Project Management Program

6

ProjectManagement

Program

ProjectManagement

Thisproject paper seeks to expound on development of a project plan for aone day music festival that is to be held in a local park. Theaudience capacity is 3000 people and for each ticket the price ispegged at £30.The music festival is to be carried out on the Saturday 9thApril 2016. Critical in the process of project planning is time. Thispaper outlines a 10-week period that will be used to prepare for thefestival. All the preparations in place have to end by the Friday 8thApril 2016. During the project planning process, consideration isalso given to the United Kingdom holidays, the progress meetings andother milestones that form integral part of the year time planning.

ProjectPlanning

Objective

Deliverable

Theend to end project entails planning, management and promotion of thismusic festival. The team is to undertake several responsibilitiesincluding working as advisers and also being responsible forsuccessful project implementation(Aloini,Dulmin and Mininno, 2007). The team will also see any form ofsub-contacting that might arise.

Assumption

Itis assumed that the project team will be responsible and fully incharge of the overall management of the festival with its customercare section being in charge of consultancy. Completion of theproject should be complete within duration of 10 weeks and thecapacity considered for attendance is 3000. It is also assumed thatvolunteers will be available throughout the execution of the project(Williamand AJ Bowdin, 2007). No money meant for the project will bereallocated or withdrawn.

Constraints

Thereis limit of time together with certain required skills within theteams.

Timescaleand Cost

Theproject is to be implemented within 10 weeks and all the preparationsmust be completed by the Friday 8thApril 2016. The cost of the project is to be pegged on thecontributions for the admissions which are charged at £30 per headand will also include the cost of operating expenses and a margin of300 clients as that is the 10% margin.

Targets

Theother important target is seeing the implementation of the projectsin phases and ultimately full implementation by the end of theperiod. The significant targets include meeting the revenuecollection for the individuals in attendance. Of importance issuccessful assignment of the various milestones(Burke,2013).

ScopeDescription

Inorder to showcase the talents that exists and further promotes thetalents. There will be a Music Festival that will be a 1-day eventand expected to take up 3000 occupants. The festival will also entailsome kind of open air concert to mark the celebrations and speechesfrom distinguished guests.

Quality

Theevent is to be executed within the set schedule. Further, the charmof the city has to displayed on positive light that is able toattract both national and international audience. Every other aspectof the event has to be properly organized so that all theparticipants and guests experience high level of treatment(Vander Wagen, 2010). The safety of participants and spectators isassured at all times. Any form of congestion arising must be managedto deter any form of negativity effect on the local business(Wilder,2014). The clean-up process upon the completion of the project has tobe managed thoroughly and this has to be throughout the event as wellas after the event(Maylor,2010).

Technical

Upto this point, there is no identification of technical requirementmade.

Inclusions

  1. The project team is tasked with planning, organizing and providing guidance as well as support to all the events.

  2. The Music Festival guidelines set by the District Musical Festival Committee shall be executed by the project team.

  3. The project is expected to be sponsored by some of the nationally branded companies.

  4. The Musical Festival Committee is expected to solicit national sponsorship and the project team is tasked to outsource for the local sponsorship.

  5. Provision of public safety to ensure that the environment is enjoyable by all, the participants and spectators alike

  6. Provision of cleaning services to have the city maintain its aesthetic value after the events

GanttChart and Work Breakdown Structure

Thisentails 7 main activities that will be coordinated to see the successof the project(Norman,Brotherton and Fried, 2010). The work break down structureillustrates on the activities and the various work segments attachedto each.

Work Breakdown Structure

Activity Breakdown

Description

WBS Code

Activity 1

Commencement of Negotiation with Participating Music Groups

Activity 2

Contracting of Construction Firm to Build and Set Up Stage

Activity 3

Sending requests for bids

Activity 4

Get final stage blue prints

Activity 5

Screen and hire security personnel

Activity 6

Training of the security staff in accordance to the arena’s regulations

Activity 7

Distribution Arrangements of Tickets

Activity 8

Transport Logistics

Activity 9

Arrangements of Sound Equipment

Activity 10

Arrangements for Recordings

RiskManagement in Project Planning

Havinga proper risk management plan is essential for execution of a projectplan(Ahlemann,2009). Risk management plan identifies all the potential risks thatare likely to occur when holding an event. Further, the chronologicalsteps that are taken by event organizers to reduce and mitigate theidentified risks are outlined. Risks entail a lot of many differentthings. For this music festival the risk entail causing harm toothers, causing damage to the equipment, infrastructure or even theevent site. Further, the risk would also include the harm that may beon the future of the event organizing committee and the event as well(Verzuh,2011).

