Project Management Plan: AUE Winter Party Event - Detailed Analysis

This project management assignment details the planning and execution of a winter party event at AUE University, focusing on providing refreshment to students. The project includes defining SMART objectives, outlining tasks, and allocating resources. It covers stakeholder management, including students, faculty, and sponsors, and emphasizes cost analysis, with a detailed breakdown of expenses. The assignment presents a work breakdown structure (WBS), a responsibility matrix assigning roles to project managers, and a Gantt chart for scheduling. Furthermore, it identifies potential risks, such as weather fluctuations and sponsorship issues, and proposes mitigation strategies. The project aims for a successful event through careful planning and proactive risk management, ensuring a positive experience for all attendees.

Project Management

Task 1
Description
This project is regarding the Winter Party, which will be held, during the time of Christmas, and
the motive for this winter party is to provide some refreshment to the students of AUE. It is
essential for such a renowned university to provide their guests their needed thing in order to
maintain their goodwill in the education sector. It is essential for the developers of the project to
understand the manner in which the best services and entertainment will be provided to their
guests and even making profits at the same time.
Project description and SMART objectives
Being an event of AUE university, it is understood that the event is for the students and the
reason for this event is to celebrate the end of exams. It is essential for the developers of the
event to understand the needs and demands of the students and the other present members of the
university. As the event is about to be held on December 25, it is to be taken care that the
students cherish both their end of exams and Christmas at the same time. The venue that has
been selected for this event is the university campus itself.
Objectives Specific Measurable Achievable Relevant Timeliness
To
communicate
with the
stakeholders
To make
contact with
the persons
that will help
the project in
being
accomplish
like, the
advertisers
and the
sponsors and
the other
involved
This objective
is measurable
by
understanding
the rate of
success of the
project
This objective is
achievable only
by contacting
the respected
persons in the
most systematic
manner.
Additionally
this objective is
again achievable
by explaining
the incomes and
the facilities that
In order to
accomplish
the event, it is
essential for
the
stakeholders
to execute
their
activities
properly and
for that it is
relevant to
communicate
This should
be done
within a
span of 40
days

persons they can receive with them as
per the need
To allocate
the resources
for the event
To ensure
that the
needed
resources
like the
workforce
and the raw
materials are
accumulated
and utilized
in the most
appropriate
manner.
This objective
is measurable
form the
received
feedbacks of
the guests and
the
participants of
the event
This objective is
achievable with
the help of
proper planning
and strategies,
which will help
the event in
becoming a
success
In order to
accomplish
the event in a
successful
manner, it is
relevant to
have the
needed
resources. It
is essential
for the event
manager to
identify the
availability of
the resources
and to design
the event
accordingly
This
objective
should be
achieved
within a
span of 35
days
To execute
the event in
the most
appropriate
manner
To arrange
and to
execute the
event in the
right manner,
in order to
accomplish it
with success.
This involves
everything,
from inviting
This objective
will be
measured
from the
success rate of
the event and
even from the
feedbacks of
the guests and
the
participants
This objective
can be achieved
with the help of
proper
understanding
of what resource
is need for the
accomplishment
of which tasks
and even by
creating proper
This is very
much
relevant
because this
is the motive
of the
developers of
the event
This
objective
should be
done within
a timeframe
of 5 days

the guests till
the event is
finishing
strategies for the
execution of the
event activities
Cost
Cost or finance is the primary and the most valuable resource that is needed in order to
accomplish the event in the most successful manner. It is essential for the developers of the event
to understand the needed amount of money in order to identify the income that they need
generate in order make profit from the event. The below given table explains the activities and
the cost that is involves for the accomplishment of the event.
Activities Cost ($)
Contacting the sponsors of
event resources through calls
960
Contacting the students
through social media
platforms
500
Communicating with the
faculties of the university
300
Arranging food 15000
Arranging transport 4000
Arranging the event’s
equipment
10000
Arranging sound and
electricity
6000
TOTAL 36,700
Stakeholders

Management of the stakeholders is one of the most essential areas that an event developer need
to keep in mind in order to accomplish the event in the most successful manner. As this event is
for the students and it is triggered by a university, the following are the stakeholder of the event:
1. Stakeholders related to the university
 Students of the University
 Professors of the University
 Chairperson and President of the university
2. Stakeholders related to the event
 Sponsors of the event (various energy drink companies and publishers)
 Company that will be outsourcing the workforce (catering, light, sound and backstage
persons)
Major Milestones
Serial
No.
Task Date of achievement
1 Convinced the sponsors for promoting the event 3/10/2018
2 Influenced students as well as the teachers for
participating in the events
3/10/2018
3 Completed the event process in an harmonic
manner
26/12/2018

