PROJECT MANAGEMENT.

Running Head: PROJECT MANAGEMENT 0
PROJECT MANAGEMENT
STUDENT NAME
12-27-2018

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Contents
Introduction......................................................................................................................................2
Project context.................................................................................................................................3
Rationale for proposed plan.............................................................................................................3
Technique 1: SWOT analysis..........................................................................................................4
Technique 2: Work breakdown structure........................................................................................7
Technique 3: Gantt chart.................................................................................................................9
Technique 4: Risk analysis............................................................................................................11
Technique 5: RACI matrix............................................................................................................13
Technique 6: Stakeholder management strategy...........................................................................15
Conclusion.....................................................................................................................................18
References......................................................................................................................................19
Appendix1 SWOT Table...............................................................................................................22
Appendix 2 Work breakdown structure.........................................................................................23
Appendix 3 Gantt chart (Jan 2019 to Oct 2019)............................................................................24
Appendix 4 Risk analysis..............................................................................................................24
Appendix 5 RACI Matrix..............................................................................................................25
Appendix 6 Stakeholder management strategy.............................................................................26

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Introduction
Event management is a program, which includes managing an event planned, organized,
monitor, and controlled effectively. An event manager plays an important role in this case. In the
report, event management with six major techniques will be discussed. Events could be a
festival, ceremonies, weddings, concerts, conventions, and conferences, which are created and
implemented effectively, and completed on time and within the budget decided.
Project management has various techniques, which will be helpful in managing the project
effectively, and competition of the event on time and within the estimated budget. The major six
techniques included in the report are SWOT analysis, Work breakdown structure, Gantt chart,
Risk analysis, RACI matrix, and stakeholder management strategy. Through these techniques,
the project strengths, weakness will be identified, which may be used to gain opportunity and
avoid threats related to the project. The activities and task to be performed for project
management, their scheduled activities, and who will perform the activities are identified through
these techniques. Moreover, the strategy to manage various stakeholders of the projects is also
planned for the successful completion of the project. Three major things needed to implement a
project plan is money, people, and schedule, which will be included in the report while
discussing the project management techniques (Kerzner, 2017).

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Project context
In the report, the project to be managed and taken for discussion is a local art festival event that
is to be created and managed for environmental sustainability promotion that has to be held
across the city next summer, which will be conducted from May to September. The Chief
Executive of Metropolis City Council is willing to organize these events. The project plan is to
be developed, for the Culture and Leisure Committee that will include the way the team is going
to manage the project for timely completion of the project and with the budget estimated that is £
50,000.
The activities or task that needs to be included in the project is identifying a theme for the
festival; managing relationships with stakeholders; planning appropriate events; ensuring
licenses are in place; managing health and safety and developing media and publicity for events
(Tuner, 2014).
The rationale for the proposed plan
The project plan and methods used for project management are taken because the major aspects
to consider for management of the project were time, budget, schedule, and activities. For this,
the SWOT analysis was done for internal and external analysis of the project. The activities to be
conducted and managed are analyzed through a work breakdown structure. The schedule of the
activities, to ensure that they are completed on time is done through Gantt chart understanding.
The personnel and its due responsibility are delegated with the use of the RACI matrix. The risk
which can be responsible for crossing the budget were analyzed and mitigate through risk
management strategies, and the stakeholders, who are important aspect in the project, needs to be

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managed, for which they are classified according to the priority, and the respective strategies are
formed through stakeholder management strategy method (Lock, 2017).

