Plan for the Construction of an Entertainment Venue

This paper evaluates the project management plan for successfully completing an event in Sorrento Quay. The plan includes human resource management, procurement plan, and comprehensive communication. The HRM team comprises of individuals who deal with organizing the structure of the event. The plan procurement includes identifying the particular supplier, documenting the event planning or decision and formulating the approach. Read more on Desklib.

PLAN FOR THE CONSTRUCTION OF AN ENTERTAINMENT
VENUE
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Executive Summary
This paper gives a complete evaluation and analysis of the project management plan for
successfully completing an event. The overall study is focusing on an event that is going to
organize in Sorrento Quay. The event will be organized for about a month and 80 seating
arrangement are made for this event. In order to organize the event without flaws and stigma, the
event organizer has taken three factors into account for a comprehensive planning of this event.
These three factors include human resource management, procurements plan and comprehensive
communication. Each of these plans is analyzed below to make the study more meaningful and
relevant. This entire plan has helped the event organizer to manage the issue related to this event
and organize the event successfully.
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Table of Contents
1.0 Introduction 4
2.0 PROJECT HUMAN RESOURCE MANAGEMENT 4
2.1 Plan Human Resource Management 5
2.2 Acquire Project Team 6
2.3 Develop Project Team 7
2.4 Manage Project Team 8
3.0 PROJECT COMMUNICATIONS MANAGEMENT 9
3.1 Plan Communications Management 9
3.2 Manage Communications 10
3.3 Control Communications 11
4.0 PROJECT PROCUREMENT MANAGEMENT 12
4.1 Plan Procurement Management 12
4.2 Conduct Procurements 14
4.3 Control Procurements 16
4.4 Close Procurements 17
5.0 Conclusion 18
References 19
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1.0 Introduction
An event is viewed as the huge assembly of public for education, entertainment, marketing,
services etc. After a detailed event concept is established, it is necessary for the event
coordinator or manager to take a comprehensive plan to implement the plan. This paper here
focuses on the event that will be organized in a venue called Sorrento Quay for a period of 23
days. The event will start on October 6 and end on October 28, 2018. So, in order to organize the
event successfully, the project coordinators or managers take a detailed plan for it. For
implementing this event, it is important to take three plans into account that is comprehensive
communication, human resource management and procurement plan. Comprehensive
communication refers to the process of building good relationship between the team member and
the project coordinator. Human resource management refers to the group of individuals or staffs
who involves in organizing the event successfully. For many purposes, staffs are required to
organize the event. The purposes include clean the facility, service the facility, build up the
facility and remove or disc omission the facility. Plan procurement is the method of identifying
the particular supplier, documenting the event planning or decision and formulating the
approach. The plan procurement includes tools and techniques, inputs and outputs needed to
organize the full event. As the event needs to make a stage of 80 people, ticket booth and a
catering tall, it is necessary to hire or procure some inputs like electric equipment, electric
cabling, small medical facility, fencing, bins and other waste disposal etc.
2.0 PROJECT HUMAN RESOURCE MANAGEMENT
Human resources management team comprises of individuals who deals in organizing the
structure of the event that has to take place in Sorrento Quay on the 6th of October. The HRM
team not only organizes but also looks after the project team and leads them to a fruitful outcome
of the event (Brockington 2017). The project here is to organize an event which will run for 23
days; the project team takes up the responsibility to successfully organize the event with
individuals ready to deliver the best with assigned roles and responsibilities.
The project team includes;
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● Project team leaders who can guide individuals with specific skill set to get the project
completed on time.
● Protocols to maintain ethical and professional behavior.
2.1 Plan Human Resource Management
HRM planning in a project is generally used to determine the basic human resources that are
required to complete the project with utmost sincerity and varied skill set. Allocating different
roles to individuals according to different skill sets is an integral part of HRM management plan
(Boardman & Hellowell 2017). The individuals working in teams can be from outside or from
inside the organization. HRM planning can also include managing staffs according to schedules,
safety issues, compliance issue, active training methods and building strategies for individuals or
teams to deliver the best performance in managing an event with t\positive outcomes.
