Event Management Project Plan: A Comprehensive Guide

Desklib provides past papers and solved assignments for students. This project details event management using PRINCE2.

Contents
Introduction:....................................................................................................................................3
1) Project Initiation Document (PID):.............................................................................................4
2) Work Breakdown Structure (WBS): -.........................................................................................8
3) Risk Factors of Event Management: -.......................................................................................10
4) a) Project sponsor:.....................................................................................................................13
Director of operations:...................................................................................................................13
Leadership of project manager:.....................................................................................................13
b) Methodologies which used in Project:......................................................................................14
Conclusion:....................................................................................................................................16
References:....................................................................................................................................17
1

Table 1: PID table............................................................................................................................6
Table 2: Risk management table....................................................................................................10
Figure 1: WBS of event...................................................................................................................8
Figure 2: Gantt chart of project.......................................................................................................9
2

Introduction:
This document is totally about an event management program which is going to be held in
London and will schedule in September’s Fresher’s week so project manager needs to manage
this event with the help of provided staffs. Managing director of the organization is the main
project sponsor, represented by Director of operations. This event includes an estimated budget
of £50,000. This event is on the latest technologies which will help students and teacher in better
learning and teaching support. This will contain Project initiation documents such as budgetary
information, timescales, objectives, approach, key staffs, and stakeholder analysis.
This project will include Gantt chart and WBS with at least 20 items so that Project plan will go
smoothly, event management is done with proper plan and schedule with proper work division
among staffs. This will also contain 10 risks regarding an event which can occur during project
implementation. It has the proper methodology to follow in the project so that project schedule in
a smooth manner.
3

1) Project Initiation Document (PID):
This will help to define the project scope and management, this document will decide the way or
path in whole project so that if any mistake will happen in future then staffs can go back and fix
that for future. In this case study, it has asked about the event which will hold in London during
September fresher’s week, this event is totally about latest technology so professionalism is one
of the most important factors which needs to carry out in this whole event. So many things need
to be managed accordingly, PID will help in that.
a) Budgetary information: Before starting any project or event it is very necessary to know
about the cost or budget. In this case study, it has already given that the budget is
approximately £50,000. So now project manager needs to manage elements and staffs
according to the budget like Venue, Decoration, Caterer, electrician, Security in charge
etc. Project manager also needs to decide the sponsor rate according to the market rate.
b) Timescales: Any event takes approximately 2-3 months to schedule, this event also has
this much of time. This event has many things like making different decisions, research
for speakers, vendors, sponsors, venue, invitation, website designing, promotions etc.
these elements are important factors in this event so it is necessary to manage all the thing
timely.
c) Objectives: Objective of this event is to provide a better learning and teaching
environment to teachers and students. This event will provide knowledge in latest
technologies which are used by different collages and organization for betterment
(Stettner 2018).
d) Approach: Proper planning and strategy are important for every project and event. This
event will plan with the help of Gantt chart and WBS which will include main task and
subtasks which need to be followed by staffs. As Food and drink department will handle
by caterer, Wi-Fi, lights, fan, and AC will tackle by electrician etc. in this the whole
planning will manage by project manager.
e) Key staffs: Staffs will manage by project manager. Staffs contain managing director who
is actually sponsoring the event, local and national vendors, project manager, caterer for
4

food and drink, electrician, Technical expert, Promoter, decorator, registration desk staff,
etc. (Stettner 2018).
f) Stakeholder analysis: Stakeholder contains different departments:
1) Top Management department:
This department consists of Directors, managing directors, operation director,
president, chairman, vice-presidents etc. these people provide proper direction to the
lower management team so that they can peruse their work accordingly, and this
helps in proper maintenance of organization and team. Project manager will also get
help and direction from upper level. Project manager will have enough and
responsible staffs to implement their project.
 Project manager decides some plans and directions to implement project step
by step, those planning should approved by upper or top management
department.
 Project manager should ask the upper manger before doing anything regarding
project.
 Communication is very important, so each and every part should be in
knowledge of upper management team.
2) Project members: Project team is always consist of hardworking and dedicated
members. Project manager plays a very important role in whole project, project
manager should have top leadership quality. He or she should know how to lead a
team during project. Proper decision making skill is also important to decide tasks
and divide them among staffs. In this also communication is must. Communication
makes each one connect with everyone, in this way project manager will able to
understand everyone and the path they used to do work in. project manager should
not realize them about their mistake as fault or anything like negative, positive way or
talking and teaching makes a huge difference in work.
3) Resource Manager of organization: Every organization has its resource manager to
maintain their resources. This manager can borrow resources form market. These
5

