Manager
£10,000.00
Final Closing
Event Manager, Festival Supervisor, Human Resource Manager, Marketing Manager
£10,800.00
Now, the costs for material resources are shown in the following table.
Activity
Expected Expenditure
Rent Fee for the Stadium
£1,500,000
Decorations, Banners, Promotions
£50,000
Seat Arrangements, Centre Stage Set Up
£50,000
White Smoke, Fireworks, Lights, Pyro
£10,000
Musical Instruments and Music Sets
£25,000
Seat Arrangements and Numbering
£5,000
Loud Speakers and Bass
£15,000
Portable Toilets, Food, Drinks and Souvenir Shops
£25,000
Installation of Safety Equipments and Emergency Camps
£15,000
Wages and Payments
£1,500,000
Payment to the Participating Music Performers and Superstars
£5,000,000
Total
£8,195,000
Hence, the final total budget of the music festival is set at approximately £10,000,000.
Awareness of Potential Risk Factors
There are certain risks associated with the festival that need to be mitigated in order to ensure the success of the festival. Some of the potential risk factors are follows.
Very High Budget – Hosting a global scale festival will consume significant amount of budget. Hence, without sufficient funding and investment, the event management team may not be able to pull off the event. Furthermore, since this festival is been hosted for the first time, the team will find it difficult to find a suitable investor.
Safety Issues – With around 1,500,000 people attending the festival per day, it is clear that there is high risk of safety issues occurring especially if the event management team is not aware of possible issues. The team must emphasize on efficient handling of the large crowd as well as make space for emergency exit for people falling sick.
Evaluation and Control of Project
The entire project will evaluated based on the performance of the festival. The performance will be judged by a number of factors including participation of the number of spectators, revenue generated, television and digital media coverage, partnership with a number of business organizations and others. Based on the evaluation of the project, it will be decided whether the festival will be repeated the next year as well.
The control of the project is required as it is a global scale festival. Various operational teams and the event manager will ensure the festival is under control and remains within the limitations of the scope.
Conclusion
This report includes a detailed event management plan for the proposed music festival in London. In order to develop various aspects of the event plan, project management tools like scope management plan, project scheduling, work breakdown structure, Gantt chart and others have been utilized. As per the initial estimations, it will take around 42 days to complete all the preparations for the event and approximately £10 million will be spent as the budget of the project.
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