2.1.1 Plan Human Resource Management: Inputs
HRM plan is primarily based on a few factors that are required for a fruitful outcome from
individuals working in a team to construct an event. The factors are;
Functional Organization: A various levelled association where every representative has one
clear unrivalled, and staff are gathered by territories of specialization and oversaw by a man with
aptitude here.
Matrix Organization: Any hierarchical structure in which the undertaking chief offers
obligation with the utilitarian directors for relegating needs and for coordinating crafted by
people allotted to the venture.
Projectile Organization: Any authoritative structure in which the undertaking administrator has
full expert to allocate needs, apply assets, and direct crafted by people doled out to the task.
2.1.2 Plan Human Resource Management: Tools and Techniques
WBS (Work breakdown structure): They give a method for showing abnormal state regions of
duty. PMP Exam prep must contain cases of this.
Systems administration: It is a sort of relational and productive collaboration with others inside
an association that affects the viability of different staffing administration alternatives.
Authoritative theory: gives data about how groups and hierarchical units respond and carry on.
Demonstrated standards are connected to abbreviate time expected to make human asset
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arranging yields and to enhance the probability that arranging will be powerful (Bennett &
Dearden 2014).
Project organization chart: might be formal or casual and graphically shows venture
colleagues and their detailing connections, in light of the necessities of the undertaking.
RACI Person
Activity Resource 1 Resource 2 Resource 3 Resource 4 Resource 5
Research of
training
R R,A C C I
Development I I R,A R A
Evaluation C C I I R
Stake holder
communication
A I A R,A C
Table 1: RACI chart
(Source: Researcher)
Staff management plan: The staffing administration design incorporates essential time periods
for venture colleagues and securing exercises.
2.1.3 Plan Human Resource Management: Outputs
Outputs of a proper HRM plan in an organisational structure to carry out a successful event are
necessary to take things forward. The role of the individuals in the organization working for an
event should be recorded as the competency level of the members can be thoroughly evaluated
(Apiyo & Mburu, 2014). Staff management plan also becomes necessary because it looks close
into the staff’s behaviour and other skill sets which can be followed briefly for staff release plan.
Staff release plan strongly banks on the performance of the employees which in turn can help in
staff acquisition. It gives a brief mindset whom to release from a particular project which in turn
helps shuffling the budget and other miscellaneous costs associated to the project.
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2.2 Acquire Project Team
The process of human resource availability has complete activities of certain projects by a
particular team call acquire project team. The core benefit of the process primarily consists of
guiding and outlining the selected team. Few factors which are taken into consideration during
the process of acquiring team are as follows
● The manager of the project all the management team negotiates and influences others
who are in a suitable position to give required HRM for the project.
● Unable to reach the goal of necessary HR can affect quality budget schedule and
consumer satisfaction.
● If human resource is absent from an organization working on a project due to various
factors then the project manager has to step in and look after the team to assign
alternative resources to match the specific criteria to work in a place.
2.2.1 Acquire Project Team: Inputs
The contribution of this procedure is the Human Resource Management Plan, the yield of the
past procedure. Plan Human Resource Management. Alternate data sources originate from the
Enterprise Environmental Factors, the foundation data from the business and the legislative
administrative system inside which the venture happens, and the Organizational Process Assets,
the aggregate experience the association itself has with respect to Human Resources as
approaches, rules, and standard procedures.
2.2.2 Acquire Project Team: Tools and Techniques
To the extent the instruments and methods are viewed as, certain colleagues might be stipulated
by pre-task ahead of time as working on the venture, to the point that they are specified in the
undertaking sanction. This gives extra "arranging power" to the undertaking administrator in the
following method, that of transaction. Particularly if the authoritative structure is a utilitarian
instead of projectile one, where the task director has no immediate specialist over his or her
potential colleagues outside of the venture, the colleagues should be "obtained" from the useful
supervisor, or maybe from other progressing ventures. At times, if the association is working
intently on configuration work, for instance, with a merchant or provider, somebody from that
seller or provider may work briefly at the association keeping in mind the end goal to encourage
nearby coordination of the venture between the two organizations (Amade 2016).
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2.2.3 Acquire Project Team: Outputs
Once the group has been picked, the rundown of those on the venture group are contained in the
task staff task, and the planning of when they are accessible is contained in the asset schedules
for that undertaking. There might be a few changes in accordance with the Human Resource
Management Plan, which is a typical component of task administration, where the arrangement
may need to conform to reality of the undertaking instead of the a different way (Alvarez &
Rubio 2015).