managers maintain their relationship with these resources to gain profit from them
like equipment and staffs for project.
4) External customers: External customers are the buyer of project and product, these
customers help the organization to gain profit. To gain more customers marketing is
very important, this factor totally depends on marketing strategy (Reid, 2011).
Table 1: PID table
Project title Event management
Approximate budget £50,000.
Approximation of cost factor Event place, caterer, electricity, Wi-Fi, Website
development, invitation cards, promotions such promo
video and posters, security cost, registration cost, local
vendors and sponsors. Etc.
Start date Fresher’s week of September.
Finish date Fresher’s week of September.
Project Sponsor Managing Director of organisation.
Goal of event This event help student and teacher to gain an environment
for better support and help in latest technologies. Sponsor
and vendors will also get profit form this event. It will
increase knowledge regarding latest technology.
Approach ( How to fulfill all
requirements of event steps
for it)
This event will follow Gantt chart while making planning
for the event. Gantt chart includes main task and their
subtask. It helps project manager to implement project in a
proper manner by using Gantt chart, it also helps in work
division because this has the time mentioned in chart which
helps in keeping track on staffs.
6

Key staffs of event Project sponsor which is sponsored by managing director of
organisation, operation directors, upper manager, lower
manager, project manager, caterer, electrician, security in
charge, technical expert, website developer etc.
Stakeholders Top level Management: - Top level management consist of
Managing directors, operation director, chairman, president,
vice-president, upper manager. These managers make a map
for direction before implementation of project and provide
that to the lower mangers of the organization so that they
can implement project in proper manner.
Project team: Project team will include lower mangers,
project manager, other staffs like caterer, security in charge,
technical experts, and etc. these staffs will add their efforts
and concentration in project. They communicate with each
other and implement their work successfully.
Resource manager: Resource manager manages all
resource which they borrow for profit. These resources will
help to obtain best staffs and equipment for project.
Resource manager maintains a healthy relationship with
outer resources which is very important for an organization.
Customers: Here are two types of customers internal
customers and external customers.
Internal customers have directly connected with the
organization these customers play role of buyer. They have
full rights to accept and reject the project. Project manager
should have the quality of expressing knowledge about
project so that customer accepts their project. This customer
also the goal and objective of organization.
External customer is also playing role of buyer they buy
7

product from organisation. They have no direct connection
from organisation.
2) Work Breakdown Structure (WBS): -
Figure 1: WBS of event
8
M a i n e v e n t
Decision Making
Decision of menu
Decision of venue
Decision of visitors
Decision of date
Decision of cost
Choose theme
Research
Caterer
Speaker
Sponsors
Vendors
Electrician
Market rate of sponsor
Technical experts
Lines for speech
Budgeting
Cost for venue
Food and drinks
Wi-fi
Decoration
Security
Medical security
Promotion
Overall cost
Promotions
Promo video
Invitation card
Banners
Posters
Emails
Website build
Layout design
Development
Updating of website

