Event Management Project: Planning and Execution using PRINCE2

Desklib provides past papers and solved assignments for students. This report details an event management project.

Contents
Introduction:....................................................................................................................................3
1) Project Initiation Document (PID):.............................................................................................4
4) a) Project sponsor:.....................................................................................................................11
Director of operations:...................................................................................................................12
Leadership of project manager:.....................................................................................................12
b) Methodologies which used in Project:......................................................................................13
Agile method:................................................................................................................................13
Waterfall method:..........................................................................................................................13
PRINCE2 method:.........................................................................................................................13
Recommendation to sponsor:........................................................................................................14
Conclusion:....................................................................................................................................15
References:....................................................................................................................................16
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Figure 1: gantt chart of event...........................................................................................................9
Table 1: PID table............................................................................................................................6
Table 2: WBS structure of gantt chart.............................................................................................9
Table 3: risk analysis of event management..................................................................................10
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Introduction:
This report for event management will include all the information about event like budget, time,
and project members, sponsors, local vendors etc. This event will going to hold in London during
Fresher’s week of September. Theme of this event is provide a new and latest environment of
technologies for students, parents as well as for professors, so that they can have new and latest
environment for their study and learning, professors will have the environment for teaching. In
this event it will include different sponsors and local vendors to support this event, project team
will provide proper comfort environment which will include Wi-Fi, electricity, food, drinks etc.
This report will have a proper plan with PID which is project initiation document, Gantt chart,
methodologies of project, and other plans.
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1) Project Initiation Document (PID):
It is a kind of decision document, it decide which elements and aspects are important for the
whole event or project which things need to be implemented during event to make it successful.
It includes all the information about event. In case study it has asked about an event which is
going to be scheduled at the time of Fresher’s week in September, this event is going to hold in
London. It includes new technologies and learning. This event is for everyone like for students,
sponsors, vendors, professors parents etc. so according to the theme of event it will have all the
information about event.
a) Budgetary information: - First it will include whole budget information about event, in
this event, about the budget have been told is approx. £50,000. So it is clear that every
element of the event like venue, decoration, caterers, other elements like Wi-Fi,
electricity, sitting arrangement, registration desk etc. will come under this. It will also
include sponsor’s market rate, invitation price, promotion price etc. so these all factors
will going to have in this point (McConnell, 2010).
b) Timescales: Every event needs time to be scheduled so according to the theme of this
event it will going to take approximately 3 months. As it will include different elements
like objective of organisation, selection of venue, date, total number of persons etc., it
will include different research like for caterer, speakers, sponsor’s market rate, sponsors,
local vendors etc. make budgeting of all these things, registration, promotions etc. these
all element will need time for schedule at time.
c) Objectives: Objective of this event is to gain new technologies which help them in their
studies and teaching. It will help students as well as to professors to have a new
environment for learning and teaching. This event’s objective is totally depend on project
team which will provide proper comfort environment with Wi-Fi, electricity, food, drinks
etc. also it will do promotions through promo video and invitations.
d) Approach: This event will approach with help of Gantt chart and proper planning of
event which will follow the point of budget, time, key staffs, objective, methodology,
stakeholders etc. it will have proper team and factors like, for food caterer, for venue
decorators, etc. it will start before 3 months, the time of event schedule.
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e) Key staff: Staffs are project manager, Director of operations, caterer, speakers, host,
prize distributor, electrician, computer expert, waiters, decorator, promotor, technical
department, help desk staff, registration table staffs etc. these staffs are going to make
event very smooth, these all staffs together will help all visitors, students, parents,
professors, sponsors and local or national vendors (McConnell, 2010).
f) Stakeholder analysis: stakeholder group consist of different stakeholders which are:
1) Top level management:
This management team contains president of organisation, vice-presidents, corporate
operating committee, division managers, directors, and others. These people are
involve in direction of strategy and plans in development of the company. It is a
positive part of project, project manager will found easy to proceed in project or
event, he or she will have better staffs to proceed the project. Here are suggestions to
deal with top management:
 Whatever the target have been decided and plans has developed should be
approved by top management staffs.