Task 2
Work Breakdown Structure
Sl. No. Activities Start date Duration
(In days)
End date
Arranging the event and executing it 5/10/2018 80 25/12/2018
1 Identifying the venue 6/10/2018 16 22/10/2018
1.1 Searching for the event venue 6/10/2018 6 11/10/2018
1.2 Selecting the event venue 12/10/2018 5 16/10/2018
1.3 Finalizing the event venue 17/10/2018 5 22/10/2018
2 Defining the project 23/10/2018 16 8/11/2018
2.1 Identifying the types of event activities 23/10/2018 4 26/10/2018
2.2 Identifying the need of resource 27/10/2018 4 30/10/2018
2.2.1 Finance 31/10/2018 1 1/11/2018
2.2.2 Material 1/11/2018 1 2/11/2018
2.2.3 Labour 2/11/2018 1 3/11/2018
2.3 Understanding the stakeholders of the event 3/11/2018 1 4/11/2018
2.3.1 Communicating with the stakeholders 4/11/2018 1 5/11/2018
2.4 Assuming the involved risks 5/11/2018 1 6/11/2018
2.4.1 Identifying the risks 6/11/2018 1 7/11/2018
2.4.2 Developing strategies for overcoming the
risks
7/11/2018 1 8/11/2018
3 Preparing the budget 9/11/2018 16 25/11/2018
3.1 Identifying the involves costs 9/11/2018 5 13/11/2018
3.2 Determining the income 13/11/2018 6 18/11/2018
3.3 Preparing the profit or loss statement 19/11/2018 5 23/11/2018
4 Arranging the materials for the event 24/11/2018 16 9/12/2018
4.1 Inviting the stakeholders 24/11/2018 4 27/11/2018
4.1.1 Printing the cards 28/11/2018 4 1/12/2018
4.1.2 Distributing the card to the members 2/12/2018 4 5/12/2018
4.1.3 Communicating the stakeholders through 6/12/2018 4 9/12/2018

social media platforms
5 Finalizing and executing the event 10/12/2018 16 25/12/2018
5.1 Decorating the venue 10/12/2018 5 14/12/2018
5.2 Managing the guests 15/12/2018 5 19/12/2018
5.3 Executing the activities 20/12/2018 6 25/12/2018

Task 3 - Develop a responsibility matrix fully linked to your work breakdown structure
(each activity should be linked to a person) clearly showing the assignment of each task.
Now there are three project managers who are taking care of the activities for the project.
Through this responsibility matrix we will allocate the roles of each manager.
Sl.
No.
Activities Manager 1 Manager 2 Manager 3
Arranging the event and
executing it
1 Identifying the venue
2 Defining the project
3 Preparing the budget
4 Arranging the materials
for the event
5 Finalizing and executing
the event
The matrix shows the responsibilities of each managers according to their roles and within the
matrix the roles are shown in color codes.

Task 4
Arranging the event and executing it
Selecting the event venue
Identifying the types of event activities
Material
Communicating with the stakeholders
Developing strategies for overcoming the risks
Determining the income
Inviting the stakeholders
Communicating the stakeholders through social media
platforms
Managing the guests
05/10/2018 24/11/2018 13/01/2019
Gantt Chart
Start date
Duration (In days)

Task 5
Risk and Risk management
Risks are there in everything but it is essential to understand the impact of that risk on any
project and to deal with it accordingly. It is essential for the developer of an event to understand
and even to have the nose for understanding the upcoming risks during the time of execution of
the activities and to arrange the support accordingly (Van der Wagen& White, 2018). An event is
only effective when an event manager is able to face any crisis and tactfully mitigating it so that
it does not create any effect on the event.
Some of the identified risks are as follows and the below table consist the most prioritized risks
that could have created a lot of trouble in the accomplishment of the event:
1. Shortage of water
2. Sudden fluctuation in weather condition
3. Issues with lights and stage
4. Issue with the time of starting of the event
5. Permission from the local authority for the late night event
6. Crisis in microphones
7. Issue in the after event payments
8. Quarrel among the volunteers
Risk analysis Plan
Week
no.
Identified Risks Impact on the event Actions for mitigating the
risks
1 Granting permission
for the dance and
music event from the
Authority of the
It stretched the timeframe
for the accomplishment of
the event and even
increased the involved cost
Proper communication with the
authority and to make them
believe that the event will be
done in an impressive and

university because the period for
granting the permission was
deciding the timeframe for
the arrangement of the
resources
successful manner, will help
this risk in being mitigated
2 Unavailability of
sponsors
This was one of the major
risks that were faced while
developing the event and
this risk created an immense
negative effect on the event
and its accomplishment.
This risk lengthened the
timeframe for the
accomplishment of the
event and
This risk was mitigated by
giving the sponsors the detailed
planning of the event and the
manner in which they can
benefit from this event, which
helped in influencing them to
invest for this event
3 Loss of contacts
because of technical
failure
This hindered the process of
completing the event
because of the loss of
contacts, it became hard to
understand, which person
was invited and which
person needed to be invited.
This even created loss of
time and even increased the
cost of the event as a whole
This risk could have been
mitigated with the help of cloud
storage and digital storage of
the data. The progress report of
the event could have been saved
in cloud storage and this could
have helped in solving this risk
4 Influencing the
targeted audience of
the event
This was the most affecting
risk, which could have made
the event a great failure. It is
essential for the event to
attract the most number of
audience to make it a
This risk was overcome by
promoting the event on social
media and other internet based
platform

success, which was not
there
5 Shortage of passes
for the guests
This created immense
negative effect on the event
and even on the developers
of the event. This risk was
not assumed before but this
created the most chaos in
the venue
This risk was mitigated by
creating instant payment option
through a mobile application,
which even helped in keeping
the track of the cash flow and
even helped the event to be a
success