Best Events Inc. Project Report: Planning & Organizing a Jazz Event

This report provides a comprehensive overview of the planning and organization of a Jazz musical performance in Switzerland for Best Events Inc. The project focuses on successfully implementing the event within specified time and resource constraints, targeting an audience of 1000 Jazz fans. It outlines the project's scope, which includes planning, implementation, and coordination, with challenges encompassing time, effort, and resource estimates. The report details various stages, including planning, scheduling, budgeting, and risk management, with the use of tools like Work Breakdown Structure (WBS) and Gantt charts. It also highlights stakeholder management, budget control, and the importance of aligning skills and tasks. The report concludes with an analysis of the project's strengths, weaknesses, opportunities, and threats, along with a bibliography of the cited sources.

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ORGANIZING JAZZ EVENT TOUR
For Best Events Inc.
by
Class:
Course:
Professor (Tutor):
The Name of the School (University)
The City and State
The Date

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The Purpose and Goal
The objective of this project is to ensure the success of a Jazz musical performance in Switzerland
by Best Events Inc. The focus of the project is the successful implementation of this end plan. Plan
highlights ways in which the event can take place within the specified time and resource limits.
The scope of the project revolves around the planning, implementation and coordination. Its
challenges includes making time, effort and resource estimates (project management guru, 2012).
The purpose of this project is to meet the business objectives for Best Events Inc. The management
plans to host a global Jazz festival at the Montreux Jazz Foundation. This is a global event
targeting an audience of 1000 Jazz fans. Effective management calls for the assignment of
responsibilities and keeping the stakeholder interest as a best practice.
Brainstorming
New Zealand is a popular location for the event and this makes it easy to market the event venue.
The performers are available, the announcement of dates is underway and. The final event of the
tour marks the completion of the project. The end of the project is parallel to the clearance of the
accounts at the end of the project. Consideration for the effective management and coordination
optimizes on portfolio management for the performers and the professional employees (Laslo,
2010).
Planning
At this stage, the design of a work structure highlighting the planning, supervision and
coordination (Zwikael & Globerson, 2004). This prevents disappointment in the project. The
following are the deliverables:
 Confirmation of the Participants
 Workers contracts signed
 Booking of the entertainment equipment
 Organizational support services and applications
 Quality control

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Activity Time
Schedule
Cost Target
Returns
Plan development 10-20th Oct $10.5m $200m
Budgeting and
Procurement
27 Oct-1st Nov $5.7m N/A
Staffing 5-10th Nov $1.7m N/A
Communication/Marketing 11-20th Nov $1m $32m
Event ( performance,
catering, security,
logistics)
19-20th Nov $7.5m $80m
Risk Management 10th Oct-
21stNov
0.83m N/A
Figure 1 : Activity plan with time schedule
The stakeholders in the project are suppliers in event services, caterers, and employees. The
government of Switzerland, Best Event Inc. Jazz performing artists, local entertainment and the
business community are the major stakeholders (Clark, 1989).
Scheduling
This is a plan whose completion is within the set period. The event planning starts on 10 October
and lasts for ten days. The procurement process and staffing follow next. The communication and
marketing plan starts on 11 November and continues onto the 20th of the same month. The event is
set on the 20th. The plan take full force for a period of one and half months.
Budget Control
The creative team, technical team and marketing control most of the budget. The whole project
costs about $27.23m. A contingency kitty caters for any deficits. The project expects to raise over
$200m with advertising and performances raising the largest amounts. The Gantt chart ensures
that project remains within the schedule and within the budget limits (Gantt Chart, 2012).
Suppliers play a significant role in the success of the plan (Clark, 1989).

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Project management team
The success criteria adopted makes use of the management support and the alignment of the
project for success (Atkinson, Crawford, & Ward, 2006).
Planning is important because it saves time, resources and it helps to align the right skills in the
right tasks (Bendoly & Banchrach, 2010). The budget for this project includes estimations based
on stakeholders and the workflow. This is a project done within a controlled environment
therefore it features the classification of roles, tasks, risks and management costs.
SWOT
Evaluating the strengths and weaknesses helps to prioritize the projects (Bjornar, 2010).
Coordination units need to compare the pros and cons for opportunities and threats in the
planning and function s of the global event. Best Events Inc. is a leading event’s organizer in
music performance and live events. This regional brand has a reputable brand name, the
necessary structures and employees. The Jazz event is not the first in the region and Switzerland
is a popular destination for the performance. However, it faces security threats as terrorism
affects the global management strategies.
Project Tools
Work Breakdown Structure (WBS)
In order to breakdown the work schedule into smaller components. Liaising with the
stakeholders in the project is necessary because it predicts situations. For a good outcome, a
distribution of the work, milestones, costs and tasks through a hierarchy helped to reduce project
milestones into control points.

