Project Plan: Food & Beverage for Musicians at ANZ Stadium - Frontier

This project plan outlines the organization of a food and beverage service for a music event at ANZ Stadium, managed by Frontier Touring. It includes a SMART analysis, executive summary, force field analysis, and a breakdown of activities. The plan details required resources, project clarifications via email and meeting minutes, project purpose and objectives, scope (in and out), and stakeholder analysis. Further sections cover project parameters, team consultation, relevant government legislation, related projects, a project budget and cost estimation, and risk assessment and management strategies, providing a comprehensive overview of the project's planning and execution phases.

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XXX PROJECT PLAN FOR XXX
Project Submitted by:
PROJECT TITLE
Food and Beverage Project for Musicians in ANZ Stadium
S: This project is specific as because the project contains all the project are specified in this
project.
M: This project is Measurable as all the time and cost are measured from before.
A: This project is assigned to the project manager. So this can be stated as assignable also.
R: This project is realistic as the project is going to take place in the ANZ stadium and the
events are listed in the Project.
T: Time-Related: this project is time related as there is specific time allocated to complete the
project.
EXECUTIVE SUMMARY
This project deals with the Frontier training company who is organizing a music event in the ANZ
stadium of Australia. As this is a grand event and wants it to be successful the Director of Frontier
Training has decided to divide the work between the different project managers giving them each a
sub-projects. This project has detail of a sub-project within the project. The sub-topic chosen for the
project is Food and beverage project. Gantt chart, resource sheet, cost estimation, and risk
assessment are all discussed in this paper related to the case study given.
FORCE FIELD ANALYSIS FOR THE PROJECT
Driving forces Restraining forces
Sponsors will provide
fund for the Project
Implementation cost is very
high
Popularity of Selected
Food Brands
Poor Quality of Raw Materials
Possible high Revenue
because of huge crowd
Lack of adequate amount of
Raw Materials
INTRODUCTION
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The case study in this report is about Frontier Touring which is one of
the most proactive and long standing concert promoters. Frontier had many records of arranging
successful concerts all over Australia and has expertise in event management organizing numerous
number of concert projects. The company has developed itself to one of the most respected touring
companies in Southern hemisphere. The Frontier Touring is a big organization, which organizes the
concert projects in Australia. This time the organizing a music event in the ANZ Stadium of Australia.
The details of the project is explained in this project.
LIST OF ACTIVITIES OR WORK BREAKDOWN STRUCTURE
Task Name
Food and Beverage Project
Initiation Phase
Meeting with the client
Visiting the Venue
List of Invitations
Conforming the contract
Signing the Contract
Development Phase
Listing the Food items
Meeting with stakeholders
Conforming the Food Items
Contact the raw material suppliers
Conform the items with suppliers
Contact the caterers
Sign in Contract with caterers
Implementation Phase
Setting up Stalls
Transportation of raw materials
Setting up Equipment
Instruction for preparing the food
Serving the food
Closing Phase
Payment to the Suppliers
Final meeting with the Stakeholders
Receive the Payment
Signing off the Procurement
Closing the procurement
REQUIRED RESOURCES
Resource Name
1. Project Manager
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2. Procurement Manager
3. Finance Manager
4. Labors
5. Chefs
6. Volunteers
7. Stall Setup
8. Food Raw Material
9. Beverage Cans
10. Cooking Equipment
11. Others
SEEKING PROJECT CLARIFICATION
PROJECT CLARIFICATION EMAIL
<Date>
To,
< Name, Designation>
<Project Organisation>
Subject: Seeking project clarification
<Dear Name>
I am writing this letter to you because I have been assigned as the project manager by
Frontier Training for organizing the Food and beverage in an event. The event is going to take
place in ANZ Stadium and it a grand event that is going to take place. It will be a music concert and
I have been assigned for the Food and beverage project.
I need your expert suggestion and advice about the way I will start preparing for the event.
The management opportunity that I got from the Frontier Training is a big opportunity and I needs
your experienced suggestion for covering this event.
The scope of the project that I have decided is to have all the raw materials gathered and
talking with all the suppliers in personal by organizing meeting with them. I have also prepared a
Gantt Chart stating all the activities that will take place for completing the project. Please, guide me
about how to carry out with the next part of the project and please suggest if I need to do any
modification in the part I have already completed.
As I do not have experience of organizing a big event similar to this, I need you
suggestions for completing this project successfully. There are many stakeholders as well in this
project who will provide sponsorship for this event. Please, suggest how to manage them and
complete all the requirement of the project. I am requesting you to arrange a meeting so that we
can discuss over the issues and get your idea about how to successfully complete the project.
I appreciate your consideration and eagerly waiting to have a meeting with you at some
convenient time of yours.