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Technique 1: SWOT analysis
This technique is helpful in identifying the key strength and weakness of the project that has to
be managed, and major opportunities and threats are identified which are attached to the event.
From Appendix 1, SWOT table key points to be discussed are:
Strength
 Natural attraction – for this local art festival, the aim is to promote environmental
sustainability, where attraction through the natural beauty of the city is presented, which
one of the major tourist attraction as well
 Cultural attractions – in the art festival, the culture of the region is majorly included in
the event, while promoting environmental sustainability. Therefore, this event has a
responsibility to attract culture, which is one of the key strength of the project
 Institutional infrastructure
 Environmental sustainability – as already discussed, the major motive of the whole event
is to promote environmental sustainability, and this is implemented through the event
effectively, which is a great strength of this project (Harding, 2017)
Weakness
 Lack of publicity – since the local art festival is not as popular as other musical events,
promotional techniques could not include publicity
 Lack of stakeholders participation – stakeholders are not interested in participating in
such events, therefore it is one of the weaknesses of the project

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 Lack of shopping points – since it is an art festival, the shopping points are not there in
the event, which could be one of the attractions for the guest, but unfortunately, this is
one of the weaknesses of the project
 Lack of entertainment – the environmental stability is the major focus, due to which the
entertainment source is low in the event, which is another weakness observed in the
project
 Limited resource capacity – resources are limited, as it is to be planned in the city,
therefore it seems to be another weakness or limitation of the project
 Coordination – since it is an event, which will run from May to September, the
coordination could one of the problematic points of the program
 Funding limitations – the source of funds are limited to the local art festival, which could
restrict the resources used and required for execution
Opportunity
 Employment opportunities – the project is a source of income for many people, as it
generates employment for many people involves in the project.
 Cultural tourism integration – various culture could be seen at the same place, or ground,
which indicates the integration of the culture
 Accommodation opportunities – accommodation can be provided to the guest in the city,
who came to visits the event
 Contribution towards culture, historical value and natural value of the region
 Economic growth – this event can be responsible for the regional and national growth
 Creative exposure – exposure to creativity is another key opportunity from this project

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 Sponsorship – as various sponsors are involved, through which the companies can
promote their brand name through the event
Threat
 Inadequate governance – the governance required for the project execution could be
inadequate, which is a threat for the timely completion of the event
 Loss of unique historical values – as to promote environmental sustainability, the
historical values of the city can be ignored
 Disruption of cultural and ecological structure – since the project execution will be
responsible for resources utilization, it could disrupt the city’s ecological and cultural
structure
 Environmental impact – the waste produced by the project, could impact badly on the
environment
 Political effect (Ho, 2014)

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Technique 2: Work breakdown structure
This technique of project management, explains the work or activities to be conducted for the
project through a structure. From Appendix 2, WBS structure for local art festival management
includes seven major work, which will further be diversified into activities:
 Organize event team – initial work in the project to be managed is to create and organize
a team by the project manager, this work includes the formation of the executive team,
searching and selecting event performers and helpers, such as stalls, and creativity
executer, who will be responsible for the promoting environmental stability. Moreover,
budget estimation is also done, which is £ 50,000 for this project
 Performance activities – this is another task to be included, which will include the
activities to be managed, related to the performance. This work further includes drafting
and selecting programs to be included to promote environmental sustainability, and the
practice of the performance to be conducted is considered, the progress of the project is
reviewed as well, and for the performance to be conducted, the necessary equipment is
acquired efficiently.
 Venue acquisition – another work is the management related to the venue, where the
event is to be conducted. in this case, the venue is a city area, but in the city, there are
particular areas, parks, and places, where this event can be conducted. All the activities
like a control room, the layout of the venue is planned in this stage. The major activities
under this category are venue proposal, preparing the venue, setting up of the control
room, equipment is to be set, decoration of the venue and stage, and layout and seating
arrangement within the venue selected and approved (Dindarloo, 2015)

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 Refreshment Preparation – under this category, all the work related to managing food and
beverage is conducted here. The basic facilities are to be provided to the guest who is
visiting the event, for which the arrangement of refreshments are important
 Sponsorship – the sponsors are required to plan and execute any event. Searching for the
sponsors is the major task included in this category of work. Moreover, ticket printing
and selling is also included in this work category
 Actual event month – this is where the actual project is executed and managed effectively
with the estimated budget and on time. This included all the activities related to the
implementation and planned and schedule work comes into existence
 Post-event management – the work is not over with the event, management is also
required after the event, which includes activities like review meeting to analyze the
impact of the project, and is the objective of the project achieved effectively (Heagney,
2016).

