Organizing an event for London School of Business and Management

This project management report outlines the planning, organization, and execution of a one-day charity fundraising event for the London School of Business and Management. The report covers project objectives, scope, assumptions, constraints, project organization, estimated cost, project risks, and concerns.

Running head: PROJECT MANAGEMENT
Organizing an event for London School of Business and Management
Name of the Student
Name of the University
Author’s Note

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PROJECT MANAGEMENT
Table of Contents
Section 1: Project Overview............................................................................................................2
1.1 Project description.............................................................................................................2
1.2 Project scope.....................................................................................................................3
1.3 Assumptions......................................................................................................................3
1.4 Constraints........................................................................................................................3
1.5 Project organization..........................................................................................................4
1.6 Estimated cost/budget of the project.................................................................................4
1.7 Project risks and concerns.................................................................................................5
1.8 Project work-breakdown structure....................................................................................5
Section 2: Project organization........................................................................................................6
2.1 Project team and organization...............................................................................................6
2.2 Roles and responsibilities......................................................................................................6
2.3 External stakeholders.............................................................................................................8
2.4 Responsibility Assignment matrix.........................................................................................8
Section 3: Project activities and schedule......................................................................................12
3.1 Project activity/Time/Dependency......................................................................................12
3.2 Project schedule of deliverables..........................................................................................16
3.3 Project Gantt chart...............................................................................................................17
3.4 Project network diagram......................................................................................................18
Section 4: Project cost management..............................................................................................18
4.1 Resource analysis.................................................................................................................18
4.2 Costing analysis...................................................................................................................19
4.3 Project cost baseline............................................................................................................21
Section 5: Communication management plan...............................................................................22
5.1 Communication management approaches...........................................................................22
Section 6: Risk management.........................................................................................................23
6.1 Risk identification................................................................................................................23
6.1.1 Risk analysis.....................................................................................................................23
6.1.2 Project risk matrix.............................................................................................................24
Bibliography..................................................................................................................................26

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Section 1: Project Overview
1.1 Project description
Project background/purpose/aim
The paper mainly reflects on an event that was mainly organized by the London School
of Business and management in order to celebrate the end of the academic year with a `one-day
charity fundraising event. It is found that the event will take place in May 2019. The main aim of
the project is to raise at least £2,019 from the fundraising event. The entire event is a party with
professional DJ and photographer.
Project Objectives
The objectives of the project are listed below:
 To organize an event for celebrating the academic year in the London School of
Business and management
 To organize an event with one day of charity fundraising event
 To raise at least £2,019 from the fundraising event
Project Rationale
The organization “London School of Business and Management” involves in celebrating
the academic year with one day of fund raising event within the organization. It is found that the
event that was organized by the organization will be held in May 2019 with the main of raising
£2,019 amount of money. As a project manager, it is quite necessary to complete the entire work
of the project within the expected time as well as budget by accomplishing the goals and
objectives of the project.

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1.2 Project scope
Scope of the project includes:
 Organizing an event for celebrating the London school of Business and management
 To undertake marketing as well as selling of different types of tickets
 Selection of proper venue for organizing the event
 Managing food and drink facility
 Arranging the facilities of entertainment
1.3 Assumptions
The assumptions that are generally made within the entire project are generally
elaborated below:
 It is assumed that the project that was undertaken will generally raise at least £2,019
from the fundraising event.
 The project manager makes an assumption and according to which the event will take
place on May 2019.
 The resources that are assigned within the project will be enough for completing the
entire project successfully within the expected time and budget.
1.4 Constraints
The constraints or limiting factors which generally helps in restricting the options of the team
regarding the planning, budgeting, scheduling as well as management of the project are generally
listed below:
Budget: If the project is unable to raise at least £2,019 from the fundraising event then it is
quite difficult for the project team to achieve the aims and objectives of the project.