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Thanks,
<Your Name>
<Signature>
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PROJECT CLARIFICATION MEETING MINUTES
Project Name: Food and Beverage Project
Meeting Subject: Meeting with Senior project manager for expert advice
Date:
Attendees/Participants:
Issues:
The issues that were faced in the meeting were:
1. Overspending of money and not having enough money.
2. Small things such as enquiring the quality of food is not considered.
3. Running out the specified time.
4. Transportation problems.
5. Many Guests out of the invitation list.
6. Suppliers drops out.
Decisions:
The decisions that are made corresponding to the above stated issues are:
1. Checking the total amount available in hand and fixing the budget of the project keeping an
amount from it as extra money when needed.
2. The project manager and the chef should taste the quality of food before serving them to the
invitee. The quality of food should not be bad after serving it to the invitee.
3. The time should be maintained by dividing the project in smaller sections and completing the
project in the specified time.
4. There should be arrangement of extra transportation in case of emergency.
5. There should be some extra amount of food for some extra guests that might come at the event.
6. The project manager should at least have two or three suppliers in hand if one drops out.
Actions:
1. The project manager should checking the total amount available in hand and fixing the budget of
the project keeping an amount from it as extra money when needed.
2. The project manager and the chef should taste the quality of food before serving them to the
invitee. The quality of food should not be bad after serving it to the invitee.
3. The project manager should maintain the cost of the project by dividing the project in smaller
sections and completing the project in the specified time.
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4. The project manager should arrange extra transportation in case of emergency.
5. The project manager of the project should keep an extra amount of food for some extra guests
that might come at the event.
6. The project manager should at least have two or three suppliers in hand if one drops out.
Deadlines:
All the project activities should be completed before starting of the event and there should be less
number of work left for the time of event.
Signatories:
_________________________
Senior Project Manager (Trainer to act as this role)
_________________________
Project Manager (You)
_________________________
Team Leader (Use a fellow student)
PROJECT
PURPOSE AND
OBJECTIVES
The purpose of this project is to organize a food and beverage for an event in the
ANZ Stadium. The project manager is hired to organize the event by dividing it in to
sub projects and completing the project in time. The need of the project is to carry
out all the activities involved in the project.
The objectives that are included in this project are:
1. To investigate all the important factors included in completing the project.
2. To study the required budget and time for completing the project for Frontier
Training.
3. To study the resources included while carrying out the project.
PROJECT
SCOPE
In-Scope:
The project in scope is to carry out the project successfully for making the event
successful. The scope of the project is to define a project schedule before starting
the project so that the project is completed at the required time.
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Out of Scope:
The out scope of this project is not getting any extra guests in the event and do
not have any extra amount of food left over.
STAKEHOLDER
ANALYSIS Stakeholder 1: Project manager
Roles and Responsibilities:
The roles and the responsibilities of a project manager is to organize the project
and divide the project in different groups so that the project gets completed
simultaneously at the same time.
Stakeholder 2: Procurement manager
Roles and Responsibilities:
The role of procurement manager is to buy all the raw materials and the equipment
for the event. The procurement manager also sticks to the budget and the time that
is fixed by the project managers and ensures that operates profitably.
Stakeholder 3: Finance Manager
Roles and Responsibilities:
The main responsibility of the finance manager in the project is to look at the
finance of carrying out the project. The amount needed to carry out this project is
fixed by the project manager and the finance manager needs to be follow the
budget that is fixed. The finance manager directs the investment activities and also
develops the strategies in the project and helps to carry out the financial goals.
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PROJECT
PARAMETERS
The project delivers the following:
1. The project Gantt Chart is to be delivered by the end of this project.
2. This project also delivers the resource sheet that states the resources that are
to be included for completing the project.
3. There is also a risk analysis that is to be delivered in this project.
PROJECT
TEAM
Include the team names, team leaders (get some your fellow classmates to
be team leaders) and number of team members in each team.
(To be Filled by the Student)
Project Team Consultation Minutes:
Team members present:
Date:
Issues raised:
Signatories of all members present:
RELEVANT
GOVERNMENT
LEGISLATION
AND CODES OF
PRACTICES
The relevant government legislations that are related to this project are
Privacy Act 1988
Privacy Regulation 2013
Freedom of Information Act 1982
CURRENT OR
FUTURE
RELATED
PROJECTS
The other projects that are related with this project are
Venue & Event Security Project
Stage Management & Organising Project
Cleanliness and Maintenance Project
PROJECT BUDGET & COST ESTIMATION
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Cost Factor Number of items/units Total for the cost factor
Project Manager 01 $38,000
Procurement Manager 01 $30,400
Finance Manager 01 $23,040
Labors 10 $500
Chefs 05 $17,600
Volunteers 100 $8,000
Stall Setups 5 $10,000
Food Raw Material 20 $2,000
Beverage Cans 50 $2,500
Cooking Equipment 40 $4,000
Others $500
Total $136,040
PROJECT RISKS
Risk 1:
Risk Management Strategy:
Identifying the elements and the activities that might have a risk in the project.
Risk 2:
Risk Management Strategy:
The risks that are associated with each of the element and activities.
Risk 3:
Risk Management Strategy:
Determining the possibility of risk occurrence and the severity related to risks.
