Project Management of Music Festival Organisation
✓ Paper Type: Free Assignment | ✓ Study Level: University / Undergraduate |
✓ Wordcount: 4014 words | ✓ Published: 26th Oct 2020 |
INTRODUCTION
The application of methods, processes, skills, experience and knowledge in order to execute specific objectives of the project is called as project management. It is a discipline or using established principles and policies of the project. There are five stages of process of project management which are initiating, planning, executing, monitoring and controlling and closure. All the process, system and everything are managed by project managers (Meredith and et.al., 2017).
This present report will present the project plan for Music Festival. Project manager will provide the brief introduction of projects, its design as well as it monitors and control. Furthermore, it also business case justifying the project as the best way to attain the goals. Moreover, project manager will also make schedule, risk assessment matrix and stakeholder analysis to make the event successful.
MAIN BODY
About Project
The project manager is going to launch a music festival in London, United Kingdom. Music Festivals is a community event oriented towards the live performance of singing and instrument playing that is often presented with a theme such as nationality, musical genre or locality of musicians or holiday. Music festivals are commonly organised outdoors covered by tents, placed with stages, sound system and some temporary singing performance. These are based on live performance. The type of music festival that project manager is going to organise in London is Blues, Pop Songs, Jazz and Opera.
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BUSINESS CASE
It is the justification for a proposed project or undertaking on the basis of its expected commercial benefits. Project manager will use business case to introduce the project to the stakeholders or readers. In this present report, project manager is using to plan the music festival successfully in UK in which people will gate amazing experience.
Here are the following steps which are included in Business Case is as follows-
EXECUTIVE SUMMARY:
Music Festival is the going to be organised in London, United Kingdom. Project manager will plan time, budget, resources which are required to conduct the music festival successfully. Music Festival is going to organise in auditorium. The main purpose of organising this music festival for enjoyment purpose. This business case will cover the problem faced by the project manager in conducting the music festivals as well as what are the solution to achieve the desire goals. The cost and benefits will also include in this business case. The main purpose of organising this music festival is to generate income through this and make the people entertain on weekend.
CHALLENGES OR GOALS
Challenges are the shortcoming that a person faced in completing the project. In organising the music festivals there are some challenges that project manager faced are as follows-
To be Memorable: This is one of the biggest challenges that is faced by project manager in organising the music festivals. It is due to the modern age of distraction, it is crucial to make the event memorable and to make all the guest or stakeholders remember (Kerzner, 2017).
Shrinking Budget: This is another challenge that is faced by project manager as event planner need to render their client with creative solution to combat the shrinkage of budget. Project manager need to have more money set aside after preparation of budget.
Technology: Today, generation is highly technically advance, and it is very important for project manager to use and implement technically advance system that suites on the current trend. It is very challenging task for project manager to set up high technologies for the event. Further, project manager has to hire highly technical staff that can operate the system which is also a complicated thing for them (Fleming and Koppelman, 2016).
Safety and Security of Event: There are various types of risk which are risk in communal riots, terrorist attacks, guns attacks, shirt circuit, fire and many other types of risk are associated with this event.
SOLUTIONS:
Calling of Celebrities is one of the best ways to make the music festival memorable to all the stakeholders or guest. People will take photographs with the celebrities and singers that make the festival memorable for them.
Project manager should call expert in finance department so that they can plan the budget in very systematic way. Expert will set aside fund for each and every task after evaluating the activities (Turner, 2016).
Training and development are another way to solve the issues of technology as project manager should provide training to them and make them ready to operate advance machines.
Installation of CCTV camera is very important to solve the issue of security and safety as people will think before conducting any misconduct. Further, proper checking before entry is also important (Kerzner, 2017).
COST:
Cost is the total amount required to conduct the event successfully. There are various types of cost which project management have to bear in carrying the music festival in London.
EXPENSES |
COST (£) |
Idea generation |
2000 |
Research and development |
10000 |
Appointment of Staff members |
5000 |
Charge for Venue |
6400 |
Team establishment |
4200 |
Resource requirement |
2500 |
Resources allocation |
4200 |
Team development training |
1800 |
Celebrities Fees |
5400 |
Decoration Charge |
3000 |
Refreshment Cost |
5000 |
TOTAL |
4,53,000 |
BENEFIT
By organising this music festival, project manager will favour many benefits which are as follows-
- Generate income for the business.
- Investment opportunist are also raising.
- Reputation in the market is increases.
- Increase collaboration
- Risk Management protocols is also increasing.
- It will reduce the stress of people and project manager.
EXECUTION OF TIMELINE
For executing the timeline, project manager will prepare the time scale, Gantt chart and critical path and then select the earliest path to complete the project work and make it successful.
Work-break Down Structure
Work Break-down structure is an essential part of the project management and research study as it is because it divides the complex activities into simpler one. By preparing the work break down structure, it becomes easy for project manager to manage all the activities of Musical Festivals in systematic way.
