Lunch event plan

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LUNCH EVENT
PLAN

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
Sample Project Initiation Document (PID).................................................................................1
TASK 2............................................................................................................................................4
Work Breakdown Structure.........................................................................................................4
TASK 3............................................................................................................................................7
Risk Register...............................................................................................................................7
TASK 4..........................................................................................................................................11
Short report................................................................................................................................12
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16

INTRODUCTION
Event planning refers to all the activities, procedure and practices that are required to
plan, manage and execute an effective event for a specific purpose. It is a highly crucial activity
which applies the techniques and methods of project management and ensure a sequential
development of the event, along with all the resources and techniques that would be facilitating
the scope of the project in an effective and essential manner (Müller, 2015). The report below is
based on the case study of QA Higher Education (QAHE), which has recently finished
refurbishment of the of the computing labs, as well as teaching rooms in London. The
assignment hence covers a Lunch Event Planning to publicise the overall refurbishment and
effective learning environment. It includes a detailed Project Initiation Document and an
effective Work Breakdown Structure (WBS). In addition to this, the report is inclusive of risk
register containing each and every probable risk which is associated with the project. Moreover,
a short report is also developed within the assignment, that explains need of quality leadership
and analysis and critique of several project methodologies.
TASK 1
Sample Project Initiation Document (PID)
Budgetary Information
It is highly essential activity which is related towards enhanced and appropriate
segregation of financial resources onto different activities (Hamzeh, Zankoul and Rouhana,
2015). The lunch event for QA Higher Education (QAHE) has a budget of £50,000. Hence, this
budget is appropriately showcased below:
ACTIVITIES SUB-ACTIVITIES SUB-ACTIVITIES
AMOUNT AMOUNT (£)
Catering
Starters 2500
Drinks 3000
Main Course 3500
Dessert 1000 10000
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Human Resource
Event Planners 20000
Decorators 10000
Waiters 5000
Cleaners 5000
Technicians 10000 40000
TOTAL 50000
However, the above budget is required to be segregated as per the activities which are
mentioned below: Catering: These activities are related to the development and provision of food and
beverages within the overall event (Ickman and et. al., 2016). As per the cost, overall
£10,000 have been initiated for the overall catering activities. It includes 5 starters, which
overall would be costing £2,500. Moreover 6 types of drinks on a cost of £500 would
require a budget of £3,000. Similarly 7 types of dishes would be costing £3,500 each and
4 types of desserts would be generating the cost of £1,000.
 Human Resources: In relation to the human resources, 4 event planners have been hired
on a cost of £5,000 each, that would be generating the cost of £20,000. Moreover, 4
decorators and 4 technicians have been hired to ensure the set up and decoration of the
overall event on the rate of £2,500 each individual, generating a collective cost of
£10,000 each. Lastly, 10 waiters and cleaners at a cost of £500 have been hired which
enhances the cost by £5,000 each.
Hence, the above was a detailed segregation of £50,000 which was the budget of the
Lunch Event.
Timescales
It is again essential for the event to divide the overall activity on a set timescale to ensure
a probable time of the overall completion of all the stages of project management. Hence, for the
Lunch Event of QA Higher Education (QAHE), the timescale is mentioned below:
ACTIVITIES TIMESCALE
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Project Initiation (Investors, Suppliers, Event
Contraction) 2 Months
Project Planning (Planning of Resources,
Techniques, Activities, Guests) 2 Months
Project Execution (Development of Event,
Allocation of Resources, Testing) 1.5 Months
Project Closure (Monitoring Effectiveness,
Modifications in Delivering) 2 Weeks
Objectives
Every event has several objectives which are required to be analysed to ensure
development of the event for achievement of these objectives (Enck, 2015). Some of these
objectives are very much explained below:
 With the event, the firm is planning to acquire new students and enhance the scope of
education of their students. Another objective from the overall event would be to encourage better practices and high
technological advancements for other schools within the city.
Approach
For a project or event, it is highly essential for the organisation to adopt a specific
approach which is associated with development and execution of the overall project. Hence, for
the Lunch Event,Waterfall Model is being used in order completion of the overall project.
Hence, this model is showcased below: Requirements: This stage within the whole project is related to determining the
deliverables, resources, methods and techniques that would be required for the project. Design: In this step, the organisation would be planning the whole design of the event,
which would include identifying the display, catering, decoration, timing and so forth. Implementation: This undertakes the overall development of the project, for instance,
hiring event planners and caterers, developing the infrastructure, inviting guests,
implementing sound and light systems and so forth.