2.3 Develop Project Team
The third out of four human asset related procedures is in the executing procedure gathering, and
it is utilized to build up the gathering of people amassed as the colleagues for your undertaking
and to inspire them to cooperate as a group.
2.3.1 Develop Project Team: Inputs
Human Resource Management Plan: The segment of the human asset administration arrange for
that is utilized as a part of this procedure is the one that recognizes preparing methodologies and
plans for building up the task group
Task staff assignments: this is a yield of the last procedure, it advises who will be on the task,
and what their parts and obligations will be
Asset date-books: it tells when the colleagues will be accessible to do group advancement
exercises.
2.3.2 Develop Project Team: Tools and Techniques
Relational aptitudes: These are the purported "delicate abilities, for example, relational
abilities, enthusiastic insight, compromise, arrangement, impact, group building, and gathering
assistance.
Preparing: Exercises intended to upgrade the abilities of colleagues.
Group building exercises: This is pivotal to the achievement of the task. Normal models for
group building incorporate the Tuckman stepping stool.
Standard procedures: Clear rules for satisfactory conduct by colleagues expressed toward the
start of the undertaking can diminish misconceptions from occurring on the task itself.
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Acknowledgment and prizes Perceiving and remunerating alluring conduct tells colleagues that
they are esteemed by their association and specifically by their venture group
2.3.3 Develop Project Team: Outputs
The group execution appraisals are not the same as individual execution assessments, but rather
assessments of how well the group cooperates.
2.4 Manage Project Team
The fourth out of four human asset related procedures is in the executing procedure gathering,
and it is utilized to create subsequent to getting and building up the group, to deal with the group
as it plays out the undertaking work over the span of the venture
2.4.1 Manage Project Team: Inputs
The sources of info originate from the yields of the principal procedure is the Human Resource
Management Plan, the second procedure is the Project staff assignments, and the third procedure
is Team Performance assignments. The issue log is a task archive which is an essential
contribution for recording what issues exist, and for recording any resolutions to those issues,
and work execution reports help venture directors choose who ought to get acknowledgment and
honours for exceptional work.
2.4.2 Manage Project Team: Tools and Techniques
Perception and discussion may appear glaringly evident as instruments and procedures for
dealing with a venture group, yet recollect that there are two sorts of specialists on an
undertaking: topic specialists, whom you counsel when settling on a choice, and work specialists,
whom you counsel when asking how things are going. The venture colleagues themselves: since
they are taking the necessary steps that are that you have to converse with on the off chance that
you need to know how things are going. Also, doing the watching and bantering in a casual
setting will get you significantly fairer photo of what's happening as opposed to simply
depending on reports and gatherings. Likewise, they will give you the best data with respect to
how to enhance the procedure, since they are the ones doing it without stopping for even a
minute.
2.4.3 Manage Project Team: Outputs
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It could be that contentions may require, in the outrageous, staffing changes, or it may be the
case that changing conditions on the task may require these also. For this situation, any potential
staffing changes ought to be dealt with as change demands, and in that capacity, should be sent
through the Perform Integrated Change Control process, particularly since they may require an
adjustment in the financial plan, the calendar, or both.
3.0 PROJECT COMMUNICATIONS MANAGEMENT
3.1 Plan Communications Management
The first out of three correspondences related procedures is an arranging procedure, and it is
utilized to build up the Communications Management Plan. This piece of the investigation
portrays the information sources, instruments and strategies, and yields that have a place with
this procedure.
3.1.1 Plan Communications Management: Inputs
Information sources incorporate the task administration design; specifically the administration
designs from other learning regions, and above all, the partner enrol (Cerutti, et al. 2016). This
will be refreshed amid the procedure to incorporate which partner gains admittance to which
data. EEFs and OPAs, the organization culture and the organization's past involvement with
comparable ventures, individually, are additionally thought about contributions to the procedure.
3.1.2 Plan Communications Management: Tools and Techniques
The investigation of the prerequisites indicates which partner gains admittance to which data.
That deals with what will be imparted. How that data will be conveyed is controlled by an
investigation of the strategies and innovation accessible to the undertaking chief.
