EVNT7051 Event Planning and Project Management

Introduction

The project of hosting a music event in London was implied for forming the use of the project management principles and processes. According to Kerzner (2013), the implication of the theories of project management would employ the development of the improved operational processing. The integration has provided scope for the development of the smart and effective alignment of the operations. The event of musical show was aligned well with the development of the improved processes. The implication of the project would align to the integration of the effective processing and development (Coombs 2014). The alignment of the profound development would help in forming the alignment of the project integration and development.

The following assignment would allow the analysis of the project for developing a report that would include background of the project, project scope, objectives of the project, identification of the target audience, tools and project methodology analysis, team management, project budget, and risk management. The assignment would cover the use of the Ms-Project for the development of the project schedule. The cost estimation and the budget would be developed for ensuring that project is completed in the expected time and budget.

1. Background and Scope of Event 

1.1 Project Background

The project is developed for planning a schedule and implying it for successful completion of the event of the music festival. The implementation of the project would be helpful for ensuring the deployment of the project analysis and development (Cicmil et al. 2017). The profound development of the project would be helpful in integrating the functions of the project of music event in London. The music event in London is held for the music lovers and it consists of a number of artists performing at the event. The event would be held in an open space where a number of artists and performers would perform and the project would involve the deployment of the projects.

1.2 Scope of the Project

The project of organizing London Music Festival is an event program that holds an integral part in terms of entertainment business and development. The project aligns for the development of the specific and improved functions of the project. The scope of the project can be divided into two parts namely in-scope and out of scope.

In-scope items: The in-scope items of the project include the project plan that consists of the development of the schedule and its integration for the alignment of the project. The cost management, risk management, and event alignment is helpful for the successful completion of the project.

Out of scope items: The out of scope items of the project of organizing London Music Festival are the change management plan, communication plan, and the transportation of the materials. Moreover, the activities of the contractor are another major factor that would not be considered in this project.

1.3 Objectives of the project

The project objectives for the project of organizing London Music Festival are given below,

• To develop a project plan along with schedule for the development of the successful project completion
• To form the analysis of the project integration and alignment of the plan of the project development
• To implement the plan for the successful holding the event of the London Music Festival for the people

2. Event Objectives

The event of the London Music Festival is helpful for the holding an event where many musicians get to perform and entertain thousands of people live. The objectives of the event are,

• To entertain people and music lovers by providing them scope for listening to many talented musicians and singers
• To help the musicians and singers for performing live for the audiences and make a name for them
• To relieve the people of their daily stress by providing them 3 day entertainment from the music performances

3. Entertainment Activities

The music festival event in London is developed for the alignment of the profound development of the system integration and development. The entertainment activities are aligned for the formation of entertainment of the project integration and management (Hegazy 2013). The music concerts and shows would be held for ensuring that the people get relieved of the work pressure and the music lovers can enjoy the event successfully.

4. Target Audience

The target audience of the project consists of the development of the specifically aligned people who are interested in project. The deliverance of the project would ensure that most of the music lovers and people would get time to form the alignment of the project. The audiences of the project would also involve the sponsors and other potential investors of the event.

5. Event Deliverables

The deliverables of the event of Music Festival in London include,

1. Music Concerts and Shows for entertaining people and relieving them from their stressed life
2. Gathering sponsors of the project for ensuring that the next event can be done on a larger scale
3. Formation of the specific deliverance of the successful event completion

6. Project Management Tools and Techniques

The project management for the project of “Music Festival Event in London” can be done by forming the specific project schedule. The project developed would ensure that all performances are aligned in a specific timeline without overlapping each other and the participants must follow them for the successful completion of the Music festival event. The festival lasted for 3 days and the program had been running successfully. There are various vendors that have set their food and beverage stalls at the event location. According to Nicholas and Steyn (2017), the Gantt chart, critical path, and Planning chart has been made by using the Ms-Project Software for ensuring that the project would be completed successfully.