RISK ASSESSMENT AND MANAGEMENT (INCLUDING WH&S)
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FREQUENCY CONSEQUENCE
Insignificant
outcome
Minor
outcome
Moderate
outcome
Major
Outcome
Catastrophi
c outcome
Almost certain Delaying in
Transportatio
n
Likely More number
of guest than
estimated
Possibly
Unlikely
Delaying in
preparation
of food
Rare
 Risk 1- Delaying in Transportation: The project manager should have other way of
transportation so that if one fails, the other will work.
 Risk 2- More number of guests than estimated: There should be arrangement of some
extra guests. The food should be prepared accordingly.
 Risk 3- Delaying in preparation of Food: If the time of preparing food is delayed, the
procurement manager should have extra chefs so that they can provide the food at the right
time.
VARIANCE REQUEST
Variance Form
Issued By: Requested By: Change Request No: Date:
Item of Scope Affected More number of guests appeared in the event that estimated
Nature of Change Requested Need more include amount of food and increase the amount
of raw materials. Need more number of chefs to prepare the
food.
Reason for Change As there are more number of guests, there should be more
number of food. As a result, the project manager should
arrange for more number of food.
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Impact on Resources The total number of resource will increase automatically.
Impact on Budget The budget of the project will also increase as more number
of resource will be required.
Impact on Schedule The schedule will not be affected much as the event will only
on a specific day. The other schedule might hamper a little
but the final presentation will take on the specific day.
Change Authorised: Yes/No
Adjusted Project
Completion Date: Adjusted Final Budget:
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PROJECT GANTT CHART
Activity/Task 1 2 3 4 5 6 7
Food and Beverage Project
Initiation Phase
Meeting with the client
Visiting the Venue
List of Invitations
Confirming the contract
Signing the Contract
Development Phase
Listing the Food items
Meeting with stakeholders
Confirming the Food Items
Contact the raw material suppliers
Confirm the items with suppliers
Contact the caterers
Sign in Contract with caterers
Implementation Phase
Setting up Stalls
Transportation of raw materials
Setting up Equipment
Instruction for preparing the food
Serving the food
Closing Phase
Payment to the Suppliers
Final meeting with the Stakeholders
Receive the Payment
Signing off the Procurement
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Closing the procurement
PROJECT FLOWCHART
Figure 1: Flowchart of the activities involved in process
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POST PROJECT REVIEW
Issued By: Date:
Key Project Stakeholders Consulted:
Milestone/Phase What Worked What Didn’t Work Ways to Improve
Signing the Contract
All the activities
included in this
phase worked
properly
NA NA
Sign in Contract with
caterers
The contract was
signed in properly.
The time taken for
completing the activities
increased due to
increase in number of
guests.
The total number of
guests needed to be
calculated from first so
that the estimate does
not change.
Closing the
procurement
The procurement is
close at the right
time with all
payments made.
NA
NA
TRANSITION OF PROJECT TEAM TO NEW ROLES (Where the project team will move next)
Project Team Transition Template
Team Member
Name
Current Project Current Role Next Project Next Role
(Please Fill) Food and
Beverage Project
Finance manager Another project
with Frontier
Training
Project
manager
(Please Fill) Food and
Beverage Project
Project manager Project with Alive
Events Agency
Finance
manager
(Please Fill) Food and
Beverage Project
Procurement
Manager
Project with Roar
Events Australia
Project
manager
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(Please Fill) Food and
Beverage Project
Sponsor Project with
International
Conference and
Events Australia
Budget
manager
(Please Fill) Food and
Beverage Project
Procurement
manager
Another project
with Frontier
Training
Procurement
manager
(Please Fill) Food and
Beverage Project
Volunteer Project with
Event planet
Administrative
manager
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PROJECT COMPLETION & SIGN-OFFS (Complete the project handover form)
Project Sign-off Sheet
Project Name: Project Manager:
Start Date: Completion Date:
Project Duration: Sponsor:
Project Goal/objectives:
The objectives that are included in this project are:
1. To investigate all the important factors included in completing the project.
2. To study the required budget and time for completing the project for Frontier Training.
3. To study the resources included while carrying out the project.
Project Deliverables:
1. Gantt Chart
2. Resource sheet
3. Risks Assessment matrix
4. Cost Estimation
Client(s), Sponsor(s) Name and Signature:
By signing this document, I acknowledge that I
have delivered all the stated deliverables at the
agreed to quality levels.
By signing this document, I acknowledge that I
have received all the stated deliverables at the
agreed to quality levels.
Project Manager Name and Signature: Senior Project Manager Name and
Signature:
Date: Date:
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Bibliography
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660-674.
Vairagade, R. S., Arora, R., Gaikwad, V., Singh, D., & Jadhav, P. (2016). Project Management
System Using Event Based Scheduler and Ant Colony Optimization. International Journal of
Engineering Science, 7254.
Cagliano, A. C., Grimaldi, S., & Rafele, C. (2015). Choosing project risk management techniques. A
theoretical framework. Journal of Risk Research, 18(2), 232-248.
Pungaonkar, P., Dudhe, A., & Shete, D. (2017). Web Based Event Management System using
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