Project Management: Event Organization in QA Higher Education University

This document discusses project management techniques and strategies for organizing events in QA Higher Education University. It includes a sample project initial document, work breakdown structure, risk register, and risk management plan. The document also explores the PRIENCE 2 theory and its strengths and weaknesses.

Project
Management

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK ..............................................................................................................................................1
1. Sample project initial document..............................................................................................1
2. Work Breakdown Structure (WBS) with at least 20 items.....................................................3
3. Risk register............................................................................................................................3
4. Risk management plan and PEIENCE 2 theory......................................................................4
CONCLUSION................................................................................................................................5
REFERENCES ...............................................................................................................................7

INTRODUCTION
Project management involve event management in which particular person or group of
people organise their events at wide level. There are several types of events included within this
such as conferences, weddings, formal parties, concerts, events and many more. For organising
an event there are several activities which project manager have to involve within their planning
such as budgeting, scheduling, arranging transportation, arranging speakers and so on (Braglia
and Frosolini, 2014). This report is based on QA Education which is going to organise an event
within college during fresher's week in September. For this event there are several
responsibilities which given to project manager. In addition to this, for proper event management
it is necessary for project manager to develop plans such as budget, time scale for its
competition, hire & arrange staff, decide objectives, attract stakeholders and many more. Along
with this, designing work break down structure is necessary for managing project and its every
activity within effective manner. Respective report include short analysis which going to be
present in front of project sponsor, Directors of operations and many more. In the end it involve
analysis and evaluate of strength as well as weakness of project through implementing PRIENCE
model.
TASK
1. Sample project initial document
Title of Project:- Draw attention of students and make the university more competitive.
Estimate Budget :- Budget which are estimated for effectively organising event is
approx £50,000 and it is crucial to use this given funds in a significant manner so that the
competitive advantage and students attention can be gained (Bucero and Englund, 2015). The
budget will prepare by considering each and every activity which is related to successfully
organising event like food and drinks, building and ambience, invitation for local and
international etc. From al the allocated budget most of the amount will spend on promotional and
advertisement and food and drinks as well.
Timescales :- This element is related to the time duration of this project which will help
in executing all activities appropriately. For successfully organising this event project manager
requires 1 month so that they can make plan and strategies for arranging all operations
effectively. From this duration 20 days will spend on making effective promotional and