Correspondence models make a hypothetical system inside which these different instruments and
strategies can be made to serve the requirements of the task.
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Table 2: Communication Management Plan
(Source: Researcher)
3.1.3 Plan Communications Management: Outputs
The yield of Plan Communications Management is the Communications Management Plan,
which turns into a rule for the other two correspondences forms. The partner enlist should be
refreshed with the after-effects of the Communication Requirements Analysis, and the
undertaking calendar should be refreshed with the different gatherings that are resolved to be
vital over the span of the venture (Dems, Rousseau & Frayret 017).
3.2 Manage Communications
The first out of three correspondences related procedures is an arranging procedure, and it is
utilized to build up the Communications Management Plan (Emiris 2014). This piece of the
investigation portrays the information sources, instruments and strategies, and yields that have a
place with this procedure.
3.2.1 Manage Communications: Inputs
Information sources incorporate the task administration design; specifically the administration
designs from other learning regions, and above all, the partner enrol. This will be refreshed amid
the procedure to incorporate which partner gains admittance to which data (Fowler, Lindahl &
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Stake holder Communications
Name
Delivery
Method/Format
Producer Due Date/ Frequency
Project Steering
Committee
Weekly Status
Report
Hard copy and short
meeting
B Wednesday ,10 AM
Budget
Developing
Committee
Monthly Status
Report
Hard copy and long
meeting
C Monday, 9AM
Employee
Feedback report
Monthly Status
Report
Softcopy and face-to-
face meeting
A Thursday, 1PM
Employee
Training Report
Weekly Status
report
Softcopy A Thursday ,10 AM

Sköld 2015). EEFs (Enterprise Environmental Factors) and OPAs (Organizational Process
Assets), the organization culture and the organization's past involvement with comparable
ventures, individually, are additionally thought about contributions to the procedure.
3.2.2 Manage Communications: Tools and Techniques
The investigation of the prerequisites indicates which partner gains admittance to which data.
That deals with what will be imparted. How that data will be conveyed is controlled by an
investigation of the strategies and innovation accessible to the undertaking chief (Gulghane &
Khandve 2015). Correspondence models make a hypothetical system inside which these different
instruments and strategies can be made to serve the requirements of the task.
3.2.3 Manage Communications: Outputs
The yield of Plan Communications Management is the Communications Management Plan,
which turns into a rule for the other two correspondences forms (Handfield, Primo & Oliveira
2015). The partner enlist should be refreshed with the after-effects of the Communication
Requirements Analysis, and the undertaking calendar should be refreshed with the different
gatherings that are resolved to be vital over the span of the venture.
3.3 Control Communications
The third out of three interchanges related procedures is a procedure in the Monitoring and
Controlling Process Group, and it is utilized to, as its title proposes, to control the
correspondences over the span of the undertaking to ensure that the venture partners get the data
they require (Hornstein 2015). This post portrays the data sources, apparatuses and methods, and
yields that have a place with this procedure.
3.3.1 Control Communications: Inputs
Data sources incorporate the interchanges administration design, and the partner administration
design, fundamentally to discover which partner needs access to data when only revealing status,
rather than when choices are made, or when master feelings are required. The issue log screens
progressing issues on the undertaking, which might be settled through the course of the
procedure. Work execution information on the task will be created by the procedure into work
execution data, a straightforward meaning of which is information which has been put into an
arrangement that is both effortlessly usable and pertinent to the partners to whom it will be sent
(Hosseini, et al. 2017).
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3.3.2 Control Communications: Tools and Techniques
The product part of the tools utilized on the venture is the Information Management Systems.
These incorporate the undertaking administration programming and email frameworks and
different manners by which data is conveyed (Iqbal, Akbar & Hamidah 2018). Expert judgment
and gatherings might be expected to either settle on whether the organization of correspondence
should be changed, or it might be expected to choose the effect of that correspondence, even to
the point of recommending changes to the undertaking itself.
3.3.3 Control Communications: Outputs
The yields of Plan Communications Management are simply the interchanges, the data on the
task execution. A few components of the Project Management Plan, for example, the venture
baselines, the Communications and Stakeholders Management Plans, may get refreshes, and also
a large number of the undertaking reports and OPAs (Jung, et al. 2017).
