Event Planning and Management

This assignment provides a comprehensive guide to event planning and management, covering project initiation, scope definition, budgeting, and stakeholder engagement. The document includes a work breakdown structure, Gantt chart, and critical path analysis, demonstrating the importance of careful planning in ensuring the success of an event. With a focus on practical application, this assignment aims to equip students with the necessary skills and knowledge to effectively manage events from conception to completion.

PROJECT MANAGEMENT

EXECUTIVE SUMMARY
Project management is the systematic way through which project managers plans,
organises and controls a specific project. The present report is about launch event for publicising
the refurbishments made by QA Higher Education. The aim of project is to market the
refurbishments/modifications in the learning infrastructure of QA Higher Education. Approach
refers to the way of confronting situations or doing a thing. How things will be managed while
launching an event for marketing the modifications done by University and improving the
competitive strength in Fresher' s week in September. The scope of present project which is
publicizing the material modifications includes key objectives such as marketing the educational
facilities offered by University, deliverables which are the expected outcomes of the undertaken
project. Project leadership is one of the most important part of event management. Leadership
refers to a process of analysis of each requirement and motivating each team member so that they
can use their skills and knowledge in the most efficient manner.

Table of content
1.INTRODUCTION........................................................................................................................4
2.PROJECT INITIATION DOCUMENT.......................................................................................4
2.1 Objectives..............................................................................................................................4
2.2 Aim........................................................................................................................................4
2.3 Budgetary information...........................................................................................................4
2.4 Approach................................................................................................................................5
2.5 Timescale...............................................................................................................................5
2.6 Project scope and exclusions.................................................................................................5
2.7 Constraints.............................................................................................................................6
2.8 Deliverables...........................................................................................................................7
2.9 Assumptions...........................................................................................................................7
2.10 Key staff and stakeholders' analysis....................................................................................8
RISK RANGE..................................................................................................................................8
PROJECT PLAN.............................................................................................................................9
REPORT..........................................................................................................................................9
5.1 Project Leadership.................................................................................................................9
5.2 Evaluation of Methodologies...............................................................................................10
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12
APPENDIX 1 ................................................................................................................................14
APPENDIX 2.................................................................................................................................15
APPENDIX 3.................................................................................................................................16
APPENDIX 4.................................................................................................................................17

1.INTRODUCTION
Project management can be defined as a well-organised procedure of planning and
organizing the existing resources of business organization for the purpose of directing them
towards accomplishing a particular task (McMahon, 2016). The present project report is about
launch event for publicising the refurbishments made by QA Higher Education for a motive of
offering the best learning infrastructure to its students along with the latest technology. The
report will highlight all the activities relating to a project management such as defining aims,
objectives, setting budget, timeline, work break down structure. Moreover, risk associated with a
project will also be assessed along with the constraints of a project.
2.PROJECT INITIATION DOCUMENT
It is defined as a document which consists of all material decisions relating a specific
project on the grounds of which each of the activity is duly performed by the assigned member
(Project Initiation Document (PID), 2019).
2.1 Objectives
 To market the refurbishments made by QA Higher Education
 To attract higher number of students and increase the admissions for University.
 To enhance the competitive strength of QA Higher Education by showing the kinds of
learning facilities and environment offered by it to its students.
2.2 Aim
Aim: “ To market the refurbishments/modifications in the learning infrastructure of QA
Higher Education”.
2.3 Budgetary information
Budget is defined as a spending plan which is concerned with the anti cipated incomes
and costs of a business. It is a guideline and a controlling tool for manager to manage its
expenses for the purpose of bringing cost-effectiveness in the activities of a project. For the
present project of launching the event of marketing and publicizing the significant modifications
in the University premises by QA Higher Eduction is £50000. Project manager has to make all
the arrangements within this financial limit provided by the client which will include food and
beverages, sending out invitations to dignitaries, making the evening entertaining, sound, music,
tent etc.