advertisement activities. And almost 2 days will give on arranging booking activities like caters
for food and beverages, speaker, mice and many others.
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Objectives :- The main objective of organising event is to gain attention of students as
well as their peers in order to make university more competitive (Burke, 2013). So that they can
attract more students across the world i.e., Birmingham, London and Manchester in terms to take
admission in QA higher education university.
Approach :- It refers to those factors which are requires to make an event effective. In
regard to this respective university project manger, give their main focus on advertising and
promotional activities in order to attract a range of students from several countries. They will
utilise various resources for advertising such as social media- Instagram, Facebook, linked in and
many others. In addition to this, they are utilising print media like posters, newsletters etc.
Stakeholders Analysis :- The various stakeholders are coming in this like directors, suppliers,
members partners etc. all these stakeholders are categorised by QA Higher Education into four
categories like governments, university head, donors. Here are defining details about it: Donors (High power, high interest) - In this those people are coming who are investing
their capital in functions of QA higher education university such as employees, trustee,
alumni and many others. These all people are involving in the decision making process.
In this, manager also have great contribution in taking effective decisions and renders
ideas for increase the profitability. Government (High power, low interest) - In this, those people are coming who has
higher power but lower interest in operations of the university. Government also develop
strategic strategies for QA Higher Education University so that they can conduct their
operations effectively. It can might happen that strategies of government can lead impact
on the activities and operations of university.
 University Head (Low power, high interest) -These are those individuals who have
higher interest in operations of university but they have lower power also. As in the QA
Higher Education university heads are board of directors who has highly interested in
operations but consist lower power within in regards to conducting event in this
university.
 Suppliers (Low power, low interest) – In this category, those individuals are categorised
who are responsible to deliver material which is required to organise event in QA Higher
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Education University. Materials includes stationery, food and drinks, suppliers of books
etc. In respect to this event that will going to organise in QA Higher Education
University, suppliers are liable to supply food and drinks, tables, chairs, speakers and
many others.
2. Work Breakdown Structure (WBS) with at least 20 items
Work breakdown is the framework which helps at the time of conducting any of the project
because the main motive in this framework is to divide project into different small task. It is
mainly done by the project manager by understand the project in detail (Fleming and
Koppelman, 2016). This framework can be used in any of the project as it is not restricted to any
of the particular field. In context of QA Higher Education University, project manager have
classified the whole task into multiple small activities which will help them to perform the task
in specific manner. Below, there is the discussion about the different activities:
1. Establish Objective - To identify and define each and every objectives for QA Higher
Education University that how they will inform to audience about the technologies which
they are going to use within the university.
2. Market research - The main work which is needed to be done in market research is that
what is the potential of audience within the different part of the country.
3. Selection of suitable ideas – It will be important for QA Higher Education university
that they must try to select the audience of particular area for conducting the task in
systematic way.
4. Develop plans of activities – There are number of task which is needed to be done so it
becomes important for project manager that they must try to prepare different plans and
ideas for conducting the project.
5. Design promotional and advertising activities - QA Higher Education University
knows about the their stronger area and even of their customers which will help them to
plan advertisement accordingly.
6. Up date Websites - It becomes important that after doing the advertisement process
university must update the official sites where number of people visits on regular basis.
7. Conduct analysis – Once above steps are completed, it becomes important to do analysis
just to check that how many people are attracted towards the university.
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8. Evaluate Decision – Here, meeting will be conducted where effectiveness of decision
will be checked in detail.
9. Market Feasibility: In this stage, company will do analysis on the ideas which they have
generated.
10. Demand Forecasting - For the purpose of conducting any of the event, forecasting
should be done in suitable manner.
11. Data Collection – It becomes crucial for QA higher education university that they must
be able to collect data and information for conducting the event.
12. Evaluate Data – Evaluation of data should be done which will help to conduct the
activities in further effective manner (Meredith and Mantel, 2011).
13. Develop Budget – Once the process of evaluation will be done, it becomes crucial for the
QA higher education university to prepare the budget which will help to utilise the fund
in systematic manner.
14. Set activities accordingly – After preparing the budget, it will become important for
project manager that they will divided that activities as per prepared budget.
15. Books Ambiances - University will required to book the ambiances by considering the
budget which they have prepared.
16. Develop invitation cards – For the purpose of inviting different guest, univesrities in the
event, cards will be printed.
17. Book caterers – By preparing the cards, it will be helpful the QA Higher Education
university to decided and book the caterers for event.
18. Invite media – For the purpose of attracting more number of learners towards university,
QA Higher Education University will invite the media for promotional work.
19. Hire bloggers – Digital marketing is one of the important source of doing promotional
work which means that QA university will require bloggers and writers who can write the
content related to the advantage technologies being used in the premisses of university.
20. Analysis effectiveness – For the effectiveness, feedbacks and suggestion will be taken by
the project managers.
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3. Risk register
Risk register is tool as well as technique that an business firm use for identifying risk and
for developing risk management plan in appropriate way. Explanation of risk register in relation
to QA Higher Education University are mention below :-
Risk Mitigation
Action
Contingency