4.0 PROJECT PROCUREMENT MANAGEMENT
4.1 Plan Procurement Management
The plan procurement management is generally viewed as the method of documenting the
project or event decision, mentioning approach and choosing potential seller or customers. This
method gives us an idea about whether to acquire outside help, from whom to acquire help, how
much to acquire and if it is necessary to acquire, then what is needed to procure (Khan & Pandey
2015). In this case, in order to organize the event, the project coordinator makes a complete
procurement plan. As per the plan, the event planner has found things as important to develop
this project. At first, it is required for the event planner to choose specific suppliers or sellers
who will supply the articles like stage components, fencing, seating, electric cabling, cleaning
equipment, catering stalls instruments etc. The project management plan includes inputs, outputs
and tools & techniques that are required to organize the event.
4.1.1 Plan Procurement Management: Inputs
The plan procurement management plan takes into account some inputs that are needed to
complete an event. As the project coordinator follows the plan procurement plan, it is needed to
focus on few inputs requirements (Matos, et al. 2014). At first, it is necessary for the event
planner to give a detailed statement to sellers or suppliers with whom they have made a contact
for procuring materials, services and others needed to organize the event. Another input is
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requirement documentation. The project planner requires showing up detailed information and
requirements of project to the seller so that they could get an overview about the importance of
the event (Mukherjee et al. 2015). Along with this, it is necessary for the event coordinator to
follow some other factors like risk register, project schedule, cost estimates, resource
requirements, register of stakeholder etc.
4.1.2 Plan Procurement Management: Tools and Techniques
The plan procurement management is used to follow up some methods like make or buy
analysis, market research, expert judgment, meeting etc. the make or buy analysis is a
comprehensive tool used by the event planner to take a decision on whether the tasks of this
particular event will be successfully completed by the hired staffs or would be needed to procure
some outside sources. Budget constraint is another part that the event planner takes into account
in order to measure both the direct and indirect costs of organizing the event (Oltean-Dumbrava,
Watts & Miahan 2016). Expert judgment is also followed by the event planner to obtain some
information about from where to procure inputs and how to make outputs from the event.
Besides that, it provides a legal judgment to the event planner to get help from a legal staff in
order to settle down issues with procurement, terms and conditions. Market research is also
important for the procurement team of this event to get information about the capacity of the
market in which they wants to organize the event (Nair, Adlakha & Wierman 2014). The
procurement team could gather information through workshops or conference, online journal
reviews and outside sources.
Criteria Weight Supplier 1 Supplier 2 Supplier 3
Past Performance 30% 80 90 65
Cost 25% 70 60 48
Educational
background
25% 75 40 78
Management
Approach
20% 95 85 92
Weighted Scores 80 68.75 70.75
Table 3: Sample Supplier Evaluation Matrix
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(Source: Researcher)
4.1.3 Plan Procurement Management: Outputs
The outputs in procurement management plans refer to the way through which the overall tasks
of the procurement will be done. It basically provides an idea about how the procurement plan
will be completed from preparing documentation of event through the end of contracting (Papke-
Shields & Boyer-Wright 2017). The procurement management is needed to follow some
guidance’s like types of contract, procurement documents, controlling different suppliers, risk
management issues etc. The procurement team needs to follows whether the procurement of
statement is written clearly, concise and complete or not.
The statement of work provides a detailed idea about the event, a description of services like
performance reporting or event operational support etc. As opined by Orban et al. (2015), in
accordance to the procurement statement, it is important to verify that the procurement document
is done successfully as it makes proposals from suppliers or sellers from which the things of the
event will be procured. It is necessary to issue a procurement request to seller to show a proposal
or bid that is very important to conduct an event. Apart from these, the procurement team of this
event follows up sources selection, change request, update of documents etc. Sources selection
helps the procurement team to choose a buying price as the number of articles they need to
procure are available in the market.
4.2 Conduct Procurements
Conduct procurements can be viewed as the way of choosing suppliers, offering a contract and
obtaining responses from suppliers. The procurement team follows this process because it gives
complete information about the expectations of internal and external stakeholders (Rezaei &
Kalantar 2015) In order to conduct the procurement for this event, the procurement team follows
a plan which includes the requirement of inputs, outputs and tools and techniques. These things
are essential to conduct organize any event or project.