 Always ask management before to do something.
 Inform them about the risk of project.
2) Project team: - Project team is made up of dedicated persons. Project manager of
event should have leadership qualities. He or she should be supportable for each
member. Able to solve troubles and issues of team. For this try to know better to team
members. Try to involve project team members in every planning, meet with them
privately or on any else place, listen them and try to support them, uplift them at
every point of project.
3) Resource Manager: - Some authorities in organisation are on position, they can
borrow resources and other authorities manage their resources, so in this case
maintaining relationship with people are very important. This helps them to obtain
best members and best tools for project.
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4) Customers from outside: - Customers from outside are the buyer of product or
project of any organisation. This term is totally depends upon promotions and
marketing (Reid, 2011).
Table 1: PID table
Title of Project Event management
Estimated budget £50,000.
Estimation of cost
factor
Venue, Food & drink, electricity, Wi-Fi,
Decorations, Promotions, Sponsor’s rate etc.
Start date Fresher’s week of September.
Finish date Fresher’s week of September.
Project Sponsor Managing Director of organisation.
Objective of event This event will provide a suitable and new
environment for learning purpose. This will
include latest technologies for students,
parents, professors as well as for sponsors and
vendors too. This event will help to improve
learning and teaching support.
Approach ( How
to fulfill all
requirements of
event steps for it)
For approach project manager will make Gantt
chart with all steps which need to be follow in
whole project. Tasks and their subtasks will
decide the whole planning of project or event.
Key staffs of
event
Managing directors, Project manager,
Decorator, electrician, Caterer, technical
expert, etc.
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Stakeholders 1) Top Management: - Top management will
include president of organisation, vice
president of organisation and decision
managers. This whole panel decide all the
plans and strategies in committee, they
decide all development of project. Project
manager also have the support of other top
managers. With the help of their decisions
a support staffs will be in best mode to
complete whole task.
2) Project team: Project team will have
various staffs like manager, leader,
electrician, caterers, technical expert,
promoters, help desk staffs, registration
desk staffs, managing directors etc. these
all staffs together will proceed the event
and help each other for successful event.
3) Resource manager: Resource manager is
the one who is on the post or who makes
relationship with other resources who
provide organisation different resources.
They make and maintain their relationship
with these so that they can get best staffs
and best tools/ machine for their project.
4) Customers: There are two type of
customers inside customers and outside
customers.
These customers play role of buyer in
every project. Which make direct
connection with organisation. Internal
customer are the customers who are inside
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the organisation for this they should meet
up with internal desires. They have all
rights to reject accept project. In this case
project manager should know how to
negotiate or deal with internal customers,
they should be able to clarify and explain
about whole event, their specifications to
the internal customers. Project manager
should be able to understand the concern
of customers and always keep them
informed about project.
Outside customers or external customer
has no direct connection with organisation
it will only establish when project or any
event will able to fulfill all the concerns of
customers.
