Lord Mayor Charity Appeal Open Air Music Theatre Event

This report discusses the project management of an open air music theatre event organized by LMAC for Lord Mayor Charity Appeal. It covers the objectives, methodologies, deliverables, stakeholder analysis, risk analysis, breakdown structure and quality related features. The report also includes a network diagram and measures for controlling the event.

BM522 PROJECT
MANAGEMENT

Table of Contents
INTRODUCTION ..........................................................................................................................3
MAIN BODY ..................................................................................................................................3
Project objectives, deliverables and methodologies....................................................................3
Development of Network Diagram..............................................................................................4
Stakeholder analysis of the project..............................................................................................5
WBS.............................................................................................................................................6
Risk analysis and risk management strategies.............................................................................7
Measure for controlling the event..............................................................................................11
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

TITLE: “Lord Mayor Charity Appeal Open Air Music Theatre Event in association with the
Samaritans”
INTRODUCTION
Project management is referred to the usage of specific skills, knowledge, tools and
various techniques for they purpose of delivering something of a great value to the world. It
encompasses, expectations which are supposed to be met and has a defined schedule, and budget
according to which the team work (Armenia and et.al., 2019). Project management also
facilitates tracking each and every initiative that a team takes. All this result in smooth
functioning and in a great efficiency of the project (Guo and Zhang, 2022). Here, in report
project of open air music theatre has been prepared for Lords Mayor Appeal Charity, which aims
to make the city better. The report will present the objectives, methodologies, deliverables,
stakeholder analysis, risk analysis, breakdown structure and the quality related features.
MAIN BODY
Project objectives, deliverables and methodologies
The music theatre event has been arranged by LMAC in order to raise awareness about
“A Better City for All “ , an initiative taken by the charity (Hair and Sarstedt, 2021). During the
event the group will be highlighting its key partner “the Samaritans” and will emphasize on
making the city better. Here are are main objectives of the event mentioned below:
 The motive of the event is to make the city a better place to live in. This by the name,
itself suggests that the event aim to develop a sense of empathy amongst the people.
 Its aim is to establish a sense of empathy towards the other people and animals (Tereso
and et.al., 2019). It aims to relieve the poverty, protect the environment and the animals.
 The event is organized in order to gain a strong support from the people.
 To be able to complete the project within estimated time period.
Project deliverables:
 Agreement with the composer and playwright
 Budget report
 Investigation report of the event venue
 Projected strategic directions
 Contract reports (with the investors, investors and suppliers)

 Activity scheming (network diagram and WBS)
Project Methodology
As per the project, methodology adopted will be agile in order to manage the entire
project and break the project into number of phases. This can also be done by collaborating with
the stakeholders at each new stage. This approach is the most flexible a well as fast approach that
is the main reason it has been chosen for the project. The model was also used earlier all the
restaurants before opening their shops.
Development of Network Diagram
Task Mode Task Name Duration Start Finish Predecessors Resource Names
1 Budget Approval 1 day Mon
10/17/22
Mon
10/17/22
2 Hire Publicity Director 9 days Tue
10/18/22 Fri 10/28/22 1
3 Hire Set Designer 9 days Tue
10/18/22 Fri 10/28/22 1
4 Hire Place For
Auditions 17 days Mon
10/31/22
Tue
11/22/22 2
5 Advertising To Hire
Crew and Cast 25 days Wed
11/23/22
Tue
12/27/22 4
6 Hire Production &
Publicity Crew 33 days Wed
12/28/22 Fri 2/10/23 5
7 Set Designed and Built 41 days Mon Mon 3,6

2/13/23 4/10/23
8 Train Production Crew 41 days Mon
2/13/23
Mon
4/10/23 3,6
9 Auditions To Hire
Cast 33 days Wed
12/28/22 Fri 2/10/23 5
10 Cast Rehearsal 41 days Mon
2/13/23
Mon
4/10/23 9
11 Hire Orchestra 9 days Tue
10/18/22 Fri 10/28/22 1
12 Music 17 days Mon
10/31/22
Tue
11/22/22 11
13
Photograph Cast And
Crew & Collect
Biographies
41 days Mon
2/13/23
Mon
4/10/23 6,9,11
14 Enter Information Into
Computer 49 days Tue 4/11/23 Fri 6/16/23 13
15 Printing 57 days Mon
6/19/23 Tue 9/5/23 14
16 Develop an
Advertising Plan 41 days Mon
2/13/23
Mon
4/10/23 6
17 Advertising Media 49 days Tue 4/11/23 Fri 6/16/23 16
18 Orchestra rehearsal 25 days Wed
11/23/22
Tue
12/27/22 12
19 Order Costumes 41 days Mon
2/13/23
Mon
4/10/23 9
20 Costume Parade And
Alterations 49 days Tue 4/11/23 Fri 6/16/23 7,19
21 Dress Rehearsal 57 days Mon
6/19/23 Tue 9/5/23 8,10,18,20
22 Performance 65 days Wed 9/6/23 Tue 12/5/23 15,17,21
Stakeholder analysis of the project
With this very analysis it becomes easy for the project manger to ascertain the interest of
the stakeholders with the following project (Raum, 2018.). Here, as per the very first stage, this
matrix is going to be used for determining the external and internal stakeholders and their
interest associated with the project as well as the power that they hold.
Here is the following stakeholder matrix of the current project:
High Keep Satisfied Manage Closely