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Figure 2: WBS for Best Events Jazz concert
Risk Management
Some of the risks the even prepares itself for include changes in weather patterns and
skills deficit. Unexpected events like skill deficit. The WBS helps to break down the risk into
manageable and possible areas. From the table, it is possible to classify the technical risks
into smaller categories such as black outs, function delays, schedule mix-ups and reservation
issues. This saves costs because it is clear to view who is in charge and the money allocation
segments for specific tasks (Clark, 1989).
Jazz Concert
Planning
Budgeting
Communication
Marketing
Staffing
Event
Miscelleneous
Functions
Caterer
Location
Performers
Supplies
Logistics
Project
Implimentation
Marketing
Digital
TV
Print
Supervisi
on/
Cordinati
on
Initiation
Planning
Preparation
Execution
Event
Mngt
Project
milestones
Management
meetings
Risk
Management
Technical
Energy
Backup
Contingency
Plan
Emergency
People
Replacement
of staff
Hiring
additional
staff

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Figure 3: Gantt chart showing bar chart for scheduling projects
Pros and cons of using the tools
The WBS facilitates for the implementation of the Gantt chart. Therefore, it saves on costs. The
high level of design prevents wastage of resources. Its detailed tasks connect with the WBS and
it highlights responsibilities for greater accountability and consultation (Oni, 2008).
The Gantt chart provides logical sequence that divides the project into smaller tasks. This
clarifies the parallel and dependent steps. It shows schedules while indicating the constraints in
the project.
Although the Gant chart appears too streamlined, it ensures that resources are met and that
milestones are met. The Gantt chart ensures that the project is within structural sharing with the
stakeholders is possible (Yang & Wei, 2010).
Plan development
Budgeting
Functions
Marketing
Supervision
Coordination
Event Mngt
Technical
Risk Management
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Bibliography
Atkinson, R., Crawford, L., & Ward, S. (2006). Fundamental uncertainities in projects and the
scope of project management. International Journal of Project Management, 24(8), 687-
698.
Bendoly, E. P.-S., & Banchrach, D. (2010). The percepttion of difficulty in project-work
planning and its impact on resource sharing. Journal of Operations Management, 28(5),
385-397.
Bjornar, H. (2010). Evaluating and prioritizing projects-setting targets: The business effect
evaluation methodology (BEEM). International Journal of Managing Projects in
Business, 3(2), 275-291.
Clark, K. (1989). Project scope and project perfomance: The effect of parts strategy and supplier
involvement on product development. Management Science, 35(10), 1247-1263.
Gantt Chart. (2012, September 12). Creating Gantt Charts. Retrieved from gantt.com:
http://www.gantt.com/creating-gantt-charts.htm
Laslo, Z. (2010). Project portfolio management: An integrated method for resource planning and
scheduling to minimize planning, scheduling, dependent expenses. International Journal
of Project Management, 28, 609-618.
Oni, A. I. (2008). Linking project controls implimentation planning and project success: The
Northern Canadian mining projects Lessons . AACE International Transactions, 1-8.
project management guru. (2012). proect management estimating tools . Retrieved from project
managementguru.com: http://www.projectmanagementguru.com/estimating.html
Yang, J. B., & Wei, P. R. (2010). Causes of Delay in the planning and design phases for
construction projects. Journal of Architectural engineering, 16(2), 80-83.

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Zwikael, O., & Globerson, S. (2004). Evaluating the Quality of Project Planning: A model and
field results. International Journal of Production Research, 42(8), 1545-1556.
Zwikael, O., & Globerson, S. (2006). Benchmarking of project planning and success in selected
industries,' Benchmarking. An International Journal, 13, 688-700.