4.2.1 Conduct Procurements: Inputs
The procurement team has taken some inputs into account to make sure that the overall
procurement procedure is conducted successfully. The procurement inputs mean the procurement
document, source selection criteria, supplier proposals, statement of work, the project document
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etc. Procurement documents help the procurement team to get some information about an audit
or costs of contract that they have made with suppliers (Schwalbe 2015). The procurement team
also follows source selection criteria as it gives information to them about suppliers they deliver
rates, capacity, performance, costs, expertise and others (Rikhtegar & Gholami 2015). Proposal
of suppliers is also being followed by the procurement team of this event as part of gathering
some basic information needed to evaluate or choose alternative bidders or suppliers. Along with
this, procurement statement has been followed here as it provides a detailed description to
suppliers about the quality, specification, period of performance and others.
4.2.2 Conduct Procurements: Tools and Techniques
The tools and techniques of conduct procurements include proposal evaluation techniques,
bidder conferences, expert judgment, independent estimate, analytical techniques and
advertisement. The procurement team of the event in Sorrento Quay follows each of these tools
and techniques to conduct the procurement. Evaluation techniques are followed by the
procurement team because it shows the responses of suppliers to the already defined event
criteria (Selden & Sowa 2015). Bidder meetings or conferences are one on one communication
between the seller and the buyer before providing any proposal or bid. Expert judgments refer to
the general meeting with review team of the event or experts who will guide them on the
procurement contract or documents (Shretta, et al. 2015). Advertising also helps the procurement
team to get a vivid idea about the potential suppliers in the market from whom they can procure
inputs for the event. Along with advertisement, promotion through various web based tools and
social media also plays an effective role in making the mass know about the event’s
whereabouts. Gone are the days of pamphlets and leaflets, even if they are still prevalent but
nowadays the millennial prefer promotion through websites, dedicated social media coverages
and other web based information. This is the new organisational advertising strategy adopted by
many event managing companies to reach the maximum number of mass to make an event
successful. On a social media, not only the event’s whereabouts are goiven, it also contains the
seating capacity of the place, ticket prices and links to pay the amount for the tickets, geo tagging
of the exact location and the number of people going to attend the event. This type of promotion
also helps in gathering a lot of people to the event which automatically makes the event a
successful venture. Procurement negotiation on the other hand, helps the event team to get clarity
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about the structure, requirements and the quality of the event, so that they can make an
agreement with suppliers.
4.2.3 Conduct Procurements: Outputs
In order to find out the outputs of the event, the procurement team needs to select potential
suppliers who can work on this event based on a competitive range than others and the result or
outcome from the event is superior. Another thing is agreement which includes performance
reporting, payment terms, public support, acceptance and inspection criteria, incentives and
schedule of deliveries and work. In reference to Smith et al. (2016, agreement mainly shows the
event management team’s responsibility to make sure that the agreement they have made with
suppliers follows all the relevant criteria and needs of the event. The procurement team also
follows the procedure of project management updates which emphasis on scope baseline,
schedule baseline, cost baseline etc. Project document up gradation, on the other hand, reflects
the event team responsibility to know stakeholder, supplier or bidder about the requirements,
documentation and planning of the event.
4.3 Control Procurements
Control procurement is the concept used to manage all procurement related relationship with
supplier, bringing changes to contracts of the bidder and reviewing bidder performance (Takey &
de Carvalho 2015). The main objective of this process is that it helps both the procurement team
of this event in Sorrento Quay and the supplier to meet the actual requirements of the event
according to the terms and conditions of legal agreement. Control plans means in which way the
procurement team monitor the overall procurement system.
4.3.1 Control Procurements: Inputs
The input of control procurement plan includes agreement, change request, procurement
documentation, work performance reports and work performance data. Procurement
documentation here suggests a detailed report for organizing the overall procurement procedure
that shows the statement of work and contract awards. Agreement here means the complete
understanding between each party like staff, the event manager, the procurement team and
supplier involved in the event and shows the duty of each of these parties. In reference to Usman,
Soomro & Brohi (2014), without a good relationship with each party, it is possible for the
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procurement team to conduct the event. Work performance data, in this part, will help the
procurement team to get detail about to which extent the quality standard is being satisfied here
and the costs have been incurred for organizing this event. Along with all these, the event’s
procurement team needs to follow work performance reports which include work performance
information and technical documentation (Testa et al. 2016). The supplier’s performance
indicates which deliveries of material have finished and which are delayed.