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Technique 3: Gantt chart
This technique of project management is a graphical representation of activities involved in the
project and the time of execution of each activity. This is a bar graph, which represents the
schedule of the project. Henry Gantt propounded this method in 1910. This technique is helpful
in planning, coordinating, and tracking a particular task to be conducted in the project on time.
From Appendix 3, the Gantt chart for the local art festival represents various activities, for which
Gantt char from January 2019 to October 2019. Those activities were:
 Project Theme – the theme of the project is to be decided, which is done in the initial
stage of the project management that is in January and February (Slack, 2015)
 Budget estimate – this one of the most important activity, on which the whole project is
planned and managed that, is the cost estimation of the project. For this project, the
budget was pound 50,000, which was decided in the first month of the project that is
within Jan 2019
 Team formation – the next activity is to form an executive team, which will execute the
planned project effectively. This crucial step is conducted in March.
 Event Planning – planning the events in the project is another activity to be performed
which will be done for three months, that is February, March, and April
 Stakeholder Relationship Management – the relationship is to be managed among the
relationship, which is an ongoing activity in the project, therefore it will be conducted
from February to October

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 Venue Preparation – venue selection, designing, and preparation activity is scheduled to
be conducted in March and April, that is before the actual commencement of the event
 Refreshment Preparation – preparation for the food and beverages is done during the
actual event that is from May to September
 Sponsorship – the sponsors are searched and selected before the actual conduct of event
that is during the period of March and April
 Health and safety management – arranging the health and safety facility, and managing
the same for the whole event that is from May to September (Sharon, 2017)
 Promotional activities – promotion is conducted before the event and during the event is
conducted, that is from January to September
 Actual event execution – the actual event is to executed as scheduled from May to
September
 Post-event management (Review meeting) – this activity is to be conducted after the
completion of the event. It is the last stage of the project to be managed, that’s is to be
held in October (Acharya, 2017)

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Technique 4: Risk analysis
According to this technique of project management, the risk that is involved while implementing
and completing the project manager identifies the risk at the earlier stage, so that the risk can be
mitigated or minimized largely, for more effective and efficient completion of the task. For this
purpose, risk management strategies are created to manage the risk. The risk analyzer, as
conducted in appendix4 were:
 Risk of cost overrun – one of the major risk involved with the project is that the cost of
the project can exceed the estimated cost, which makes the project to overrun the budget
planned. For this, the risk can be managed by arranging additional resources, which can
be used to decrease the cost of the assets and other expenses. Moreover, the manager can
timely monitor and control the cost occurred in the project and estimated, in case of
deviation, the cost has to reduced and ensure no difference is there and the actual cost is
not exceeded(Jahn, 2018).
 Risk of enough sponsorship – getting sponsorship is a risky element that is if the project
or event does not have enough sponsors, the event cannot be run successfully. For this
risk to mitigate, the strategy involves to search for the sponsors, well before the event is
to be conducted, it can be done once the budget and team for the project execution are
formed (McMakin, 2018).
 Risk of inability to acquire equipment – acquiring correct equipment in most efficient
cost is an essential activity. The risk involved that equipment is not able to acquire is
involved in the project. This can be mitigated through, forming logistic team at the time
of executive team formation, as a whole team will be held responsible for accruing of

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equipment, on time and most cost-effective. Since a whole team will be concentrated
over a single task, the risk is minimized to a large extent (Taroun, 2014)
 Risk of timely availability of enough refreshments – the food and beverage is something,
which has the maximum risk, as the food can be short according to the guest or there is
the risk of damage of food. For this risk to mitigate the strategy is to have a contingency
plan and alternative option ready to serve to the customer, like a link with the fast food
chain. Moreover, the packed food which does not have a risk to be rotten can be included
in the menu (Pinho, 2015)
 Risk of unapproved venue proposal – the venue proposes have a risk to be unapproved
and rejected, in such a scenario, to mitigate this risk; several alternative proposals must
be ready. So that, in case of rejection of one proposal, another proposal can be asked for
approval (HSE, Risk at Work - Personal protective equipment (PPE), 2018)