2) Work Breakdown Structure (WBS): -
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Table 2: WBS structure of gantt chart
ID Task
Mode
Task Name Duration Start Finish Predecessors Resource Names Cost
1 preparation for event 66 days Mon 6/3/19 Mon 9/2/19 £50,120.00
2 Preprations 41 days Mon 6/3/19 Mon 7/29/19 £6,840.00
3 Make list of persons 2 days Wed 7/10/19 Mon 7/29/19 Project Manager,Technical Experts£760.00
4 decide venue 5 days Mon 6/3/19 Fri 6/7/19 Project Manager,Technical Experts£3,800.00
5 decide date 1 day Mon 6/10/19 Mon 6/10/19 4 Project Manager,Technical Experts£760.00
6 decide ticket cost 1 day Tue 6/11/19 Tue 6/11/19 5 Project Manager,Technical Experts£760.00
7 choose theme according event1 day Wed 6/12/19 Wed 6/12/19 6 Project Manager,Technical Experts£760.00
8 research for parameters 58 days Thu 6/13/19 Mon 9/2/19 £43,280.00
9 research for caterer 3 days Thu 6/13/19 Mon 6/17/19 7 Project Manager,Technical Experts£2,280.00
10 research for speakers 2 days Tue 6/18/19 Wed 6/19/19 9 Project Manager,Technical Experts£1,520.00
11 research for sponsors 5 days Thu 6/20/19 Wed 6/26/19 10 Project Manager,Technical Experts£3,800.00
12 research market rate for
sponsors
1 day Thu 6/27/19 Thu 6/27/19 11 Project
Manager,Technical
Experts
£760.00
13 reach to the speakers 1 day Fri 6/28/19 Fri 6/28/19 12 Project Manager,Technical Experts£760.00
14 manage Lines for speech 2 days Mon 7/1/19 Tue 7/2/19 13 Project Manager,Technical Experts£1,520.00
15 mange wifi for venue 2 days Wed 7/3/19 Thu 7/4/19 14 Project Manager,Technical Experts£1,520.00
16 research for local vendors 3 days Fri 7/5/19 Tue 7/9/19 15 Project Manager,Technical Experts£2,280.00
17 budgeting 13 days Wed 7/10/19 Fri 7/26/19 £16,120.00
18 cost for venue 3 days Wed 7/10/19 Fri 7/12/19 16 Caterers,Designer ,Technical Experts£3,720.00
19 cost for food and drinks2 days Mon 7/15/19 Tue 7/16/19 18 Caterers,Designer ,Technical Experts£2,480.00
20 cost for wifi 2 days Wed 7/17/19 Thu 7/18/19 19 Caterers,Designer ,Technical Experts£2,480.00
21 cost for deocration 1 day Fri 7/19/19 Fri 7/19/19 20 Caterers,Designer ,Technical Experts£1,240.00
22 overall cost 5 days Mon 7/22/19 Fri 7/26/19 21 Caterers,Designer ,Technical Experts£6,200.00
23 promotions 11 days Mon 7/29/19 Mon 8/12/19 £7,920.00
24 make promo video 3 days Mon 7/29/19 Wed 7/31/19 22 Designer ,Project Manager£2,160.00
25 social media banners 7 days Thu 8/1/19 Fri 8/9/19 24 Designer ,Project Manager£5,040.00
26 emails 1 day Mon 8/12/19 Mon 8/12/19 25 Designer ,Project Manager £720.00
27 reminders 4 days Tue 8/13/19 Fri 8/16/19 £1,280.00
28 to vendors 1 day Tue 8/13/19 Tue 8/13/19 26 Designer £320.00
29 to sponsors 1 day Wed 8/14/19 Wed 8/14/19 28 Designer £320.00
30 to speakers,caterer,
deocrator
2 days Thu 8/15/19 Fri 8/16/19 29 Designer £640.00
31 website build 11 days Mon 8/19/19 Mon 9/2/19 £3,520.00
32 site design 7 days Mon 8/19/19 Tue 8/27/19 30 Designer £2,240.00
33 updation of site 4 days Wed 8/28/19 Mon 9/2/19 32 Designer £1,280.00
Project Manager,Technical Experts
Project Manager,Technical Experts
Project Manager,Technical Experts
Project Manager,Technical Experts
Project Manager,Technical Experts
Project Manager,Technical Experts
Project Manager,Technical Experts
Project Manager,Technical Experts
Project Manager,Technical Experts
Project Manager,Technical Experts
Project Manager,Technical Experts
Project Manager,Technical Experts
Project Manager,Technical Experts
Caterers,Designer ,Technical Experts
Caterers,Designer ,Technical Experts
Caterers,Designer ,Technical Experts
Caterers,Designer ,Technical Experts
Caterers,Designer ,Technical Experts
Designer ,Project Manager
Designer ,Project Manager
Designer ,Project Manager
Designer
Designer
Designer
Designer
Designer
2 9 16 23 30 7 14 21 28 4 11 18 25 1 8 15
Jun '19 Jul '19 Aug '19 Sep '19
Figure 1: gantt chart of event
3) Risk Factors of Event Management: -
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Prepartion of
event
decide venue decide number
of person decide date
Main task of
event Website Build
designer Developers
Budgeting
Deocration Wi-Fi
Food and drink Venue
Research of
parameters
Sponsors Vendors
Speakers

Table 3: risk analysis of event management
Source: ((R, 2017)
Risk Factors Management Owner of Risk Reduction of
Actions
Impact
(Before and
/After)
1) Location or
venue
Choose venue
according to
finance level
and security
level.