4.3.2 Control Procurements: Tools and Techniques
The event organizer here follows some tools and techniques like inspection and audits, payment
systems, performance reporting, records management system and claims administration to
conduct the procurement. As per view of Varajão, Colomo-Palacios & Silva (2017), inspection
and audits is needed by both the procurement team and the supplier to monitor or review the
overall progress and deliveries of the event work. Performance reporting refers to the reports and
data required by supplier to evaluate the requirements of agreement. The process performance
reporting helps managers with providing some information about how effectively a supplier can
achieve its contract to organize the event (Usman, Soomro & Brohi 2014). Payment system on
the other hand means the payment made to the supplier by the procurement team and all
payments are documented in strict terms and condition or deadline.
4.3.3 Control Procurements: Outputs
For conducting procurements and measuring the outcome of this event, the procurement team
needs to follow some plan like change requests, work performance information, organizational
process, project document up gradation and organizational process updates. Work performance
will help the procurement team of this event in Sorrento Quay to get a identification for
particular problems occurred in new procurements (Vishnevskiy, Karasev & Meissner 2015). It
gives an overview to the event team to get some knowledge about deliveries and expectation of
potential bidders in organizing the project. The event procurement team also takes into account
organizational process updates which gives idea about payment request, seller performance and
evaluation and need of correspondence. These all thing would guide the procurement team to get
some idea about how the planning is going and the contribution of the supplier on this event.
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4.4 Close Procurements
The close procurement is viewed as the method of completing procurement within a desired
time. The main advantage of this procurement is that it will help to relate agreement or document
agreement of the event for future period (Vitasovic, et al. 2017). The procurement team of this
event follows some inputs, outputs and tools and techniques to conduct the procurement.
4.4.1 Close Procurements: Inputs
The inputs that the procurement of the event in Sorrento Quay has to follow in case of close
procurements are procurement documents and project management plan (Wanyonyi & Muturi
2015). In order to close the contract with supplier, the event team of Sorrento quay must make
documentation for procurement including schedule, quality, inspection, payment record etc. of
the proposed event.
4.4.2 Close Procurements: Tools and Techniques
Among the procurements tools and techniques, the procurement team of this event needs to
follow procurement negotiation, record management system and procurement audit. The
procurement audit will give clear information to the procurement team about the success or
failures in preparing the cost and budget calculation of the overall event and contract Zavyalova,
Kuchero & Tsybova 2017). Record management system will help the procurement team of this
event to manage all procurement related documents and records.
4.4.3 Close Procurements: Outputs
The outputs of close procurements include procurement file, deliver acceptance and learned
documentation process. These all things will provide a complete idea to the procurement team
and event manager about the role of contract, changes required in future and acceptance of
deliveries from the supplier (Yun et al. 2016).
5.0 Conclusion
After considering all these, it can be concluded that the planning for organizing any event is a
prolonged process. In order to organize a plan successfully, it is necessary for the event
coordinator or manager to follow up three plans as mentioned above. In this case, the event
organizers has collected some materials like staffs, acts, seating, ticket booth, electric cabling to
make sure that 80 visitors can come and enjoy the event and there will be no problem at all for
19

safety and risk measure. When the planning or projection for organizing an event is perfect, then
it will not be difficult for the event coordinator to manage other things like making contract,
costs and benefit and others. Human resource management is the key resource to organizing any
event as the support of staffs are mandatory to organize an event and the teamwork or group
work is necessary to complete a project successfully. Along with human resource,
communication is also an effective tool that will give the event team to build a good relationship
with every member of the event and the effective communication is a key to organize an event
successfully. Procurements management plan is also necessary to review and monitor the
performance of all the suppliers or contractors with whom the successful contract of this event is
signed. Above all these, it is crucial for all the team member of this event and the coordinator to
do some research about the market (Sorrento Quay) in which they are going to organize the
event. Unless the research is done, the event organizer could not successfully complete the event.
20

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