Music Festival Project in the UK: Event and Entertainment Planning

This report aims to demonstrate the operational and economic viability in a music festival that is going to be organized in the United Kingdom (UK). It includes the scope, objectives, target audience, appropriate project management tools, project team management and structure, project budget, and possible risk factors that can impair the successful completion of this music festival project.

Event and Entertainment Planning and
Project
(Project: Music Festival in the UK)

Table of Contents
1. Introduction.........................................................................................................................1
2. Background and scope of event..........................................................................................1
3. Event objectives..................................................................................................................2
4. Entertainment activities......................................................................................................2
5. Target audience...................................................................................................................3
6. Project management tools...................................................................................................4
7. Project team management and structure.............................................................................8
8. Budget for project...............................................................................................................9
9. Awareness of potential risk factors...................................................................................10
10. Evaluation of your project.............................................................................................10
11. Conclusion.....................................................................................................................11
references.................................................................................................................................12
Table of Figures
Figure 1: Gant chart for the music festival UK..........................................................................7
Figure 2: Critical Path Analysis using Network Diagram.........................................................8
Figure 1: Project team structure.................................................................................................9
List of Tables
Table 1: Schedule or plan for the music Festival event in UK..................................................4
Table 2: Project team and their responsibilities.........................................................................8
Table 3: Budget of the Music Festival of UK............................................................................9
Table 4: Evaluation table.........................................................................................................10

1. Introduction
The importance of event and project management has received widespread
appreciation from literary scholars. According to Kerzner and Kerzner (2017) delivering
appropriate services and meeting strategic goals are significant responsibilities of a project
manager. Besides these, implementing feasibility in operational and financial activities are
significant outcomes of a proper project management plan. Hence, this report aims to
demonstrate the operational and economic viability in a music festival that is going to be
organized in the United Kingdom (UK). To achieve this aim, the learner has included
multiple project management activities that can be feasible for completing this project
successfully. These include the scope, objectives, target audience, appropriate project
management tools. Additionally, project team management and structure is also developed
followed by project budget and possible risk factors that can impair the successful completion
of this music festival project. On another hand, feasibility in operational and financial
activities have been evaluated in this project properly.
Therefore, this event will be held in London in this coming summer and it is expected
that approximately 150 guests will be attending this music festival. Additionally, the project
manager has decided to donate 56% of the profit to a charitable trust in the London. Hence,
the purpose of this project is to make profit from the music festival.
2. Background and scope of event
This music festival will be organized in London, with a span of five days. This music
festival is also looking for including some big names like Radiohead, Ed Sheeran and Major
Lazer to cater to the entertainment needs of audiences. The primary rationale behind selecting
London as the location of this event is to attract music lovers in high numbers. Besides these,
the music festival will be looking to enthrall the audience by providing the diverse experience
of different cultures in the UK. Hence, the presence of one million people is expected in this
coming music festival in London (Brewster and Hegewisch, 2017). Therefore, it is essential
for the project manager to craft an effective plan that can help to organize this music festival
successfully.
London has been selected for its significant interest for the music. Therefore, this
event will promote the pop music culture in the UK.
This project is expected to be completed within four months after initiating the
project. Hence, the project manager must complete this project within such a hard deadline.

On another hand, various resources will be required in completing this project. These include
technological resource and staffing resources significantly. These include:
 Ticket provider and on-site logistics team
 Scanning equipment for handling large amounts of attendees
 Local and private Wi-Fi network for the ticket system
 Power source
 Gate manager
 An effective entry strategy for the rush of check-ins
 Safe keeper for maintaining RFID bracelets and VIP lanyards
 Team members for checking and securing the music event
Hence, this project is expected to be finished within (amount). Furthermore, the music
festival project will try to consider the following deliverables:
 Mapping the flow of attendee
 Complying with local and national regulation
 Development of a backup plan for an emergency
 A successful organization of the music festival
 Attracting a high amount of attendees (Loucks and Van Beek, 2017).
 Developing a cost-effective plan for reducing expenses
3. Event objectives
To complete this project successfully, the following objectives need to be considered
adequately:
 To finish this project within four months.
 To restrict the budget cost within £60,000.
 To organize the music festival successfully and also developing a backup plan for
successful completion of the project.
 Raising money for a charitable trust
 Produce a gross income of more than £85000 from this music event