Severalsteps are taken into consideration to mitigate the risks that comewith the event and hence control the occurrence of such risks. It issignificant that the risk management plan include the persons thatare responsible for the coordination of the safety of every otherindividual if something that is out of control of the event organizeroccurs(Meredithand Mantel Jr, 2011).

Stepsin Risk Assessment

Therisk assessment should entail consideration of the existing risks ofthe site, the risks that the event creates and the external risksthat the organizer has little control over and is necessary to becontrolled at the event. When organizing this event, severalquestions are raised when assessing the risks that the music festivalevent may have. The questions upon being answered then forms theexhaustive part of risk assessment of the event(Vaidyanathan,2012).

RiskAssessment of the Music Festival Site

Inassessing the risks we establish whether there will be movingvehicles near the event site and find out any form of risk that itmay pose to those in attendance as well as the pedestrians(Forsberg,Mooz and Cotterman, 2005). Also, crucial is establishing whetherthere exists anything on the site that could be dangerous in casethere are extreme weather conditions(Kerzner,2013). Also, it will be determined whether there is any danger as aresult of natural settings like body of water or not.

RiskAssessment of the Event and all Proposed Activities

Partof the assessment is determining whether there will be jumpingcastles or even the carnival rides at the events. Also crucial is themanner in which the safety will be ensured near the rides.Additionally, it is to be established whether there is any form ofinfrastructure that shall be brought at the event site(Larsonand Gray, 2011). The persons that ensure the safety and security areto be detailed. Vehicles that are to be brought on site will havedetailed description on how they together with the people will havethe safety managed(Getz,Andersson and Carlsen, 2010).

RisksAssessment of all External Risks

Inthe event that there is need to carry out evacuation at the eventsite, the persons that are responsible for ensuring that all peopleare removed calmly and safely shall be defined. Additionally, theassessment shall include finding out if the guests at the event areat a higher risk of requiring emergency services and in case of sucha need then there is advice of the local emergency in place(Crawford,2007). In order to ensure that support is given to the event and allthe potential risks and proper review of the risks also taken intoconsideration, there will be an event cultural officer(Pollack,2007). He shall review all the potential risks prior to having theevent permitted.

Theevent management plan also entails assessing the chances of powerfailure during the event(Heagney,2012). All the power requirements shall be taken up by electrician onsite before the beginning of the event. There has to be additionalgenerator power on standby so that power is available throughout andcan be made available within a short notice.

Thetoiletries have to be cleaned and the rubbish cleared at the eventplace to ensure that the venue is hospitable. This has to befacilitated by the event coordinator who ensures that there areenough rubbish bins and cleaners are in place. Patrons assigned toensure the safety, cleanliness and that individuals are not at riskof health hazards must be sufficient to coordinate the event(Pinto,2007). The event coordinator will be tasked with the duty to monitorthe event and ask the cleaners to make necessary rectifications asthe events demand.

Thecomplete risk management process before having the event kick off onthe Saturday 16thof April, 2016 entails several issues. They include carrying out theinitial risk assessment, developing risk control plan, the emergencymanagement plan, having traffic management plan in place and wastemanagement plan(Townley,Beech and McKinlay, 2009). Additionally, there will be site safetyinduction checklists that include the staff working on the event orsite(Anderssonand Getz, 2008). The assessment is a crucial part of risk managementfor this project given the resources that are available. Whilecreating the risk management plan, the event organizer will work toensure a reduction in the risks as much as possible(ProjectManagement Institute, 2013). The management will also entail a clearthought of what is needed in case of emergency given the large numberof persons expected at the event(Bowdinet al., 2006).

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Andersson,T. D., &amp Getz, D., 2008, September, Stakeholder managementstrategies of festivals, In&nbspJournalof Convention &amp Event Tourism&nbsp(Vol.9, No. 3, pp. 199-220). Taylor &amp Francis Group.

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