Top
management,
Project
manager
Try to achieve
Moderate cost
venue.
Before: Less
security.
After: more
security and
cost effective.
2) Travel
distance
Should choose
the venue at
reaching
distance of
every person.
Top
Management
and project
manager.
Try to achieve
Location with
shorter distance
of every
visitors.
Before: Longer
Distance.
After:
Reachable
distance.
3) Security Security should
be from every
possible aspects
like Parking,
Luggage etc.
Security In
charge.
Try to Proper
security plans.
Before: Less
security.
After: More
security.
4) Natural
restraint
While planning
of event natural
restraints
should be in
mind like heat,
rain, storm etc.
Top
Management,
Project
manager.
Try to achieve
Successful
venue with all
Factors.
Before: Less
Achievement.
After: More
achievement.
5) Financial
Risk
Always try to
achieve
Elements
within the
estimated
budget.
Project
manager.
Try achieve
more factors in
less budget.
Before: More
expenses.
After: Less
expenses.
6) Food and
Drink
Food and drink
should be in
hygienic
manner and
menu of food
and drink
should be
matched
Caterers and
Project
manager.
Try to fulfill all
the
requirements in
catering field.
Before: Food
items were
missing in
menu.
After: Every
elements are in
menu card.
7) Cybersecurity Cybersecurity
should be
proper in case
of social
security.
Technical
expert.
Proper session
management at
end site of
website.
Before: Less
security.
After: More
security.
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8) Technical
restraint
Computer
system
problem.
Technical
expert.
Proper tackle of
Technical
Issues.
Before: More
issues in
technical.
After: Less
issues in
technical.
9) Comfort Risk Sitting
arrangement
and electricity
like fan, AC
should be
proper in
working.
Electrician,
project
manager.
Proper Handle
of comfort
arrangement.
Before: Less
comfort.
After: Proper
comfort.
10) Medical
Emergency
Take care of
Medical issues
with proper
guidance.
Doctors and
medical staffs.
Properly tackle
of medical
issues.
Before: Less
medical
support.
After: More
medical
support.
4) a) Project sponsor:
Project sponsor has huge role in project in this project the project sponsor is managing Director
of Organisation. He or she has several role do, they are:
 Project sponsor has right to select the project manager.
 Project sponsor will decide the object and goal of Project which will match with the
policy and terms of organisation.
 He or she will check the direction and leadership of project.
 Project sponsor will also provide proper guidance to project manager.
 He or she will sell the project to the stakeholders.
 Project sponsor will resolve and sought out all troubles and issues of all project.
 Project sponsor will also do audits of project in which he or she will take all reviews and
phases of project.
 Give permissions for making any changes.
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It is the duty of project sponsors to fulfill project professionals. He or she is definitely from
management team (Admin, 2012).
Director of operations:
The role and responsibility of director of operations is depend upon size of organisation
involvement. Main task of director operation is to look upon all operational factors and elements.
 He or she control all operations regarding purchase, production, management,
distribution etc.
 Involvement in strategies and leading strategies of organisation.
 Implementation of all important terms and policies to ensure procedure of work in
organisation.
 Control budget of every operation in organisation. Make sure that all the requirements of
organisation should completed.
 Maintain healthy relationship with all directors and management team to ensure the
smooth procedure of work.
 He or she should have decision making skills, managerial skill, negotiation skill, time
management skills etc.
Leadership of project manager:
In every project there is one project manager who leads the whole project so he or she should
have some leadership quality to maintain this post and project in proper manner
1) Communication skill
2) Positive attitude.
3) Integrity.
4) Polite nature.
5) Decision maker.
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