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 Verification and Maintenance: This would reflect the last 2 weeks of the whole event,
which would be undertaking the overall management of the event, its testing,
modifications as per the results and so forth (Broudehoux and Sánchez, 2015).
Key Staff
There are several key personnels that are associated with the project, which are
mentioned below: Event Manager: This individual would be undertaking the overall management of the
Lunch Event which would include the resource hiring and allotment, setting up objectives
and timescales, monitoring and so forth. Marketing Manager: They are responsible towards marketing the event within the
masses to enhance the scope of its occupancy. Catering Manager: The food and beverages would be managed by this individual in an
appropriate manner throughout the event, as per the guests. Project Team: This is related to the whole team which comes under these managers
above and are responsible to report these individuals and abide by the set plan to ensure
development of the event in an effective manner.
Stakeholder Analysis
There are several stakeholders which are required to be analysed in order to fulfil their
interests within the overall event. Some of these stakeholders are mentioned below: College Management: One of the most prominent stakeholders of the project would be
college management, who would be interested in getting more students to acquire their
facilities and hence, enhance the scope of their provision of services. Students: These require high end facilities and career development opportunities and
hence, the event must address the benefits which the college would be providing these
students with.
 Parents: Parents require a safe, progressive and supportive environment for their students
to complete their higher education. Hence, the event must be organised in a way where it
is highly effective in communicating the same to the parents (Müller, 2015).
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TASK 2
Work Breakdown Structure
This structure is used for the business process modelling and covers the various phases
such as launch, design, modelling, developing, execution and implementation in order to monitor
and realise the value of the work (Te Phan, and et. al., 2015). It includes dividing the work or
planning it according to the convenient. It is a deliverable oriented grouping of project elements
which helps in organising and defining the total space of the project. It is a decomposed process
which is used in order to divide and broken down the various activities, tasks and work packages
as it helps in developing the efficiency in work and can easily identified and managed. QA
higher education is planning a launch event for its classes and promote its teaching methods and
computing labs. In the launch event, they promote it through ensuring that their students and
staff all have excellent learning environment and use latest technology in order to support their
studies and teaching. Moreover, critical path analysis helps in scheduling the project activities
and specify the effective tools in order to manage events. In addition to this, it helps in
identifying the crucial paths and activities which can become barrier in the success of an event
(Oliver, 2017). Below is the Work Breakdown Structure and Gantt Chart of the activities of the
event.
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Illustration 1: Gantt Chart
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Illustration 2: Gantt Chart
Illustration 3: Gantt Chart
TASK 3
Risk Register
It is a tool or technique which is used in order to documenting risk in order to manage it.
It is important because it is useful in assessing the risk before planning an event and also helps in
identifying the logged on register and actions which need to be taken in order to overcome and
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respond the risk. It is also useful in order to identify the potential of risk in an event and what are
the compliances and measures are taken in order to overcome it. For this, it is important to
identify the risk, its nature, level of risk and the mitigation measures at the place to respond it.
Hence, in the context of QA higher education the assessment for their risk is mentioned as
below:
RISK SEVERITY RESPONSIBILITY MITIGATION AND
CONTINGENCY
ACTIONS
SCORES
(Out of 10)
Loss of
reputation
HIGH Event Manager This risk is associated
with the loss of
reputation which
directly influences the
event company in order
to prevent from this, the
event manager should
ensure about the
services and facilities
which is provided to
attendees and also
follow ethical conduct
to prevent from facing
any kind of legal action.
9
Natural
disaster
HIGH Insurance
Department
This risk is associated
with the natural
calamities which
happen because of any
changes in nature and
no one is responsible for
it but for this insurance
department is payable
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for all the losses as the
insurance is done for the
loss of an event. In
order to prevent from it
event can be held in the
halls or any indoor
place.
Last minute
cancellations
HIGH Marketing Manager It is associated with the
last minute
cancellations which is
done by the attendees
because of the lack of
promotion and in order
to prevent from this it is
the duty of the
marketing manager to
promote and advertise
its event in order to
gather more public.
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Threat from
fire and short
circuit
HIGH Technical
Department
This risk is concerned
with the threat which
can cause because of the
carelessness of the
technical department
which can become
threat on the life of
attendees. In order to
prevent from this,
technicians should
double check the setting
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and also set fire alarms
to get alert.