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Technique 5: RACI matrix
This technique of project management includes the graphical presentation of the activities to be
performed in the project and the person who is responsible, accountable, consulted, and informed
about the activity. Therefore, the delegation of the authority and responsibility of personnel is
clearly specified. The four major aspects of the matrix is
 Responsible – the person who will be completing the activity
 Accountable – the person who will take due decisions, and actions would be taken by him
or her on the tasks
 Consulted – the person who is consulted, that is asked for the suggestion, and then the
decisions are taken into account for the task
 Informed – people in the project to whom the decision is taken are communicated and
updated (Abusharma, 2015)
From Appendix 5, there was some key personnel, who were responsible, accountable,
consulted, and informed related to different activities that are to be performed while project
management of local art festival. Some of those key personnel were:
 Chief executive – the chief executive of the Metropolis City Councils is the personnel
who wish to conduct these events. From the matrix, it can be said that he is accountable
for the budget, consulted for the activities decision like Project Theme, Stakeholder
Relationship Management, Sponsorship, and Promotional activities, and for rest of the
activities he does not show much interest and just informed by the event manager.
 Culture and Leisure Committee – the project plan is developed for this committee, to
decide how the team will manage the project. This committee is accountable for

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Stakeholder Relationship Management, Sponsorship, and Promotional activities;
consulted for Project Theme, Budget estimate, Team formation, Event Planning, Venue
Preparation, Actual event execution, and Post-event management (Review meeting); and
informed for Refreshment Preparation, and Health and safety management.
 Project manager – project manager, is a person managing the project actually. He is
accountable for its team and takes a related decision. He is accountable for Project
Theme, Team formation, Event Planning, Stakeholder Relationship Management, Venue
Preparation, Refreshment Preparation, Health and safety management, Actual event
execution, and Post-event management (Review meeting); consulted related to
sponsorship task, and responsible for promotional activities, and execution of the budget
estimated (William & Facciola, 2017)
 Stakeholders – there are various internal and external stakeholders in the project, who
are consulted for the majority of the task and are not accountable much in the project
management tasks.
 Execution Team – execution team is largely responsible for most of the task in the
project management. as the name suggests the team is to execute the activities
planned, therefore, they are held responsible for the activities to be implemented
(Tonchia, 2018)

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Technique 6: Stakeholder management strategy
This technique of the project management, explains the classification and identification of
various stakeholders of the project management and for the strategy, a matrix is used, as
presented in Appendix 6 through the power and index model. Managing the stakeholders is a
difficult task, and the strategies are to be formed according to the classification of the
stakeholders
The internal stakeholders of this event were:
 Guest & VIP manager
 Programming Manager
 Medical
 Welfare
 Safety
 Site Manager
 Sound & lighting production
 Traffic Management
 Backstage manage
 Event Assistant
 Production Manager
 Stage Managers
 Security
 Site crew
 Event Manager

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The external stakeholders of this event are :
 Market Stalls
 Exhibitors
 Sponsors
 Contractors and Suppliers
 Regulating Authorities
 Clients Participants/Artists Speakers/Performers
 Volunteers & Stewards
 Relevant Community Organizations
 Local Community
 Interest Groups and Associations
 Program & Promotional Printing
 Audience
 Venue Owner
 Industry Sector Organizations (sustainable-event-alliance, 2018)
From Appendix 6, power and interest model, indicates that while managing the stakeholder
the stakeholders can be prioritized according to their interest in the project and impact of
them on the ability to influence that is a power of stakeholders. The four strategies according
to the matrix is
1. Keep satisfied – this is the first grid of the matrix, which indicates high power of
the stakeholder, but the interest of the stakeholder is low, the strategy is to keep
these stakeholders satisfied so that their interest tends to increase in the project.