4. Entertainment activities
Task Name Duration Start Finish
Developing 'Do lab' 15 days Fri 01-03-19 Thu 21-03-
19
Arranging food stands 20 days Fri 22-03-19 Thu 18-04-
19
Developing a Yuma tent 15 days Fri 19-04-19 Thu 09-05-
19
Liquor house 15 days Fri 10-05-19 Thu 30-05-
19
Art exhibits 15 days Fri 31-05-19 Thu 20-06-
19
Sponsored tents 20 days Fri 21-06-19 Thu 18-07-
19
Arraigning fireworks on
the final day 10 days Fri 19-07-19 Thu 01-08-
19
Offering entertainment and leisure activities are major reasons that ensure festivals to
generate high revenue and enhance economic efficiency significantly. Additionally, Besciu
(2013) identified entertainment as the main motivation behind the successful completion of
an event. Hence, imposing interest to live in a particular community by including a proper
climate, dynamism, and accommodation are major aims of an event (Nicholas and Steyn,
2017). Hence, it is essential for the project manager to conduct the following entertainment
activities for meeting the project objectives:
 Developing the ‘Do lab’: Like other successful music festivals, a ‘Do lab' will also be
developed for the audience to remain enthralled by the atmosphere, which will be
created successfully. Additionally, including DJ and large water hoses will make this
event entertaining.
 Arraigning food stands: To fulfil the hunger of audiences, five food stands will be
arranged by the project manager (Cui and Mallucci, 2016). Besides this, fish tacos

and corn dogs will also be included in the food items, as those are most preferred fast
foods in London. Besides, some heavy meal courses will also be introduced in this
music festival, so that attendees can enjoy the music and foods ecstatically.
 Developing a Yuma tent: This indoor place can be developed within 50 meters of the
main performing stage. This Yuma tent will help attendees to enjoy the music from a
hidden place, with plenty of space so that everybody can enjoy personal times.
 Liquor house: This liquor house will help attendees to sit back and enjoy beers with
music performance. The major rationale behind developing the liquor house is to
allow audiences to feel it like a lounge (Mishra et al., 2017).
 Art exhibits: Besides providing audiences with multiple benefits, this music festival
will exhibit visual arts. It can be forecasted that introducing the visual arts might add
value to the current event.
 Sponsored tents: Some sponsored tents will be developed for ladies, as this will
provide an additional layer of security to the female attendees of this music festival.
Also, phone charging facility and makeover facility will also be developed (Resnick
and et al., 2016).
 Arranging fireworks on the final day: The music festival will be closed with a
beautiful fireworks show so that audiences can experience a unique music festival.
Besides this, the fireworks might consume cost but it will generate high revenue
adequately.
5. Target audience
From the entertainment activities, scope and objectives of this project, it can be said
that targeting the age group of 18-35 will be feasible for this project. Recent news has
identified that almost half of the podcast listeners in the UK fall under the age group of 35.
Besides this, it is also identified that music listeners in the UK have been increased
effectively in the last five years. As per the recent statistics, it is observed that in 2013, the
number of music listeners of this country was 3.2 million, whereas approximately 5.9 million
of music listeners have been observed in the year 2018 (BBC News, 2018). Furthermore, it
can be interpreted that the age group of 15-24 has received maximum growth in this country.
Hence, it can be said that targeting the age group of 18-35 years might help the project
manager to implement financial feasibility adequately. Besides these, the popularity of music
has also been increased in recent years as a report has identified a significant growth of music
download in the UK in March of 2017. Nevertheless, the popularity of music listeners has