Food hygiene MEDIUM Catering Manager This risk is associated
with food hygiene and
to prevent from this it
is the duty of the
catering manager to
adopt proper hygiene
factors such as use of
gloves while making
food, clean utensils and
many more.
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Loss of
equipment
MEDIUM Technical
Department
This risk include
breakdown of stage,
sound and videos issues
and in order to prevent
from this they also have
backup plan and double
check the proper
settings before the
commencing the event.
4
Shortage of
finance
MEDIUM Finance Manager It is associated with
shortage of finance as it
can be face by any event
and for this the finance
manager should have
reserves and surplus at
the time emergency in
finance (Cagliano,
Grimaldi and Rafele,
5
10

2015).
Shortage of
food
LOW Catering Manager It is associated with the
shortage of food which
can put negative impact
on the image of event.
In order to prevent from
this, the event manager
should ensure about the
proper quantity of food.
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Injury to staff LOW Event Coordinator This risk leads to
breakdown the
coordination among the
team as one individual
is injured and it affect
the whole work system.
To prevent from this,
the event coordinator
should provide proper
safety measure for the
working of their staff.
3
Crowd
Management
LOW Event Manager This risk is associated
with the safety of
attendees as too much
crowd can become
inconvenient for public.
To prevent from this,
the event manager
should manage the
crowd by ensuring the
entry and exit of
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attendees.
TASK 4
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Short report
Leadership is a procedure which managers use for directing, guiding and influencing
subordinates towards accomplishment of specific goals and objectives. Leadership is an ability
of leaders to manage employees, fill them with confidence and zeal and make them work with
their full potential for for attaining common objectives (Kerzner, 2019).
Need for quality leadership
The leaders of the project of QA Higher Education school have to provide quality
leadership for success of the project, if the leaders wants the project to be a huge success they
have to perform their role efficiently. The project will only be a success when all the workers are
performing their tasks and assigned jobs efficiently. That's possible only when staff is motivated
and full of enthusiasm, which is developed by leaders and by their unique leadership styles.
Role of successful project manager
Project managers plays lead role in planning, implementing, executing and monitoring
the project. Their role includes; Ensuring customer satisfaction: Its duty of project manager to provide satisfaction to the
end users. The project will only be a success when the QA Higher Education school
management is happy and satisfied is one role project manager plays.
 Cost estimation and project development: Another, role a successful project manager
plays is keeping its costs down and project activities in the budgets. They constantly
review the budget to make sure that all actions are going as per planned budget.
Project managers are not just the coordinators and administrator of task they have to be more
than that for their workers and for the success of their given duties and attaining objectives.
Therefore, project managers have work as leaders, who guides people, as a motivator when
workers are lacking interest while preparations for the events are taking place. Also, become
support system for employees which encourage them to work with their full potential. These
qualities of project managers will help both the organisation and the workers in order to achieve
objectives and aims and making project a success. If leaders are not their or lack in their abilities
and fulfilling their responsibilities it ends up and only result they deliver is failure. They fail in
providing what QA Higher Education school management was expecting out of them and the
type of event they were expecting to take place.
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Some methodologies of project management can be used by QA Higher Education school
manager for making their event a success. Project management is a process of identifying and
applying best methods of managing and controlling staff in order to attain predetermined
objectives. Different methodologies can be used by the London project manager for obtaining the
given objectives.
PRINCE2
This is an acronym used for Project IN Controlled Environment, it is a method based on
process for managing a project. This methodologies concentrates on using a product based
approach, business justification and defining a structure of an organisation. PRINCE2
methodologies provides great control on the resources indulged in the project and excelling in
managing along with risk management.
PRINCE2 Process
This methodologies have seven steps in its process which are as follows: Start-up the idea: At this stage determination is done that is the idea is viable or not. If
yes then it will get approved by the project board. Initiate the project: Various questions arises at this step and manages role is to define the
scope of the project and make processes. These processes include management strategies,
constructing risk etc., they also set up controls. Direct the project: This stage makes project board accountable for the project through
decision making. They get authority for initiating, delivering and closing of the project. Control stages: At this phase project manager will start assigning jobs to workers and
monitor their work and guide them (Hartman and Zandberg, 2015). Managing product delivery: At this stage manager manage the deliver of the products by
coordinating with the work of team and project manager. Manage stage boundary: This stage involves two steps, one is where project manager
will provide the overview of the performance and updates the knowledge of project
board. Then in second stage the project board use the information and develop
understanding of the current stage, approve the next and review the next updated plans.