6.1 Project Schedule in table format

The project schedule for the project of Music Festival Event in London is given in the table format below,

Table 1: Project Schedule in Table Format

(Source: Created by the author)

6.2 Gantt chart for the project

The Gantt chart for the project of Music Festival Event in London is shown in the diagram below,

Figure 1: Gantt chart for the project

(Source: Created by the author)

6.3 Critical Path for the project

The critical path (highlighted in yellow colour) for the project of Music Festival Event in London is shown in the diagram below,

Figure 2: Critical Path Diagram of the Project

(Source: Created by the author)

The Gantt chart highlighting the critical path (in yellow colour in table and red bars in the timeline of the Gantt chart) for the project of Music Festival Event in London is shown in the diagram below,

Figure 2: Gantt chart showing Critical path of the project

(Source: Created by the author)

6.4 Planning Chart Diagram for the project

The planning chart diagram for the project of Music Festival Event in London is shown in the diagram below,

Figure 3: Planning chart diagram for the project

(Source: Created by the author)

7. Project Team Management and Structure

The project team structure for the project of Music Festival Event in London consists of Analyst, Planner, Documenter, Project Manager, HR Manager, Client, Contractor, Workers, Event Coordinator, Participants, Speaker, and Audience. These project team members are responsible for the activities of the project and its successful completion (Sears et al. 2015). The structure of the project team management is given in the diagram below,

8. Budget for the Project

The overall budget for the project of Music Festival Event in London is £70,000.00.

Table 2: Project Budget Estimation

(Source: Created by the author)

9. Awareness of Potential Risk Factors

The project of Organizing the Music Festival at London would be helpful for ensuring the alignment of the project integration. The risk analysis is formed for ensuring that the project is formed by eliminating and mitigating the crucial factors that can impact the project in a negative way (Larson and Gray 2013). The potential risk factors for the project are Delay in Operations, Cost overrun, technical issues in equipments, lack of transportation of the materials, and medical emergencies. These risk factors have been explained below,

Delay in Operations: The delay in operations is a primary factor that would tend to be formed due to the issues in the project (Fleming and Koppelman 2016). The operations of the project would comprise of developing the specific function to the project team member. However, due to any reason like the lack of materials, already occupied member, or flaw in the plan would tend to delay the operation completion.

Cost overrun: The cost overrun is one of the most significant issues in the development of the music festival event in London. The overall budget of the project has been set to imply for the project. However, due to the issues of the project there is a probability that the overall cost of the project would also tend to increase. It would result in the issue of the cost overrun for the project.

Technical issues in equipments: Music Festival Event in London would consist of a number of equipments such as cameras, lights, sound system, and other equipments. Any flaw in any one of the equipment would also result in hindering the successful completion of the event. It is one of the factors of the risk hazard in terms of operation in the project.

Lack of transportation of the materials: The lack of the transportation medium would tend to cause the failure of the project. The site development and equipments are a crucial part for the project of Organizing Music Festival Event in London and the deployment of the event successfully.

Medical emergencies: The medical emergency is a risk factor that has least possibility of occurrence. However, its severity is very high and hence it cannot be neglected or ruled out. The medical emergencies can be caused when any participant or audience member becomes sick or injured during the event of the music festival.

10. Evaluation and Control of your Project

The project evaluation and control for the project of organizing the music festival in London can be done by following the four steps mentioned below,

Step 1a Establishment of the standards: The establishment of the specific standards would help in forming the development of the expectations from the project (Martin 2017). The standards set would comprise of the alignment of the project standards. The deployment of the projects would help the formation of the project alignment.

Step 2a Observation of Performance: The observation of the project would be helpful for forming the development of the specific project operations (Martinelli and Milosevic 2016). The observation would also support the implication of the profound development and integration.

Step 3a Comparison of the actual outcomes: The comparison of the actual components would be helpful for aligning the systematic activities and ensure that the qualities of the operations are successfully aligned.

Step 4a Implementing Right action plan: The implementation of the right action plan is formed for developing the accurate action plan for the project of the organizing the music festival event in London.

Conclusion

It can be concluded from the assignment that the project management is very essential for ensuring the development of the project and alignment of the effective management process. The development of the project integration would allow the users for developing an understanding of the implication and development requirements of the project. The project of Music Festival Event in London has been implied for forming the accurate development of the operations and alignment of the operations of the project. It is highly crucial for the formation of the improved operation development. The operations of the project are highly imperative for classifying the development of the effective project report. The summary of the music event had shown that the project would be aligned for developing the analysis of the effective development of operations. The management of the operations was helpful for forming the tools and methods for integrating the project schedules and cost analysis. The project had consisted of the formation of the effective implementation method. The summarization of the project had been formed with analysis of the implication and alignment of the project integration. The analysis had been formed for developing the project team structure and development of the sufficient project deliverables. The budget allocation and the risk management evaluation had been formed for inferring that the project would require 57 working days (almost 3 months in total) and an overall cost of £69,975.00 (approx £70,000.00).

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