been decreased from September 2018. However, it is observed that some radio channels have
struggled to provide the best services to the youth, which caused the financial loss of such
radio stations significantly.
Hence, meeting the demand of audiences will help the project to demonstrate
financial feasibility significantly. On another hand, it will also attract a high number of
viewers.
6. Project management tools
There are the number of project management tools and techniques that will help an
event manager in managing this music festival in a very effective way; some important tools
are describing as follows:
Project schedule: Event Scheduling is a very complex task because it focuses on the
activities, duration, predecessors, resources and start and finish dates, etc. so, for organizing
this event, manage will develop a project plan that will help completing the project at time
and attaining all the objectives (Riel and Flatscher, 2017). Project schedule for the musical
festival, UK is as follows:
Table 1: Schedule or plan for the music Festival event in the UK
WB
S Task Name Durati
on Start Finis
h
Predecess
ors Resource Names Cost
1
Music
Festival
Plan, UK
81
days
Fri
3/1/1
9
Fri
6/21/
19
£55,840.
00
1.1 Initial 10
days
Fri
3/1/1
9
Thu
3/14/
19
£1,200.0
0
1.1.
1
Research
on
background
and scope of
the music
festival in the
UK
5 days
Fri
3/1/1
9
Thu
3/7/1
9
Programme
coordinator £400.00
1.1.
2
Determining
aim and
objectives
5 days
Fri
3/8/1
9
Thu
3/14/
19
3 Event Manager £800.00
1.2 planning 14
days
Fri
3/15/
19
Wed
4/3/1
9
£5,120.0
0
1.2.
1
Event
scheduling 7 days
Fri
3/15/
19
Mon
3/25/
19
3,4
Event Manager,
Programme
coordinator
£1,680.0
0
1.2. Venue 7 days Tue Wed 6 Venue £560.00

2 planning 3/26/
19
4/3/1
9 Coordinator
1.2.
3
Human
resource
management
plan
3 days
Tue
3/26/
19
Thu
3/28/
19
6 Event Manager £480.00
1.2.
4 Communicati
on plan
2 days
Tue
3/26/
19
Wed
3/27/
19
6 Event Manager £320.00
1.2.
5
Financial
planning 7 days
Tue
3/26/
19
Wed
4/3/1
9
6 Finance manager £560.00
1.2.
6 Marketing
planning
7 days
Tue
3/26/
19
Wed
4/3/1
9
6 Marketing
manager £560.00
1.2.
7
Risk
management
plan
4 days
Tue
3/26/
19
Fri
3/29/
19
6
Programme
coordinator,
Volunteers
£480.00
1.2.
8
Quality
control
planning
2 days
Tue
3/26/
19
Wed
3/27/
19
6
Event Manager,
Programme
coordinator
£480.00
1.3 Organizing 16
days
Thu
4/4/1
9
Thu
4/25/
19
£22,000.
00
1.3.
1
An
arrangement
of the
resources and
sound
equipment
10
days
Thu
4/4/1
9
Wed
4/17/
19
6,7 Equipment
planner £800.00
1.3.
2
Booking
of the venue 2 days
Thu
4/4/1
9
Fri
4/5/1
9
6,7 Venue
Coordinator £160.00
1.3.
3
Catering
and food
arrangement
for the
Audience
6 days
Thu
4/18/
19
Thu
4/25/
19
7,15,16
Equipment
planner, Food
cost[1],Merchandi
sing coordinator
£20,960.
00
1.3.
4
Transportatio
n
management
1 day
Mon
4/8/1
9
Mon
4/8/1
9
7,16 Merchandising
coordinator £80.00
1.4 Implementat
ion and
execution
34
days
Thu
4/4/1
9
Tue
5/21/
19
£23,680.
00
1.4.
1
Developing a
stage for
music
12
days
Fri
4/26/
19
Mon
5/13/
19
15,17,18
Equipment
planner, Other
cost[1],Sound
equipment cost[1]
£20,960.
00