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2. Monitor – according to this grid of the matrix, the power and interest of the
stakeholders are low, which indicates that the strategy to manage this stakeholder
must be monitoring, as these require lesser effort, and no need to waste time on
these stakeholders
3. Keep informed – a grid where the stakeholders are largely interested in the
project, but they do don have high power. The strategy for these groups of
stakeholders is to keep them informed and updated about the various tasks.
4. Manage closely – this grid includes stakeholders that have high interest in the
project and high power to influence. Therefore, for such stakeholders, the most
suitable strategy is to manage closely and take the utmost care for such
stakeholders. Because these play a major role in the project and needs to be
managed for effective competition of project
This model is helpful while creating strategies because it is ensured that the time is not consumed
with the stakeholders, which are least important according to the project, and the management
does not ignore the stakeholders, which are most important (PMI, 2018).

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Conclusion
To conclude the report, it can be said that project management plays an important role in
planning and implementing an event. The report included the management of a project of a local
art festival event. For the project management, six techniques were analyzed, first one was
SWOT analysis. The strength of the project analyzed was a natural attraction, cultural attractions,
institutional infrastructure, and environmental sustainability. The weakness was lack of publicity,
lack of stakeholder’s participation, lack of shopping points, lack of entertainment, limited
resource capacity, coordination, and funding limitations. The opportunities identified were
employment opportunities, cultural tourism integration, and accommodation opportunities
contribution towards culture, historical value, and natural value of the region, economic growth,
creative exposure, and sponsorship. The threats observed were inadequate governance, loss of
unique historical values, and disruption of cultural and ecological structure, environmental
impact, and political effect.
The activities to be conducted were identified, which were project theme, budget estimate, team
formation, event planning, stakeholder relationship management, venue preparation, refreshment
preparation, sponsorship, health, and safety management, promotional activities, actual event
execution, and post-event management (review meeting). Through the Gantt chart, these
activities were scheduled, and through a RACI matrix, the desired personnel for respective
activities were delegated. Moreover, the four stakeholder management strategies identified
through the priority matrix were keep satisfied, monitor, keep informed, and manage closely.

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References
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Software Projects. International Journal of Application or Innovation in Engineering &
Management , 4(1), p. 214.
Acharya, S., 2017. Chart Forms. In Pro Tableau, Volume 1, p. 547.
Dindarloo, S., 2015. Work breakdown structure (WBS) development for underground
construction. Automation in Construction, Volume 58, p. 85.
Harding, S., 2017. MBA management models. London: Routledge.
Heagney, J., 2016. Fundamentals of project management. s.l.:Amacom.
Ho, J., 2014. Formulation of a systemic PEST analysis for strategic analysis.. European
academic research, 2(5), p. 6478.
HSE, 2018. Risk at Work - Personal protective equipment (PPE). [Online]
Available at: http://www.hse.gov.uk/toolbox/ppe.htm
Jahn, U., 2018. Managing technical risks in PV investments: How to quantify the impact of risk
mitigation measures for different PV project phases?. Progress in Photovoltaics: Research and
Applications, pp. 597-607.
Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and
controlling. s.l.:John Wiley & Sons.
Lock, D., 2017. Advanced project management: a structured approach.. London: Routledge.

