Detailed Project Report: Events and Entertainment Planning in London

This report details the comprehensive planning and project management of a music event in London. It begins with the background and scope of the event, outlining objectives such as successful event management, audience engagement, and risk reduction. The report covers entertainment activities, target audience identification (primarily students), and event deliverables, including logistics, promotions, and venue management. It details project management tools and techniques, including a project plan with task durations and dependencies. The report also explores project team management structures, budget allocation (including costs for food, entertainment, and staff), and cost estimation. Furthermore, it emphasizes project communication, stakeholder management, and a risk register identifying potential issues such as planning inaccuracies and safety concerns. The report provides a complete overview of the event planning process, from initial concept to execution, and risk mitigation strategies.

Events and Entertainment
Planning and Project
Management

Table of Contents
Background and Scope of Event .....................................................................................................1
Event Objectives..............................................................................................................................1
Entertainment Activities..................................................................................................................2
Target Audience...............................................................................................................................2
Event Deliverables...........................................................................................................................2
Project Management Tools and Techniques....................................................................................3
Project Team Management and Structure........................................................................................4
Budget for the Project......................................................................................................................6
Cost estimation for the project....................................................................................................7
Project communication and stakeholder management.....................................................................7
Risk register..............................................................................................................................10
References .....................................................................................................................................12

Background and Scope of Event
Event management is the application of project management for the creation and
development of the festivals, events, and conference. Event management includes coordinating,
managing, creating various components of an event and all the people in a team are responsible
for each aspect. London is a great city to host events. Event project management team help in
making sure that music festive in London run smoothly and successfully. The project team
prepare all the activities which will assist in making event memorable. Music festival event is
one of the most common and important events for colleges, university, and another level. Hence,
the event should be co-related with the time, venue budget, duration, time, target audience, team
management, risk assessment, scope, planning, and evaluation. The music event can be treat as
the special event which is very effective for breaking the monotony of life of the people. The
event industry is large and growing which increase chances of employment and personnal
fulfilment in different ways. Therefore, managing musical event in London provide opportunities
to manage different types of event in United Kingdom. After identifying maximum number of
event attendees and resources required it becomes easy to plan and manage the size of event
(Lodge and et.al., 2014.). At last this event management provide opportunities to identify the risk
in event and remove it for running the event smoothly. This project help in developing
knowledge related to the way of making different types of event memorable for audience and
Celebrities.
Event Objectives
The main objectives of this musical event in London are as follows:
 To manage the event successfully
 To make event memorable among audience
 To increase the number of audience.
 To sell 500 tickets by 5th November
 To reduce the risk at event
 To increase awareness of musical event among people
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Entertainment Activities
To make the musical event successful it is important to add some entertainment activities
which can make audience feel enjoyable (Massimi, Harper and Sellen, 2014). For this purpose,
there are different set of entertainment activities which are planned by the project manager that
are hiring a comedian who can spoke some fun in the mid of musical event. Further, there are
different bands will be invited such as tribute band to play the songs of an artist which is familiar
among the audience.
Target Audience
The music event mostly grabs the attention of teenagers specially college and university
students and university students. Therefore, all the younger age people are likely to attend these
events. The teenagers who are in the age group of 15-19 and college students age of 20 to 26 are
important audience who can attracted toward the music festival in London. The reason behind
targeting students is that they are widely exposed to musical influence by means of internet,
television etc (Hsieh, 2013). Further, they are susceptible to popular culture influence because of
their age and take money from parents to attend events for which marketing is done (Project
planning. 2007).
Event Deliverables
The project event deliverable include logistic, invites, promotions, sound system, venue
management, catering, security, event personnel etc (LaPaglia and et.al., 2017). Apart from this
there are some other deliverables such as ground transport, event, coverage, special effect and
leasers themes, hotel facility for musicians, date of event etc.
The project manager is not accountable for deciding the date of event, site and hotel etc as this
all things will be deicide by owner of the event. Further, ground transport, catering management
event personnel all this will be included in deliverables (Mubarak, 2015). The project manager
delegate all the activities to the team member in order to make event successful. Other activities
list will be prepared by the project manager after preparing a deep investigation. This need to be
done so that complication at the time of event can be avoided. Apart from this decoration will be
included in deliverable so that event can become successful (Project control, 2013).
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Project Management Tools and Techniques
project plan
Name of tasks Time
duration
Starting
date
Finish date Predecessors
Check availability 68 days Wed
4/13/16
Fri 7/15/16
Decorations 15 days Wed
4/13/16
Tue 5/3/16
Research decoration ideas 4 days Wed 4/13/16 Mon
4/18/16
Plan decoration set up 3 days Tue 4/19/16 Thu 4/21/16 3
Buy decoration 5 days Fri 4/22/16 Thu 4/28/16 4
Development of team for decoration 3 days Fri 4/29/16 Tue 5/3/16 5
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Illustration 1: Musical event planning deliverable
(Source: Deliverable, 2016)