Action
Pre action score
(Out of 10, where
10 is high risk and
1 is low)
Post action score
(Out of 10, where
10 is high risk
and 1 is low)
Product which
required in
event get delay
To minimise
chances of such
risk it is
If such situation
will occur there
will be
4 6
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in delivering. important to
prepare
agreement in
which it has
been mention
that delay in
product delivery
as taken as legal
action (Fortune
and et.al., 2011).
As respective
university can
file legal action
against it.
requirement of
some alternative
plan. Thus,
project manager
have to design
alternative Plan B
to minimise its
negative impact
on plan.
Need of pupil
not match with
university goods
Situation of
change in
student demand
occur then it is
necessary to ask
for demand and
more facilities
(Kerzner and
Kerzner, 2017).
For this project
manger of QA
Higher Education
university have to
decide for
updating there
facilities as well
as strategies as
per student
demand which
will identify by
taking feedbacks.
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Increase in
requirement of
resources result
in fluctuation
In this project
manger manage
as well as design
appropriate
To tackle this
situation in
effective and
appropriate
7 3
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within budget or
cash flow.
strategies for
distributing cash
within effective
and appropriate
manner as per
the requirement
of activities
(Ramazani and
Jergeas, 2015).
manner respective
university project
manger have to
take loan from
bank or any other
financial
institution for
short term
(Kerzner and
Kerzner, 2017).
4. Risk management plan and PEIENCE 2 theory
(a) Risk Management Plan
Risk management plan is technique which adopted by an business firm for analysing risk
within effectual manner so it is important for them to develop strategies appropriately. With the
help of the approach it will be easy for company to analyse as well as minimise risk factors
which help them in accomplishing objectives of specific task within effective manner (Ramazani
and Jergeas, 2015). Along with this, with the assistance of risk management plan an organisation
have to analyse risk in advance and help in saving money. There are several effectiveness of risk
management plan which are mention below along with impact of ignoring risk :-
 Identification of risk :- Through implementation of risk management plan an
organisation will be able to identify risk within effective manner. Such practices will
assist in framing strategy related to risk management within better manner. According to
this, project manager of QA Higher Education University will be able to determine micro
as well as macro both factors which help in developing strategies and policies within
suitable way.
 Assure high quality work :- With the assistance of risk management plan an
organisation will be able to identify risk that will result in framing strategy as well as
completing work in appropriate way. By the project manager of QA higher education
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university frame plans, regulation, policies, strategies that will aids in saving time and
resources while starting task. In addition to this, through such methods events will
organised and there objectives can be accomplished in suitable way.
(b) PRIENCE 2 Theory
It is theoretical framework that an business utilise while they are conducting any type of
project. PRIENCE 2 theory focus on three aspects of events and controlling event from starting
point to till its end along with completion of project in effectual manner. By respective
framework QA Higher Education University project manager will analyse strength as well as
weakness explanation of these are as follows :-
Strength :-
 Predictable :- Through implementation of PRIENCE 2 theory QA higher Education
University project manager will able to predict things and analyse risk in better manner
(Kerzner, 2013). With aids of this they can develop strategy in suitable manner.
 Time and Cost Effective :- By adopting respective method QA Higher Education
University will be able to completed process or task within required time duration and
budget. This help in making overall event effective and efficient.
Weaknesses :-
 Complex :- PRIENCE 2 theory is difficult and complex in adopting due to which not
much people are implementing this in their working. Thus, for implementing this
framework within working of QA Higher Education University is not suitable as it
require much funds for training of their staff members so they will be able to work on it.
 Not realistic :- In PRIENCE 2 theoretical framework few steps taken are which are not
realistic and it will not assist in finding risk in effectual as well as proper way (Meng,
2012). Due to all these reason respective theoretical framework is not consider as realistic
approach.
CONCLUSION
After going through above mention report it has been concluded that for an organisation
event planning is important and it involve various activities such as market analysis and
determining potential customers. Along with this, through proper planning it become easy for
business firm to develop strategy, plans as well as prepare budget within effective way. In
addition to this, for an association it has been recommended to adopt PRIENCE 2 method
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because it will provide assistance to them in identifying strength and weakness of project in
better way. Moreover, it is manager responsibilities or duty within organisation to analyse
resources as well as staff if it is needed then they have to frame strategy as per that and modify
existing. It is necessary to frame risk management plan which can be possible after identifying
risk and develop strategy in relation to it.
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REFERENCES
Books and Journal
Braglia, M. and Frosolini, M., 2014. An integrated approach to implement project management
information systems within the extended enterprise. International Journal of Project
Management. 32(1). pp.18-29.
Bucero, A. and Englund, R.L., 2015, October. Project sponsorship: Achieving management
commitment for project success. Project Management Institute.
Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Fortune, J. and et.al., 2011. Looking again at current practice in project
management. International Journal of Managing Projects in Business. 4(4). pp.553-
572.
Hanisch, B. and Wald, A., 2011. A project management research framework integrating multiple
theoretical perspectives and influencing factors. Project Management Journal. 42(3).
pp.4-22.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Meng, X., 2012. The effect of relationship management on project performance in
construction. International journal of project management. 30(2). pp.188-198.
Meredith, J.R. and Mantel Jr, S.J., 2011. Project management: a managerial approach. John
Wiley & Sons.
Ramazani, J. and Jergeas, G., 2015. Project managers and the journey from good to great: The
benefits of investment in project management training and education. International
Journal of Project Management. 33(1). pp.41-52.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
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