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McMakin, A., 2018. Risk communication: A handbook for communicating environmental, safety,
and health risks. s.l.:John Wiley & Sons.
Pinho, R., 2015. A risk-mitigation approach to the management of induced seismicity. Journal of
Seismology, pp. 623-646.
PMI, 2018. Stakeholder management strategies. [Online]
Available at: https://www.pmi.org/learning/library/stakeholder-management-strategies-applying-
risk-management-7479
pmstudycircle, 2018. stakeholder-analysis-stakeholder-management-strategy. [Online]
Available at: https://pmstudycircle.com/2012/06/stakeholder-analysis-stakeholder-management-
strategy/
[Accessed 2012].
Sharon, A., 2017. Model‐Based Project‐Product Lifecycle Management and Gantt Chart Models:
A Comparative Study. Systems Engineering, 20(5), p. 447.
Slack, N., 2015. Gantt Chart. Wiley Encyclopedia of Management, Volume 1, p. 1.
sustainable-event-alliance, 2018. Identify Stakeholders. [Online]
Available at: https://sustainable-event-alliance.org/how-to-guides/stakeholder-engagement/
identify-stakeholders/
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Tonchia, S., 2018. Project Communication. In Industrial Project Management, Volume 1, p.
143.

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Tuner, J., 2014. Handbook of project-based management (Vol. 92).. New York: NY: McGraw-
hill.
William, K. & Facciola, J., 2017. Effective Communication. In The Legal Technology
Guidebook, p. 75.

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Appendix1 SWOT Table
Strength
 Natural attraction
 Cultural attractions
 Institutional infrastructure
 Environmental sustainability
Weakness
 Lack of publicity
 Lack of stakeholders participation
 Lack of shopping points
 Lack of entertainment
 Limited resource capacity
 Coordination
 Funding limitations
Opportunity
 Employment opportunities
 Cultural tourism integration
 Accommodation opportunities
 Contribution towards culture,
historical value and natural value of
the region
 Economic growth
 Creative exposure
 Sponsorship
Threat
 Inadequate governance
 Loss of unique historical values
 Disruption of cultural and ecological
structure
 Environmental impact
 Political effect

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Appendix 2 Work breakdown structure
Local art festival
Organize event
team
Formation of
executive team
Selection of
event helpers
and performance
Budget
estimation
Performance
activities
Programs
drafting and
selection
Performance
practice
Progress review
Equipment
acusitions
Venue
acquisition
venue proposal
venue
preperation
sControl room
set up
Equipments set
up
stage decoration
venue layout
Refreshment
Preparation
Beverage and
food ordering
Food selection
set up
Sponsorship
secure
sponsorship
Ticket printing
Ticket selling
Actual event
month
Execution of
event
Post event
management
Review meeting
digital
distribution

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Appendix 3 Gantt chart (Jan 2019 to Oct 2019)
Tasks / Activities
Ja
n
Fe
b
Ma
r
Ap
r
Ma
y
Ju
n Jul
Au
g Sep Oct
Project Theme
Budget estimate
Team formation
Event Planning
Stakeholder Relationship
Management
Venue Preparation
Refreshment Preparation
Sponsorship
Health and safety management
Promotional activities
Actual event execution
Post-event management
(Review meeting)
Appendix 4 Risk analysis
Risk analyzed Risk management strategies
Risk of cost overrun  Additional resources
 Ensuring no difference in budget

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estimated and actual cost
Risk of enough sponsorship  Starting sponsorship search earlier
Risk of inability to acquire equipment  Creation of the logistic team along
with the executive team
Risk of timely availability of enough
refreshments
 Having an alternative plan like fast
foods
Risk of unapproved venue proposal  Having alternative venue proposals
Appendix 5 RACI Matrix
Responsible
Accountabl
e
Consulted
Informed
Tasks / Activities
Chief
executiv
e
Culture and
Leisure
Committee
Project
manage
r
Stakeholde
rs
Executio
n Team
Project Theme C C A I R
Budget estimate A C R C I
Team formation I C A I R
Event Planning I C A I R
Stakeholder Relationship C A A R R

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Management
Venue Preparation I C A C R
Refreshment Preparation I I A C R
Sponsorship C A C A I
Health and safety
management I I A C R
Promotional activities C A R I R
Actual event execution I C A C R
Post-event management
(Review meeting) I C A I R
Appendix 6 Stakeholder management strategy
Power and interest model
Figure 1: (Source: (pmstudycircle, 2018)