Task Mode |
Task Name |
Duration (in days) |
Start |
Finish |
1 |
1. Event Requirements |
8 |
Wed 7/3/19 |
Fri 7/12/19 |
2 |
1.1 Establishment Needs |
5 |
Mon 7/15/19 |
Fri 7/19/19 |
3 |
1.2 Integrating objectives of event |
4 |
Mon 7/22/19 |
Thu 7/25/19 |
4 |
1.3 Location |
6 |
Fri 7/26/19 |
Fri 8/2/19 |
5 |
1.4 Amenities render for |
4 |
Fri 7/26/19 |
Wed 7/31/19 |
6 |
1.4.1 Checking of sound system, stage, proper sitting arrangement and internet |
5 |
Mon 8/5/19 |
Fri 8/9/19 |
7 |
1.4.4 Visitors services |
2 |
Mon 8/12/19 |
Tue 8/13/19 |
8 |
1.4.5 Visitor and attendance count |
4 |
Mon 8/5/19 |
Thu 8/8/19 |
9 |
1.5 Date |
2 |
Thu 8/1/19 |
Fri 8/2/19 |
10 |
1.6 Budget |
8 |
Mon 8/12/19 |
Wed 8/21/19 |
11 |
2. Selection of Venue |
7 |
Wed 8/14/19 |
Thu 8/22/19 |
12 |
2.1 Visiting Site |
9 |
Wed 8/14/19 |
Mon 8/26/19 |
13 |
2.2 Finalising site |
5 |
Wed 8/14/19 |
Tue 8/20/19 |
14 |
3. Event Attendance |
4 |
Fri 8/9/19 |
Wed 8/14/19 |
15 |
3.1 Materials of Marketing |
5 |
Wed 8/14/19 |
Tue 8/20/19 |
16 |
3.2 Advertisements of Print |
6 |
Mon 8/5/19 |
Mon 8/12/19 |
17 |
3.3 Media promotion |
5 |
Thu 8/22/19 |
Wed 8/28/19 |
18 |
4. Invitations |
4 |
Thu 8/22/19 |
Tue 8/27/19 |
19 |
4.1 Designing |
5 |
Fri 8/23/19 |
Thu 8/29/19 |
20 |
4.2 Assessing |
7 |
Fri 8/23/19 |
Mon 9/2/19 |
21 |
4.3 Printing |
5 |
Mon 8/12/19 |
Fri 8/16/19 |
22 |
4.4 Distribution |
8 |
Wed 8/14/19 |
Fri 8/23/19 |
23 |
5. RSVP |
4 |
Fri 8/9/19 |
Wed 8/14/19 |
24 |
5.1 Management and process of RSVP |
6 |
Fri 8/23/19 |
Fri 8/30/19 |
Illustration 1: Gantt Chart
Illustration 2: Critical Path
Risk Assessment Metric
Risk Assessment matrix is stand among the most important element which is important for manager to consider as it helps in evaluating the risks which have probability to arise. It aids in defining the level of risk and probability of risk (Modarres, 2016). There are various types of risk which project manager faced by organising this event. To make this music festival successful it is very important to take corrective actions immediately.
Here is the risk written below which are associated with the Music Festival are as follows-
- Delays in starting of Music Festival
- Electricity Issues
- Break-Down of Systems and Computers
- Risk of quality of Refreshment
- Risk of Fire in premises
- Loss or Theft of Equipment’s and tools
- Risk of Safety and Security
- Risk of rain fall and high winds
- Cancellation of Contract with Celebrities
- Mismanagement of Resources
Here is the Risk Assessment Matrix
RISKS |
LIKELIHOOD |
IMPACT |
PERSON ACCOUNTABLE FOR |
ACTIONS TO BE TAKEN |
DURATION (in days) |
Delays in starting of Music Festival |
Low |
High |
Project Handler |
Project Handler will take make schedule of all the activities so that delays could be avoided. |
8 |
Electricity Issues |
Medium |
Medium |
Line Man and Technicians |
Lines and Wires will be checked by line man before starting the event and there must be generator and inverters (Modarres, Kaminskiy and Krivtsov, 2016). |
4 |
Break-Down of Systems and Computers |
Low |
High |
For controlling this risk, project handler has some software's for backup as well as must be placed by alternative management. |
5 |
|
Risk of quality of Refreshment (Food Poisoning) |
Low |
High |
Project Handler and Food Vendor |
Project Handler will check the quality of ingredients used during cooking as well as ensure cooking process will be under hygienic and clean areas (Norman, 2016). |
6 |
Risk of Fire in premises |
Medium |
High |
Project Handler and Line Man |
There must be installation of fire extinguisher system within premises as well as project handler will also ensure that auditorium must have one safe emergency exit (Nowrasteh, 2016). |
4 |
Loss or Theft of Equipment’s and tools |
Low |
High |
CCTV camera handler |
Proper Installation of CCTV cameras and security Guards. There must be biometrics machines for additional security of guests. |
7 |
Risk of Safety and Security |
Medium |
High |
Project Handler and Safety Guards |
Proper Installation of CCTV cameras and security Guards. There must be biometrics machines for additional security of guests. |
8 |
Risk of rain fall and high winds |
Low |
Low |
Project Handler and Weather forecaster |
Event date is set by taking proper information about the weather conditions and probability of rain and winds. |
5 |
Mismanagement of Resources |
Medium |
High |
Project Handler and Team leads |
Systematic allocation of resources and one person will be assigned by project handler for managing resources (Nowrasteh, 2016). |
7 |
Cancellation of Contract with Celebrities |
Low |
High |
Project Handler |
Project Handler will sign a bond with celebrities and will pay in advance payment (Schuyler and et.al., 2016). |
5 |
Stakeholder Analysis Matrix
This is another project management instrument that is used by project handler in order to analyse the stakeholders of project to identify the actions that are important to align their goals with the project. Stakeholders are the key to achieve success of any projects or event. With the help of stakeholder analysis, project handler will able to satisfy the needs and expectations. In addition to this, stakeholder’s analysis will also aid in evaluating the interest and power of stakeholders. Those stakeholders which have high interest and high power are said to be the key players of the project (Cuppen, 2016). The key stakeholders of Music Festival are customers, celebrities, guest food vendors, sound and DJ vendors, directors, government, community, society, decoration vendor, staff members etc.