2.4 Approach
Approach refers to the way of confronting situations or doing a thing. How things will be
managed while launching an event for marketing the modifications done by University and
improving the competitive strength in Fresher' s week in September. The project manager has
evaluated and analysed the activities of other firms which has engaged in similar launch event in
the past. It was found out that other event companies have focussed on attracting the students by
the way of various entertainment activities (Muller and Turner, 2017). For this purpose, the
manager has made arrangement of a musical band. Further, adequate arrangements for the
parking is also required for accommodating such a big number of people in the event. For which
the project manager would hire people who will ensure that no chaos is created due to parking of
the cars. The project manager has made plans of hiring the services of event management
professionals for making sure that launch event is successful and the objectives of the project are
duly achieved. Moreover, for PA system and marquee, the manager has made arrangement with
this service provider who is going to deliver its services at the price which is within the budget of
the project manager.
2.5 Timescale
Timescale can be defined as a time limit which is set for accomplishing the different
activities and task of a project (Turner and Ledwith, 2018). The project manager for publicizing
and marketing the learning facilities offered by QA Higher Education, For instance, the manager
has set the time limit for each of the activity which it wishes to attain for maintaining the
efficiency;
 Ascertainment of venue – 7 days
 identification of event requirements – 8 days
 advertisement and marketing- 4 days
 Sending out invitations- 4 days
 menu planning- 5 days
 Setting up technological infrastructure for event- 5 days
 planning of event- 2 days
2.6 Project scope and exclusions
The term project scope is used for describing the primary deliverables of a proposed
project. It consists of constraints, assumptions, higher degree requirements. In other words, scope

of a project is used for defining the boundary and for clarifying what deliverables are within and
outside the scope of project (Project Scope, 2019). The scope of present project which is
publicizing the material modifications includes key objectives such as marketing the educational
facilities offered by University, deliverables which are the expected outcomes of the undertaken
project. Further, the project's scope is large because it is not only related to publicising the
significant refurbishments but also for marketing the educational infrastructure of QA Higher
Education for the purpose of attracting new students and for improving the competitive strength
of University by marketing about the high tech amenities provided by the educational centre.
Project exclusions are defined as those things which are excluded or are outside the
boundaries of the proposed project. It expressively stipulates what are included in the scope of a
project.
2.7 Constraints
Constraints can be defined as any factor or restrictions which describes the limitations of
an undertaken project. Project management is usually characterized by a triple constraint such as
scope, time and cost wherein there are main constraints which could limit the success of the
project. In the present case, the project manager has laid out the following constraints which are
as follows:
Scope :
Scope refers to the boundary which defines the specific objectives/ goals, characteristics,
deliverables and operations/functions which are needed for accomplishing the project (Willems
and Vanhoucke, 2015). The project manager of event launch , for the purpose of dealing with
constraint would have to concisely and clearly define the scope which shall be continuously
communicated to all the interested stakeholders of the project.
Time :
This is constraint which defines the time within which the tasks of a undertaken project
has to be completed. It also considers deadlines for every stage of project completion, along with
the date at which deliverable would be produced. Appropriate scheduling by the project manager
is required for the purpose of dealing with this constraint. The time set by the project manager
for current project is twenty-five days.
Cost:

Cost of a undertaken project reflects all the financial resources required for completing
the concerned project within the specific time period and in its pre-identified scope. Cost
includes expenses incurred for paying vendors, labour, for quality control etc. For confronting
this constraint, the project manager will have to exercise effective control on the project's
expenses by applying monitoring and budgetary controlling tools (Lee and et.al., 2015).
Resource :-
This refers to the resources which are required to do work related to project. In the given
project, resource like venue, managing team, infrastructure are resources which helps in the
project to achieve its scope.
Quality :-
This provides the analysis of the outcome of the project with the expected outcome of the
project. In the given project, this quality is analysed at the end of the project to ascertain whether
project scope is achieved or not.
2.8 Deliverables
Deliverables are defined as the outcome of a particular process. In other words, it can be
described as particular output as an outcome of some work performed during the course of
undertaken project (In Review – What Are Deliverables, 2019). In the current project which is a
launching event for marketing and publicizing the educational infrastructure and significant
refurbishments of QA Higher Education, will be awareness about the University's learning
environment and technological amenities it offers, increase in the number of admissions and
improvement in University's competitive strength.
2.9 Assumptions
Assumption in the most general terms refers to something which a person assumes to be
true irrespective of any proof or evidence. Assumption becomes the part of the analysis through
which risk of the project can be determined, so that measures to avoid risk can be adopted and
implemented accordingly. In the given project, the assumptions are as follows:
Financial:
This assumption is concerned with the project's finance. In other words, it is related to the
budget of the undertaken budget.
Facilities:

A project requires number of facilities for its accomplishment. It has been assumed in the
present case, that all the needed facilities have been provided to the project manager
(Vukomanović, Young and Huynink, 2016).
Infrastructure:
This means proper infrastructure will be provided to the project manager and their team
to accomplish the project.
2.10 Key staff and stakeholders' analysis
Project stakeholders can be referred to as organizations or individuals who are interested
in the outcome of a project. Stakeholders are described as such people which are interested in
attaining project objectives and goals. The stakeholder analysis is necessary as it facilitate the
organization in assessing the interests of person who may be affected by the outcome of a
project. Further, it helps in assessing the potential issues which could interrupt the proposed
project (Eskerod and Huemann, 2016). It is often used as tool for reducing possible negative
stake-holder's and their impact on the project. A list of stakeholder category for current project is
provided in Appendix 2.
RISK RANGE
Risk register is a tool or technique which is used by the project manager in assessing the
potential impact of risks associated with a particular project. The project manager in for current
project of event launch has assessed the following risks and their impact on completion &
success of a project:
Risks Description of
risks
Impact Ways of
mitigating these
risks
Degree of
such risks
Scheduling risk Such risks arise
because of the
change in
different factors
such as scope
creep, integration
problems,
The impact of
such risk is on the
efficiency and
effectiveness of
the undertaken
project (Willems
and Vanhoucke,
Adequate and
rational planning
is required for
mitigating such
risk.
Moderate

variations in
dependencies etc.
2015).
Cost risk There is always a
risk of over
spending the
money for
completing a
project. This risk
arises due to
wastage,
redundant
activities etc.
It has an impact
on the
profitability and
cost effectiveness
factor of the
project.
Proper controlling
tools are to be
used project
manager
monitoring and
controlling the
expenses.
High
PROJECT PLAN
Work Break down structure
It is considered as material deliverable that organizes the team work into different
sections which could be easily managed. It is a hierarchical breakdown or disintegration of the
work which is to implemented by the members of team (Haverila and Fehr, 2016). A WBS for
the present project of marketing and publicising the major modifications of QA Higher
Education is provided in Appendix 3.
Gantt chart
It is a graphical representation of activities or tasks along with the time period in which
such tasks will be completed. It is widely used in the area of management of project for the
purpose of tacking the schedules of project. In Appendix 4, a Gantt chart for the current project
is provided, along with a critical path which will show the best route for completing which will
consume less time.
REPORT
5.1 Project Leadership
Project leadership is one of the most important part of event management. Leadership
refers to a process of analysis of each requirement and motivating each team member so that they

can use their skills and knowledge in the most efficient manner. in addition, they also lead in
monitoring performance of each team member and providing them proper guidelines so that they
could improve their skills and help in successfully completing the event (Serrador and Turner,
2015).
In order to organize an event, there can be different leaders such as, project manager,
mercury manager, financial managers, inventory managers, etc. These leaders lead their team in
order to ensure organization and monitor of each activity, reduction of wastage and performance
of each activity in such a manner so that the overall project could be completed and all the goals,
aims and objectives behind organization of event could be achieved.
5.2 Evaluation of Methodologies
There are a range of methodologies that can be adopted in order to perform any activity
relating to performance in the project starting from planning till its completion. Adoption of
appropriate methodology leads in development of each plan in an effective manner along with
completion of each activity for the event efficiently as well.
Prince 2 methodology:
The term is a abbreviation of Projects in Controlled Environment. This methodology is a
process based for managing a proposed project. The focus of this methodology to segregate the
project into manageable stages for the purpose of controlling the activities with much more
effectiveness (Cameron, Sankaran and Scales, 2015).
Advantages:
 The major benefit of this methodology is that it is generic in nature. This helps it in being
widely used in almost all kinds of sector.
 It allows higher degree of flexibility.
 It offers accountability by the way of defining responsibilities and roles of each team
member.
Disadvantages:
 It does not take into consideration the soft skills.
 It requires highly trained professionals for using and applying this methodology.
Agile methodology:

It is one of the methodology of managing a project in which team work and collaboration
of project's team, stakeholders and client is promoted. This methodology greatly encourages
continuous improvement and iteration at each phase of an undertaken project.
Advantages:
 It ensures customer satisfaction since there is a great collaboration of project's team and
customer which eventually helps in taking fully informed decisions (Dybå and
Dingsøyr,2015).
 It facilitates great control at each stage of the project.
 Highly adaptive in nature and even late variations in the requirements are possible in this
methodology.
Disadvantages:
 It is highly cost and time-consuming methodology.
 There is lack of organized documentation and designing which results into very higher
dependency on the training of individuals.
 Since the requirements in this methodology continuously evolved, it leads to ever-lasting
projects.
By looking at the above methodologies of project management, it is recommended that
project manager for the current project of launch event must use Agile methodology since the
marketing and publicizing event is highly dynamic and this methodology welcomes even the late
changes made by the clients.
CONCLUSION
From the above project report, it can be summarized that management of a project is very
essential for completing the project with higher degree of effectiveness and success rate. Project
management is a systematic process of planning, organizing and controlling the tasks within
particular time period. In the report, it was observed that project initiation document is defined as
a document which consists of all material decisions relating a specific project on the grounds of
which each of the activity is duly performed by the team members. Further, it was concluded in
the report that there are various methodologies of project management such as agile, prince 2 etc.
For accomplishing the objectives of present project of launch event of QA Higher Education,
agile methodology was recommended on the basis of flexibility it provides to the project
manager to adapt to changing situations and lead to higher customer satisfaction.

REFERENCES
Books and Journals
Cameron, R., Sankaran, S. and Scales, J., 2015. Mixed methods use in project management
research. Project Management Journal, 46(2), pp.90-104.
Dybå, T. and Dingsøyr, T., 2015, May. Agile project management: From self-managing teams to
large-scale development. In Proceedings of the 37th International Conference on Software
Engineering-Volume 2 (pp. 945-946). IEEE Press.
Eskerod, P. and Huemann, M., 2016, February. Rethink! Project stakeholder management.
Project Management Institute.
Haverila, M.J. and Fehr, K., 2016. The impact of product superiority on customer satisfaction in
project management. International Journal of Project Management, 34(4), pp.570-583.
Lee, L and et.al., 2015. Learning through interactions: Improving project management through
communities of practice. Project Management Journal, 46(1), pp.40-52.
McMahon, P. E., 2016. Virtual project management: software solutions for today and the future.
CRC Press.
Muller, R. and Turner, J.R., 2017. Project-oriented leadership. Routledge.
Serrador, P. and Turner, R., 2015. The relationship between project success and project
efficiency. Project Management Journal, 46(1), pp.30-39.
Turner, R. and Ledwith, A., 2018. Project management in small to Medium‐Sized enterprises:
Fitting the practices to the needs of the firm to deliver benefit. Journal of Small Business
Management, 56(3), pp.475-493.
Vukomanović, M., Young, M. and Huynink, S., 2016. IPMA ICB 4.0—A global standard for
project, programme and portfolio management competences. International Journal of
Project Management, 34(8), pp.1703-1705.
Willems, L.L. and Vanhoucke, M., 2015. Classification of articles and journals on project control
and earned value management. International Journal of Project Management, 33(7),
pp.1610-1634.

Online
Project Initiation Document (PID).2019. [Online]. Available
through<https://www.toolshero.com/project-management/project-initiation-document-
pid/>
Project Scope.2019. [online]. Available through <https://www.matchware.com/project-scope>
In Review – What Are Deliverables.2019. [online]. Available through
<https://www.projectmanager.com/training/what-are-project-deliverables>

APPENDIX 1
Budget
Particulates Amount
Determining Requirements of Event
Setting Needs 3000
Developing objectives 2500
Setting Location 2000
Making Amenities available for 3000
Time 1200
Budget 3600
Venue Selection
Visiting the Site 3000
site Finalizing 2200
Advertisement
Newspaper advertisements 3000
Media promotion 2300
Invitations
Designing 3200
Printing 1800
Distribution 3200
RSVP
Creation of RSVP 600
Payment processing 1200
Event Planning
Planning - Staff 1000
Choosing of Guest Speakers 1200
Technology

Event set up 2000
Meal planning
Refreshments & beverages 10000
Total cash needed 50000

APPENDIX 2
Stake-holder's category
Category Interest Degree of
influence
Head of University Head of a university is concerned
with the successful accomplishment
of launch event since it would result
in increase in the competitive
strength of University, will increase
the enrolments.
Medium / Moderate
Project manager They are one of the crucial figures for
the successful launch event. This is
because, success of a project depicts
their efficiency in managing and
undertaking a project successfully.
High
Investors They are such stakeholders who
facilitate the finance for the project.
They are concerned with the fact
whether their money has been put to
productive use or not and whether
sufficient returns are generating or
not.
High

APPENDIX 3
Work break down structure

APPENDIX 4
Gantt chart