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Schedule: If the event will not be undertaken in May 2019 then the completion date of the
project will get extended which further helps in rising the financial budget of the project.
Scope: If scope creep occurs within the project then it can cause number of issues and
challenges in completing the entire project within the expected budget and time.
1.5 Project organization
The key members of the project team who are generally involved within the project from
the initiating phase to the project closure phase are generally listed below:
 Project planner
 Project manager
 Event planner
 Organizer
 Electrical engineer
 Catering team
 Team members
 Decorators
1.6 Estimated cost/budget of the project
The estimated cost/budget of the project including the anticipated ongoing cost is generally
provided in the table below:
Items Cost
Human resource cost £1724
Material cost (Posters x400) £ 300
Cost of the venue £200

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Additional cost (Vegetable sushi plater 33
pcs x10.5 platers+ Canapé selection large box
60 pcs)
£200
Total cost £2424
1.7 Project risks and concerns
The possible risks as well as concerns that are mainly related with the completion of the
project are generally listed below:
 Schedule slippage
 Lack of budget
 Improper management
 Improper arrangement of food
1.8 Project work-breakdown structure
The work breakdown structure for the project is generally provided below:
Grand Finale 2019
Initiation phase
Development of
business case
Undertaking
feasiability analysis
Estabilishing project
charter
Appointing team
members
Milestone 1:
Completion of
initiation phase
Planning phase
Development of
project plan
Development of
resource plan
Development of
financial plan
Development of
quality plan
Development of risk
management plan
Milestone 2:
Completion of
plaanning phase
Execution phase
Marketing and selling
ticket
Posters
Leaflets
Social media
Ticket selling
Venue
Finding venue
Hiring venue
Decorating venue
Volunteers waiters
Food and drinks Buy party food
Halal
Vegetarian
Buy alcohol
Buy soft drinks
Entertainment
Hiring DJ
Hiring photographer
Finding host
presenter
Fund raising event
Milestone 3:
Completion of
execution phase
Closure phase
Post project review
Stakeholder sign off
Milestone 4:
Completion of
closure phase
Figure 1: Work breakdown Structure

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(Source: Created by Author)
Section 2: Project organization
2.1 Project team and organization
The external and internal stakeholders who are mainly associated with the project are
generally reflected with the help of the figure that is given below:
Figure 2: Project organization
(Source: Created by Author)
2.2 Roles and responsibilities
The roles and responsibilities of the project team members are generally elaborated in the
table below:
Roles Responsibilities
Project manager The project manager is the person who takes
the entire responsibility of successfully
initiating, planning, monitoring as well as

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PROJECT MANAGEMENT
designing of the project.
Project planner Project planner are the individuals who
maintains project schedules and keep the
entire project resources on track for providing
update on project.
Financial manager The financial managers are the individuals
who generally engages in financial reporting,
direct investment related activities as well as
development of proper strategies for
managing budget.
Hr. manager The human resource managers are the people
who generally helps in maintaining as well as
enhancing the human resources in planning,
implementing as well as properly evaluating
the relations of the employees.
Designer The designer are mainly responsible of
developing proper design for the entire event.
Marketing and sales manager The marketing and sales manager are the
persons that engages in managing the
marketing as well as selling of tickets for the
entire event.
Event planner Event planner are the person who engages in
planning the entire fundraising event.

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Organizer The organizer generally arranges the event
for raising funds.
Electrical engineer Electrical engineer are the individuals who
takes the entire responsibility of managing the
entertainment.
Catering team The catering team arranges food and alcohol
facility for the entire event.
Decorators The decorators are the person who takes the
responsibility of decorating the venue for the
event.
2.3 External stakeholders
The external stakeholders and the level of interest that is associated with the project is
generally reflected in the table below:
External stakeholders Interest
Suppliers Medium
Event organizer High
Event planner High
Project sponsors High
2.4 Responsibility Assignment matrix
The responsibility assignment also known as responsibility accountability matrix is one
of the key component that helps in completing the entire project successfully. In RACI matrix,
R=Responsibility,

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A=Accountability,
C =Consulted and
I = Informed.
Team
members
Project
manage
r
Project
planner
s
Financi
al
manage
r
Hr.
manage
r
Designe
r
Event
planne
r
Caterin
g team
Decorator
s
Developm
ent of
business
case
I R, A C
Undertaki
ng
feasibility
analysis
I C R, A
Establishi
ng project
charter
I R, A C
Appointin
g team
members
I C R,A
Developm
ent of
I R, A C

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project plan
Developm
ent of
resource
plan
I C R,A
Developm
ent of
financial
plan
I C R, A
Developm
ent of
quality plan
I C R,A
Developm
ent of risk
managemen
t plan
I R, A C
Ticket
selling
I C R, A
Finding
venue
I C R,A
Decorati
ng venue
I C R,A
Food
and drinks
I C R,A
Buy I C R,A

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alcohol
Buy soft
drinks
I C R,A
Hiring
DJ
C I R,A
Hiring
photograph
er
I C R,A
Finding
host
presenter
I C R,A
Fund
raising
event
C R,A I
Post
project
review
I R, A C I
Stakehold
er sign off
I R, A C I
Section 3: Project activities and schedule
3.1 Project activity/Time/Dependency
The schedule table which is given below mainly showcases the activities, predecessor as
well as on the duration of the project.