ID Task Name DurationStart Finish PredecessorsResource Names
1 Main event 84 daysThu 5/16/19 Mon 9/9/19
2 decision making for
parameters
14
days
Thu 5/16/19 Mon
6/3/19
3 decision of venue 3 daysThu 5/16/19 Mon 5/20/19 managing director,project manager
4 decision of food
menu
2
days
Tue 5/21/19 Wed
5/22/19
3 managing
director,project
manager5 decision of date 1 day Thu 5/23/19 Thu 5/23/194 managing director,operation of directors,project manager
6 decision of number
of visitors
5
days
Fri 5/24/19 Thu
5/30/19
5 managing
director,project
manager7 decision of cost 2 daysFri 5/31/19 Sat 6/1/19 6 managing director,operation of directors,project manager
8 choose theme for
event
1 day Mon 6/3/19 Mon
6/3/19
7 managing
director,project
manager9 Research 16 daysTue 6/4/19 Tue 6/25/192
10 Speakers 2 daysTue 6/4/19 Wed 6/5/198 project manager
11 sponsors 3 daysThu 6/6/19 Mon 6/10/1910 managing director,operation of directors,project manager
12 local and national
vendors
3
days
Tue 6/11/19 Thu
6/13/19
11 managing
director,operation
of13 electrician 1 day Fri 6/14/19 Fri 6/14/19 12 project manager
14 caterer 3 daysMon 6/17/19 Wed 6/19/1913 project manager
15 technical expert 2 daysThu 6/20/19 Fri 6/21/19 14 project manager
16 lines for speech 2 daysMon 6/24/19 Tue 6/25/1915 project manager,speaker
17 Budgeting 23 daysWed 6/26/19 Fri 7/26/199
18 cost for venue 3 daysWed 6/26/19 Fri 6/28/19 16 managing director,operation of directors,project manager
19 food and drink 3 daysMon 7/1/19 Wed 7/3/1918 caterer,managing director,project manager
20 wi-fi 2 daysThu 7/4/19 Fri 7/5/19 19 managing director,project manager,technical expert
21 decoration 1 day Mon 7/8/19 Mon 7/8/1920 managing director,project manager,decorator
22 security 1 day Tue 7/9/19 Tue 7/9/1921 project manager,security incharge
23 medical security 2 daysWed 7/10/19 Thu 7/11/1922 project manager,security incharge
24 promotions 5 daysFri 7/12/19 Thu 7/18/1923 project manager,promotors
25 overall cost 6 daysFri 7/19/19 Fri 7/26/19 24 managing director,operation of directors,project manager
26 promotions 17 daysMon 7/29/19 Tue 8/20/1917
27 promo video 4 daysMon 7/29/19 Thu 8/1/1925 promotors
28 invitation card 4 daysFri 8/2/19 Wed 8/7/1927 promotors
29 banners 5 daysThu 8/8/19 Wed 8/14/1928 promotors
30 posters 3 daysThu 8/15/19 Mon 8/19/1929 promotors
31 emails 1 day Tue 8/20/19 Tue 8/20/1930 promotors
32 website build 14 daysWed 8/21/19 Mon 9/9/1926
33 layout design 4 daysWed 8/21/19 Mon 8/26/1931 designer
34 development of
website
8
days
Tue 8/27/19 Thu 9/5/1933 developer
35 updating of website2 daysFri 9/6/19 Mon 9/9/1934 technical expert
managing director,project manager
managing director,project manager
managing director,operation of directors,project manager
managing director,project manager
managing director,operation of directors,project manager
managing director,project manager
project manager
managing director,operation of directors,project manager
managing director,operation of directors,project manager
project manager
project manager
project manager
project manager,speaker
managing director,operation of directors,project manager
caterer,managing director,project manager
managing director,project manager,technical expert
managing director,project manager,decorator
project manager,security incharge
project manager,security incharge
project manager,promotors
managing director,operation of directors,project manager
promotors
promotors
promotors
promotors
promotors
designer
developer
technical expert
12 17 22 27 1 6 11 16 21 26 1 6 11 16 21 26 31 5 10 15 20 25 30 4 9 14 19
May 2019 June 2019 July 2019 August 2019 September 2019
Figure 2: Gantt chart of project
9

3) Risk Factors of Event Management: -
Table 2: Risk management table
Source: ((R, 2017)
Risk Factors Management Owner of
Risk
Reduction of
Actions
Impact
(Before
and /After)
1) Location or
venue
Always choose
location as per
the finance
requirement.
Location
should be
secure for
everyone.
Top
management,
Project
manager
Location
achieves under
budget.
Before:
expensive
Location.
After:
moderate
budget
location.
2) Travel distance Location
should be travel
by everyone. It
should be at
reaching
distance.
Top
Management
and project
manager.
Achieved
location at
travel distance.
Before: Longer
Distance.
After:
Reachable
distance.
3) Security Location
should be
secure for
everyone such
as in parking
factor etc.
Security In
charge.
Achieved
proper security
with all aspect.
Before: Less
security.
After: More
security.
10

4) Natural
restraint
Natural
restraint can
happen at any
time so the
location should
be according to
that so that no
one face
inconvenience
Top
Management,
Project
manager.
Achieved
location as per
the safety
purpose from
natural
restraints.
Before: Less
Achievement.
After: More
achievement.
5) Financial Risk Should achieve
all factors and
elements under
budget. Over
budget can
make
difference in
finance account
of organisation.
Operation
director of
organisation.
Achieved more
factors in less
budget.
Before: More
expenses.
After: Fewer
expenses.
6) Food and Drink Caterer should
be hygienic in
proper way so
that no one gets
ill in the future
because of food
and drink. Try
to get all item
in food and
drink which has
mentioned in
Caterers and
Project
manager.
Achieved
hygienic food
and drink
management
by caterer
Before: Food
items were
missing in
menu.
After: Every
element are in
menu card.
11

the menu.
7) Cybersecurity Everyone will
do registration
for event so
make sure that
their sensitive
data doesn’t get
corrupt by
hackers.
Technical
expert and
website
developer.
Made safe
website for
everyone with
less
information.
Before: Less
security.
After: More
security.
8) Technical
restraint
Computer
system problem
and website
problem or
database
problem.
Technical
expert.
Proper tackle
of Technical
Issues.
Before: less
security in
technical
After: More
security in
technical.
9) Less
Communication
Communication
gap can make a
difference
among all tasks
which had
decided in
Gantt chart.
Among all
staffs and
project
manager.
Play proper
communication
among staffs
and project
manager.
Before: Less
comfort.
After: Proper
comfort.
10) Medical
Emergency
Medical issues
can rise at any
time with
anyone so the
doctor should
present there all
Doctors and
medical staffs.
Take care of
everyone in
medical terms
by doctors.
Before: Less
medical
support.
After: More
medical
12