 Close the project: This stage is about making sure that the project achieved its goals in or
before time.
Strengths Weaknesses
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 Flexible method which can be used on
any project of any size and at any time.
 Its process is thorough and are made
with the idea to cover the full project.
 Requires huge amount of experience
and skill for application.
 The documentation which is required is
heavy and time consuming.
Waterfall methodology
This tool is a very sequential in nature having different phases for performing particular
tasks or activities. Waterfall model was introduced by Winston Royce in 1970, which became
efficient and beneficial for companies. Steps of this methodology is are as follows: Requirements: The needs and desires of the customers are gathered on this stage, which
is very beginning. This reduces the involvement of consumers on other phases. Design: It is broken up into sub parts which are logical design and physical design. The
logical phase is when solution which are possible are brainstormed and physical design
stage is when the brainstormed ideas or solutions are defined properly. Implementation: At this stage the defined solutions are then imposed which are made on
above two stages.
 Verification: The product is released and then their review are taken in order to know if
the product is fulfilling the needs which they mentioned in first stage.
 Maintenance: Finally at this stage product which is delivered to customers is managed
and maintained properly (Papke-Shields and Boyer-Wright, 2017).
Strengths Weaknesses
 It includes less cost as planning is done
with very less amount.
 Its easy understand and simple to
implement, as it is sequential.
 It is inflexible process by nature due to
which changes can not be done.
 Testing can not be done before the final
product is not created which brings
uncertainty.
From both the above methodologies discussed above that is PRINCE2 and Waterfall, the
better and recommended method for the QA Higher Education School event is Waterfall model.
This model is very easy to perform and includes all stages which gives managers the ability to
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perform their task properly and monitor each and every stage. This will increase the chances of
turning the event into a great success and attaining all predetermined objectives.
CONCLUSION
Thus, it is concluded from the report above that project and event management is one of
the most effective aspect to be appropriately and effectively be included by companies and
individuals in order to manage and execute different events. Project Initiation Document is
crucial to determine the aspects required within the execution of the project. Similarly, Work
Breakdown Structure helps in determining the activities for event execution along with specific
timelines. In addition to this, Risk Register helps in analysing the probable risks and mitigation
strategies to reduce the likelihood of the same. Lastly, quality leadership is highly necessary to
be adopted within event and project management and so are the methodologies like PRINCE 2,
Waterfall and Agile, to ensure successful and effective completion of the project.
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REFERENCES
Books and Journals
Broudehoux, A.M. and Sánchez, F., 2015. The politics of mega-event planning in Rio de Janeiro:
Contesting the Olympic city of exception. Mega event cities: Urban legacies of global
sport events, pp.109-123.
Cagliano, A.C., Grimaldi, S. and Rafele, C., 2015. Choosing project risk management
techniques. A theoretical framework. Journal of Risk Research. 18(2). pp.232-248.
Enck, S.M., 2015. Planning a gender fair as a semester-long final project. Communication
Teacher. 29(2). pp.108-115.
Hamzeh, F.R., Zankoul, E. and Rouhana, C., 2015. How can ‘tasks made ready’during lookahead
planning impact reliable workflow and project duration?. Construction management and
economics. 33(4). pp.243-258.
Hartman, S. and Zandberg, T., 2015. The future of mega sport events: examining the “Dutch
Approach” to legacy planning. Journal of Tourism Futures. 1(2). pp.108-116.
Ickman, S., and et. al., 2016. Event planning within social networks. U.S. Patent 9,253,615.
Kerzner, H., 2019. Using the project management maturity model: strategic planning for project
management. Wiley.
Müller, M., 2015. The mega-event syndrome: Why so much goes wrong in mega-event planning
and what to do about it. Journal of the American Planning Association. 81(1). pp.6-17.
Müller, M., 2015. What makes an event a mega-event? Definitions and sizes. Leisure Studies.
34(6). pp.627-642.
Oliver, R., 2017. Sport mega event planning in Toronto: From a democratic demand to a
democratic demise. The Canadian Geographer/Le Géographe canadien. 61(2). pp.292-
299.
Papke-Shields, K.E. and Boyer-Wright, K.M., 2017. Strategic planning characteristics applied to
project management. International Journal of Project Management. 35(2). pp.169-179.
Te Phan, H., and et. al., 2015. Online system, method and computer program product for event
planning. U.S. Patent Application 14/661,875.
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