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Activity description Activity Predecessors Duration

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Grand Finale 2019 33 days
This is initial step of
the project.
Initiation phase 6 days
The business case for
the project is developed
Development of
business case
2 days
Proper feasibility
analysis is generally
needed.
Undertaking
feasibility analysis
2 1 day
Proper project charter
is generally developed
Establishing project
charter
3 2 days
Team members are
generally appointed
within the project.
Appointing team
members
4 1 day
This helps in
indicating that initiation
phase of the project
gets completed.
Milestone 1:
Completion of
initiation phase
5 0 days
Planning phase 6 days
Proper plan for the
entire project is
developed
Development of
project plan
5 1 day
Resource plan for the Development of 8 1 day

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project is developed, resource plan
In this activity,
financial plan is
created.
Development of
financial plan
9 2 days
In this activity, quality
plan for the project is
created.
Development of
quality plan
10 1 day
In this activity, proper
risk management plan
is developed.
Development of
risk management plan
11 1 day
This helps in indicating
that planning phase of
the project gets
completed.
Milestone 2:
Completion of planning
phase
12 0 days
Execution phase 19 days
Marketing and
selling ticket
1 day
Posters are created in
this activity
Posters 12 1 day
Leaflets are created in
this activity
Leaflets 12 1 day
Social media is used by Social media 17 1 day

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the project.
Tickets are sold for
arranging the event of
fundraising
Ticket selling 18 1 day
Venue 5 days
Venue for the event is
selected.
Finding venue 19 2 days
The venue is shortlisted
for the event.
Hiring venue 21 1 day
Decoration of the event
is done.
Decorating venue 22 2 days
Volunteers waiters 6 days
Proper arrangement of
drinks and foods are
done.
Food and drinks 23 2 days
Buy party food 2 days
Arrangement for halal
foods
Halal 25 1 day
Arrangement for veg
food items
Vegetarian 27 1 day
Taking the initiative of Buy alcohol 28 1 day

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buying alcohol
Taking the initiative of
buying soft drinks
Buy soft drinks 29 1 day
Entertainment 5 days
DJ for the purpose of
entertainment is hired
Hiring DJ 30 2 days
Photographer for the
event is hired.
Hiring
photographer
32 1 day
Hiring the host present
for the grand finale
Finding host
presenter
33 1 day
Organizing one day
fund raising event
Fund raising
event
34 1 day
This helps in indicating
that planning phase of
the project gets
completed.
Milestone 3:
Completion of
execution phase
34 0 days
Closure phase 3 days
The post projects are
generally reviewed.
Post project review 34 2 days
Sign off from the
stakeholders are
achieved.
Stakeholder sign off 38 1 day

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PROJECT MANAGEMENT
This helps in indicating
that closure phase of
the project gets
completed.
Milestone 4:
Completion of closure
phase
39 0 days
3.2 Project schedule of deliverables
The project milestone with the completion date of the project is generally reflected in the
table below:
Milestone Completion date
Milestone 1: Completion of initiation phase Fri 29-03-19
Milestone 2: Completion of planning phase Mon 08-04-19
Milestone 3: Completion of execution phase Thu 02-05-19
Milestone 4: Completion of closure phase Tue 07-05-19
3.3 Project Gantt chart

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PROJECT MANAGEMENT
Figure 3: Gantt chart
(Source: Created by Author)
3.4 Project network diagram
Figure 4: Network diagram
(Source: Created by Author)
Section 4: Project cost management
4.1 Resource analysis
The resources that are required for arranging the event of Grand finale 2019 is generally
reflected below:

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Human resources: The human resources who are mainly associated with the event are
generally reflected below:
 Project manager
 Project planner
 Financial manager
 Hr. manager
 Designer
 Marketing and sales manager
 Event planner
 Organizer
 Electrical engineer
 Catering team
 Decorators
Equipment: The equipment’s that are needed for the development of the event are generally
reflected below:
 DJ equipment’s
 Lighting equipment’s
 Cooking related equipment’s and
 Other additional equipment’s
4.2 Costing analysis
The various project requirements that generally have implications on the budget and their
specific cost is generally reflected in the table below:

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WBS Activities Cost

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0 Grand Finale 2019 £ 2,424.00
1 Initiation phase £ 248.00
1.1 Development of business case £ 96.00
1.2 Undertaking feasibility analysis £ 40.00
1.3 Establishing project charter £ 64.00
1.4 Appointing team members £ 48.00
1.5 Milestone 1: Completion of initiation phase £ 0.00
2 Planning phase £ 256.00
2.1 Development of project plan £ 48.00
2.2 Development of resource plan £ 48.00
2.3 Development of financial plan £ 80.00
2.4 Development of quality plan £ 48.00
2.5 Development of risk management plan £ 32.00
2.6 Milestone 2: Completion of planning phase £ 0.00
3 Execution phase £ 1,808.00
3.1 Marketing and selling ticket £ 120.00
3.1.1 Posters £ 40.00

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3.1.2 Leaflets £ 80.00
3.2 Social media £ 40.00
3.3 Ticket selling £ 40.00
3.4 Venue £ 580.00
3.4.1 Finding venue £ 80.00
3.4.2 Hiring venue £ 340.00
3.4.3 Decorating venue £ 160.00
3.5 Volunteers waiters £ 540.00
3.5.1 Food and drinks £ 80.00
3.5.2 Buy party food £ 380.00
3.5.2.1 Halal £ 340.00
3.5.2.2 Vegetarian £ 40.00
3.5.3 Buy alcohol £ 40.00
3.5.4 Buy soft drinks £ 40.00
3.6 Entertainment £ 488.00
3.6.1 Hiring DJ £ 360.00
3.6.2 Hiring photographer £ 48.00

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3.6.3 Finding host presenter £ 40.00
3.6.4 Fund raising event £ 40.00
3.7
Milestone 3: Completion of execution
phase
£ 0.00
4 Closure phase £ 112.00
4.1 Post project review £ 64.00
4.2 Stakeholder sign off £ 48.00
4.3 Milestone 4: Completion of closure phase £ 0.00
4.3 Project cost baseline
The cost baseline that is provided below generally reflects on the amount of money that is
spent every month for executing the project successfully.
March 2019 April 2019 May 2019
£ 0.00
£ 500.00
£ 1,000.00
£ 1,500.00
£ 2,000.00
£ 2,500.00
Cost-baseline
Cost
Figure 5: Cost baseline

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PROJECT MANAGEMENT
(Source: Created by Author)
Section 5: Communication management plan
5.1 Communication management approaches
Communication with project teams Communication with external stakeholders
Communication with project manager:
Reason: The team members communicate
with the project team in order to resolve
the issues that they are facing while
handling the project.
Frequency: Whenever required
Time: 9.AM
Communication with the project sponsor
Reason: Communication is needed in order to
know about the money that is spent on the
completion of the project.
Frequency: Starting of the project
Time: 10.am
Communication with project team
Reason: Communication with the project
team is needed in order to reflect the aims
and objectives of the project.
Frequency: Before the initiation of the
project
Time: 10a.m
Communication with the event planner
Reason: The event planner generally
discusses about the status of the project.
Frequency: Monthly
Time: 10.am
Section 6: Risk management
6.1 Risk identification
Risks Methods of identification
Schedule slippage Analysis method

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PROJECT MANAGEMENT
Lack of budget Tracking of budget
Improper management Brainstorming
Inappropriate arrangement of food Interviewing
6.1.1 Risk analysis
It is found that depending on the project specific methods, it is quite necessary to analyze
the risks properly for determining the severity of the risks. The analysis is generally done in the
table below:
Risks Level of risks Strategies to mitigate
the risks
Schedule slippage High It is quite necessary to
properly track the
schedule of the project
properly.
Lack of budget High It is very much important
to manage the budget of
the project effectively.
Improper management Medium Hiring experienced team
members is necessary for
managing the project.
Inappropriate arrangement of
food
Medium It is quite necessary to
arrange proper catering

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PROJECT MANAGEMENT
facility for the audiences.
6.1.2 Project risk matrix
The risk matrix of the project is generally included below:
Impact
Likelihood
Negligible Minor Moderate Significant Severe
Very
Likely
Lack of
budget
Schedule
slippage
Likely Improper
management
Possible
Unlikely Inappropriate
arrangement
of food
Very
unlikely

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PROJECT MANAGEMENT
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