performance
1.4.
2
Seating
arrangements
for the
Audience
6 days
Tue
5/14/
19
Tue
5/21/
19
11,20
Merchandising
coordinator,
Volunteers
£720.00
1.4.
3
Execution
of the project
schedule
activities
9 days
Thu
4/4/1
9
Tue
4/16/
19
8,9,10,11 Event Manager,
Volunteers
£1,800.0
0
1.4.
4
management
of the event
activities
during the
festival
5 days
Wed
4/17/
19
Tue
4/23/
19
22 Volunteers £200.00
1.5 Monitoring
and control
20
days
Wed
5/22/
19
Tue
6/18/
19
£3,600.0
0
1.5.
1 Monitoring
all activities
5 days
Wed
5/22/
19
Tue
5/28/
19
12,13,21,
23
Event Manager,
Programme
coordinator
£1,200.0
0
1.5.
2
Managing
risks 5 days
Wed
5/29/
19
Tue
6/4/1
9
25 Programme
coordinator £400.00
1.5.
3
Change
management
and
emergency
management
5 days
Wed
6/5/1
9
Tue
6/11/
19
26 Event Manager £800.00
1.5.
4
Evaluating
the
performance
of the event
5 days
Wed
6/12/
19
Tue
6/18/
19
27
Event Manager,
Programme
coordinator
£1,200.0
0
1.6 Project
closing 3 days
Wed
6/19/
19
Fri
6/21/
19
£240.00
1.6.
1
Documentati
on and final
reporting of
the event
2 days
Wed
6/19/
19
Thu
6/20/
19
28 Volunteers £80.00
1.6.
2
project
closing 1 day
Fri
6/21/
19
Fri
6/21/
19
30 Event Manager £160.00
Gantt chart: It is the most essential tool for determining the progress of each activity of the
project schedule and monitoring the whole event in an efficient manner. Gantt chart helps in
reducing the chance of delay in the musical festival event because it is a useful tool for

improving the communication between the event management team and avoid the resource
overload and manage the time in effective way (Lientz and Rea, 2016). As per the above
project schedule, Gantt chart of the music event is as follows:
Figure 1: Gant chart for the music festival the UK
Critical path method (CPM): Estimating the project duration for completing the project can
be done by CPM. Using this tool event manager will determine the required time to complete
this musical festival project I effective manner. CPM will help in identifying the minimum
duration and the longest path to achieve this event. As per the critical path analysis, this
musical festival UK will require 81 days to complete in a successful manner (Majid, Zakaria
and Keyvanfar, 2012).

Figure 2: Critical Path Analysis using the Network Diagram
7. Project team management and structure
A great team is required for execution of the event plan. But, managing a team,
making a proper coordination among team members, optimum allocation of work and
resources is one of the primary tasks for the event manager of this music festival (Martinelli
and Milosevic, 2016). Major team members and their roles and responsibilities towards the
project are as follows:
Table 2: Project team and their responsibilities
Team members Roles and Responsibilities
Event Manager Coordination and communication among team members, allocation of
tasks and responsibility among team members, Developing a plan for the
whole music festival, regular monitoring, etc.
Programme coordinator Deciding the entrainment activities, Recording of entries and results,
coordination between activities
Venue Coordinator Booking of the venue for the music festival, the arrangement of the setup
team, risk management, environmental control, etc. (Huemann, Keegan
and Müller, 2016).
Equipment planner Making an arrangement of the sound equipment, maintenance of each
equipment, transport, etc.
Marketing Manager Social media marketing of the event, advertisement, publicity of the music
festival among the young generation of the UK, promotional events of the
event, etc.
Finance Manager Estimation of the total requirements of the fund, arrangement of the funds
for the festival, sponsor liaison, management of the finance, budget