Interest of Stakeholders (POWER) |
KEEP COMPLETELY INFORMED Employees Government Guest and Celebrities |
MANAGE MOST THOROUGHLY Employees Guest and Celebrities Directors Community and Society |
REGULAR MINIMAL CONTACT Suppliers and Vendors Community & Society Creditors Auditorium Manager |
ANTICIPATE & MEET NEEDS Guest and Celebrities Employees |
|
Influences of stakeholders ----------- (INTEREST) |
The above stakeholder analysis matrix shows the power and interest of stakeholders which are associated with the launching of Music Festival in London, UK. Here are the stakeholders and their roles are as follows-
NAME OF STAKEHOLDERS |
INTEREST OF STAKEHOLDERS & WAYS TO MANAGE THEM |
Celebrities |
They are the key stakeholders as everything is only planning for them only. Through this Music Festival, Celebrities will gain profit and generate more income. Project handler will make payment in advance, book rooms in hotels for hold and proper food facilities will be provided to them (Cooper, 2017). |
Guest |
They are the group of people who will come to join the Music Festivals. Entry fees will be charged for them. Project handler will make them satisfied with their services. |
Employees or Staff Members |
They are the key stakeholders who will be look over all the activities of Music Festival. Project Handler will look full fill their needs and expectations (Franzò and et.al., 2019). |
Suppliers and Vendors |
It includes vendors of Sound and DJ, Food, Decoration and all others. Project handler will make timely payment to them. |
Community or Society |
They are also an important stakeholder, as all the activities of event must not affect their culture, lives, attitude and belief. So, project manager will ensure all these things so that they do not feel backward. |
CONCLUSION
From the above report, it has been analysed that it is very important to manage the project in a systematic and proper manner. For managing and making the project successful, the application of methods, processes, skills, experience and knowledge is required in order to execute specific objectives of the project is called as project management. Further, report has also summarised the important of risk assessment matrix for analysing the risk and take corrective actions so that the project can be successfully done. Moreover, Stakeholder analysis was also included in the report as with the help of this instrument project handle can easily anticipate the needs and make them satisfied with the event.
REFERENCES
Books and Journals
- Cooper, S., 2017. Corporate social performance: A stakeholder approach. Routledge.
- Cuppen, E., 2016. 15 Stakeholder Analysis. Foresight in Organizations: Methods and Tools, p.208.
- Eskerod, P. and Jepsen, A.L., 2016. Project stakeholder management. Routledge.
- Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management. Project Management Institute.
- Franzò, S. and et.al., 2019. A multi-stakeholder analysis of the economic efficiency of industrial energy efficiency policies: Empirical evidence from ten years of the Italian White Certificate Scheme. Applied Energy. 240.pp.424-435.
- Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.
- Meredith, J.R., Mantel Jr, S.J. and Shafer, S.M., 2017. Project management: a managerial approach. John Wiley & Sons.
- Modarres, M., 2016. Risk analysis in engineering: techniques, tools, and trends. CRC press.
- Modarres, M., Kaminskiy, M.P. and Krivtsov, V., 2016. Reliability engineering and risk analysis: a practical guide. CRC press.
- Norman, T.L., 2016. Risk analysis and security countermeasure selection. CRC press.
- Nowrasteh, A., 2016. Terrorism and immigration: A risk analysis. Cato Institute Policy Analysis, (798).
- Schuyler, Q.A. and et.al., 2016. Risk analysis reveals global hotspots for marine debris ingestion by sea turtles. Global Change Biology.22(2). pp.567-576.
- Turner, R., 2016. Gower handbook of project management. Routledge.
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