Power Monitor (Minimum effort) Keep Informed
Low Low Interest
High
Manage closely- This is a very important factor as seen here the power and the interest
associated with the close management is very high. This management can be look over by the
internal stakeholders such as the project managers, the team members, volunteers etc.
Keep informed- This factor is also very important as the internal as well as external
stakeholders should be informed time to time about the progress of the event. The external
stakeholders do not have the high power but they definitely have high interest.
Keep satisfied- This is important for the external stakeholders such as the audience of the
project. If the stakeholders are not satisfied it may lead to the project failure.
Monitor- Stakeholders who monitor the project event are the participants, attendees and the
spectators, they hold a very low interest and the power both.
WBS
Risk analysis and risk management strategies
Risk Probability Impact Risk rating Risk
mitigation
Action

strategy
Improper
definition
regarding the
need and purpose
of the project
3 4 12 Avoid It can be assured
with the help of
consultancy firms
or by hiring one
consultant
(Larsson and
Larsson, 2020).
Incomplete
design and
deliverables
defined for
project
1 5 5 Avoid By fetching inputs
from experts and
shaping the scope
by design
workshops.
Unclear
explanation of the
project schedule
2 3 6 Accept This can be
eliminated by
attending the
workshops which
are engaged with
the scheduling of a
project (Wu and
et.al., 2021.). This
will develop a
proper
understanding of
in the team as well
as in the manager.
Incapable of
controlling the
team's priorities.
3 3 9 Avoid Here the members
of the team can be
brief about the
entire project and
its tasks.
Rejection or
delays
1 5 5 Transfer This risk can be
eliminated by by
also adding some
penalties under the
contract of the
project.
Budget overrun 4 1 4 Controlling
and
monitoring
This can be
eliminated by
keeping a constant
watch on the
project's activities
and by allocating
the timely funding
to the project.
Incorrectness 3 3 9 Avoid By tracking the

while estimating
schedule
schedule daily and
keeping a watch
on what have been
done and what still
awaits, the risk
can be eliminated.
Poor support of
executive
3 3 9 Avoid Coming in
contract with the
steering
committee which
demands the
managerial
support all
throughout the life
cycle of the
project.
Suppliers or
vendors leaving
the business.
1 5 5 Accept New alternative
can be found by
the contracting
committee in order
to complete the
duties.
Inappropriate
venue
1 3 3 Avoid Making a prior
visit to the place
before the event.
This will help to
mange the wrong
things there and
will help in
eliminating the
risk.
Poor stage
performance.
1 5 5 Transfer or
Accept
By taking the
auditions first and
having agood
budget thye
project can hire
good performers
or by reducing the
cost incurred, the
loss can be
handled
accordingly. This
can also be
eliminated by
giving
recommendations

to the people.
Depleted
marketing
opportunities
(Improper
strategic
directions)
1 5 5 Avoid This particular
risk can only be
eliminated by
contacting the
marketing
professionals
Regular meeting
with the marketing
professionals to
frame appropriate
and effective
strategies.
Inadequate Safety
and health during
event.
3 3 9 Control This can be
eliminated by
going through all
the protocols that
are to be followed
in an event and
then after various
safety and health
measure can be
developed. With a
proper security
team also, the
event can be
guarded.
Non – acceptance
of the design that
has been
proposed.
1 4 4 Avoid This can be
mitigated by
coming up with
different
alternatives.
Market
observation also
plays an important
role in this, as it
will help in
shaping the design
better.
Trouble in
permission grants
from the
stakeholders
2 3 6 Accept This can only be
tackled by meeting
the stakeholders in
a regular period.
Miserable event
development
2 2 4 Monitor Monitoring is the
only one thing
through which the

miser ability of an
event can be
avoided. With the
proper monitoring,
the progress of the
event can be
checked, each step
can be checked
thoroughly and
also the
stakeholders
consent can be
taken.
Poor Instrumental
quality
1 3 3 Transfer This can be
eliminated by
checking the band
performance and
the risk can also
be reduced by
already
mentioning the
quality in the
contract.
Conflict with
council of
Student Union.
1 3 3 Accept By creating a
Backup plan
related to the fund
acquisition.
Event suddenly
got cancelled
1 5 5 Avoid This can be
reduced by already
coming with the
terms and
conditions with
the stakeholders in
the contract.
Risk of the
natural disasters
1 5 5 Accept The location of the
event can be
chosen by looking
at the risk of
disaster prone
areas.
Measure for controlling the event
Quality expectations- It should meet the expectations of the customers, be it regarding the food
or the music. This will make the event successful.

Quality specification- With the proper lightening and proper crowd, the event will hold no harm
to anyone and the event will end successfully.
CONCLUSION
From the above report it has been concluded that, for a successful management, the goals,
objectives, deliverables etc. play a very important role. The project should be well defined . Also,
the stakeholders and risk analysis should be performed well in order to make the project achieve
its desired goals.

REFERENCES
Books and journals
Armenia, S. and et.al., 2019. Sustainable project management: A conceptualization-oriented
review and a framework proposal for future studies. Sustainability. 11(9). p.2664.
Guo, K. and Zhang, L., 2022. Multi-objective optimization for improved project management:
Current status and future directions. Automation in Construction. 139. p.104256.
Hair, J.F. and Sarstedt, M., 2021. Explanation plus prediction—The logical focus of project
management research. Project Management Journal. 52(4). pp.319-322.
Tereso, A. and et.al., 2019. Project management practices in private organizations. Project
Management Journal. 50(1). pp.6-22.
Larsson, J. and Larsson, L., 2020. Integration, application and importance of collaboration in
sustainable project management. Sustainability. 12(2). p.585.
Wu, C. and et.al., 2021. Ontological knowledge base for concrete bridge rehabilitation project
management. Automation in construction. 121. p.103428.
Raum, S., 2018. A framework for integrating systematic stakeholder analysis in ecosystem
services research: Stakeholder mapping for forest ecosystem services in the UK.
Ecosystem Services. 29. pp.170-184.