management, etc.
Merchandising coordinator Making an arrangement of the sales team, outlining activities for the
volunteers, etc.
Volunteers These resources will play the significant role and responsibilities during
the event in managing it in an effective manner (Ignaciuk and
Bartoszewicz, 2012).
Figure 3: Project team structure
8. Budget for the project
Managing the funds is one the primary task for completing a successful event (Iwanaga,
El Sawah and Jakeman, 2013). For this musical event, estimated budget is £60,000. But, from
the above-discussed project schedule all activities will be completed in £55,840. The budget
for this musical event is as follows:
Table 3: Budget of the Music Festival of the UK
S. No. Task Name Cost
1 Initial £1,200.00
2 planning £5,120.00
3 Organizing £22,000.00
4 Implementation and execution £23,680.00
5 Monitoring and control £3,600.00
6 Project closing £240.00
7 The total budget for Music Festival Plan, UK £55,840.00
As per the above table, it can be analyzed that project will be completed in less amount of
the estimated budget and it will help in the success of the project. Hence, it can be said that
the initial stage of this project will require much amount of money, which is necessary for
advancing the project significantly.
9. Awareness of potential risk factors
Each project event is associated with the different types of risks which can influence
the performance in a negative manner (Faria, Araújo and Tereso, 2016). So, the event
manager of this musical festival needs to focus on various risk factors for developing
Event Manager
Programme
coordinator
Venue
Coordinator
Equipment
planner
Marketing
manager
Finance
manager
Merchandising
coordinator Volunteers

appropriate strategies to mitigate the risk. Major risk factors for the music event are analyzed
as follows:
 Lack of funds: It is one of the significant factors which can develop the financial risk
for the musical event. Last minute delay in funds, sponsor deny to arrange the funds,
etc. These issues can affect the arrangement of the whole event in a negative manner
which leads to the failure of the event (Liu, Li and Wang, 2013). But, the event
manager needs to make proper arrangements and planning of the funds for managing
this risk in a positive manner. Development of the budget and allocation of the cost to
every activity will help in controlling the finance in an effective way.
 Communication problems: Poor coordination among team members and lack of
communication are the major factors of the communication risks. It may affect the
progress of the musical event. So, event manager needs to arrange meetings regularly
and tracking the development of each activity on time and informing each team
members about the scope and progress of the event will help in managing this risk
(Alotaibi and Mafimisebi, 2016).
 Health and safety of audience: During the event health and safety of the Audience is
the primary concern. But, such types of risks can occur due to unhygienic food and
other crucial and harmful activities at the venue. So, Event manager needs to make
sure to check the food before serving to the audience.
 Environmental issues: weather condition is the major risk factor which can ruin the
festival. So, event manager needs to make all necessary arrangements as per the
weather estimation for managing any environmental conditions such as heavy rains,
etc. (Heagney, 2016).
Dose-Response Assessment
It is observed that communication problems might create significant impact on the successful
completion of the project. In addition, health and safety of audience can also be considered as
another significant risk that might impair the success of this project. Furthermore, it is
important for the project manager to eliminate the potential consequences of the lack of
funds. Hence, lack of funds might disengage the project manager to demonstrate effective
project activities. Despite such significant issues, the environmental issues should also be
considered properly. It is observed that fireworks will be displayed at the final day of the
music festival. Therefore, it might affect the regulatory guidelines significantly.

Risk characterisation
Hence, the extra risks of this project might impose significant effect on the health and
wellbeing of audiences. Additionally, the financial risks might also restrain the project
manager to complete this project within given deadline.
Exposure Assessment
This exposure assessment is necessary to identify possible solutions that can help the project
manager to complete the project significantly. It can be said that financial risks of this project
might affect the project manager and his team members, while the environmental risks might
influence the well-being of audiences.
10. Evaluation of your project
Comparison between planning and actual performance of the musical event will assist
in evaluating the success and failure of the project. So, assessment if the project is as follows:
Table 4: Evaluation table
Estimated Actual Variance
Time 4 months 3 months and 21 days Positive
cost £60000 £55,840 Positive
As per the above table, the positive variance between estimated and real time and the cost is
showing a successful execution of the music festival project in the UK. Along with this, risk
management strategies and the entire plan is confirming that event manage will finish this
project as per the decided objectives and will attain all the deliverables (Konstantinou and
Müller, 2016).
11. Conclusion
Managing an event is not an easy task for a manager, and the whole report has described
the planning and execution of a music festival event in the UK. Analysis of the report has
concluded that for completing an event, the manager needs to focus on the background, aim,
and objectives of the event. The primary aim of this event was the successful completion of
the music festival for the young generation of the UK. For completing this event in a
successful manner, project manager has focused on different project management tools such
as CPM, Gantt chart, and project schedule. All these tools have helped in executing the event
in a successful manner.

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