Entertainment 17 days Fri 4/29/16 Mon
5/23/16
Research Entertainment options 4 days Fri 4/29/16 Wed 5/4/16 5
Check availability 4 days Wed 5/4/16 Mon 5/9/16 6
Check equipment needed 5 days Tue 5/10/16 Mon
5/16/16
8,9
Confirm entertainment 5 days Tue 5/17/16 Mon
5/23/16
10
Refreshment 19 days Tue 5/24/16 Fri 6/17/16
Decide a type of menu 2 days Tue 5/24/16 Wed 5/25/16 11
Decide on food 2 days Thu 5/26/16 Fri 5/27/16 13
Decide on drinks 5 days Mon
5/30/16
Fri 6/3/16 14
Confirm arrangements 5 days Mon 6/6/16 Fri 6/10/16 15
Purchase foods and drinks 5 days Mon
6/13/16
Fri 6/17/16 16
Monitoring and controlling stage 20 days Mon
6/20/16
Fri 7/15/16
finding loopholes 5 days Mon
6/20/16
Fri 6/24/16 17
Removing lacking points 10 days Mon
6/27/16
Fri 7/8/16 19
Maintenance 5 days Mon
7/11/16
Fri 7/15/16 2
Project Team Management and Structure
It is important that in the event project management to develop the team structure for the
association of the people for the relocation of the project. Therefore, the following structure can
be implemented by the project manager (Schwalbe, 2015).
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Functional team structure: Functional team structure is hierarchal in nature. In this all the
sub department activities are properly supervised by the main department.
Illustration 2: Hierarchal project structure
((Source: The Best Structure to Work Under for the Project Manager, 2014))
Hybrid organisational structure:
It is known as the matrix structure which can be developed by the combining
characteristics of functional and project based structure (Fleming and Koppelman, 2016). It is
one of the effective structure in which all the activities are interrelated for better coordination
and support.
Project based organisation structures: In this type of structure an individual team is
established in which there are many experts from various field (Leach, 2014). All the task is
allotted to individual team which are guided by the project manager.
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Illustration 3: Project based organization structure
(Sources: Types of project management structure, 2011)
Budget for the Project
Budget is a financial plan for a fixed period which include, sales volume, expenses,
income etc. For organising musical event it is important to prepare budget so that unnecessary
expenses can be avoided (Gido, Clements and Clements, 2014).
The Musical event will take place at near the University campus in London therefore organising
the event budget is £10,000. Further, there are more than 10000 thousand audience and other
arrangement (Martinelli and Milosevic, 2016). Project sponsor will provide finance after looking
out all the activities which are need to consider in the event for making it successful.
Cumulative cost
Different cost which occur at the time of organizing the event are as follows
Food and beverage cost: To decide menu of food and beverage and make them available on time
is not easy task (Davies, and Mackenzie, 2014.). Further it is important to provide quality food
so that people do not complaint for it. Along with this drink facility to make available at event
site for audience comfort. All this charge cost total 33000.
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Entertainment cost: To provide entertainment facility it will charge cost maximum 9500 as there
are musician therefore less entertainment activities are arranged in order to avoid expenses.
Miscellaneous cost There are some miscellaneous cost which provide.
Cost estimation for the project
Categories of
expected
expenditures Cost in $
Cost of canteen
facilities
Cost of food 10000
Cost of drinks 11000
Cost of snacks 12000
Cost of
entertainment
activities
Total 33000
Comedian cost 4500
Other 5000
Total 9500
Router 1400
Hardware equipment 1300
Cost of cables 1600
Charging cables 1700
Cost of staff
members
Total 6000
Accommodation 20000
Salaries and wages of staff member 140000
Additional cost 1500
Total 161500
Other expenditures 50000
Total $ 260000
Project communication and stakeholder management
Communication in project is one of the important aspect because it helps in executing the
Musical event in London successfully. If there is communication gap take place or lack of
communication then become difficult to carry out each activities which are decided successfully
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(Braglia and Frosolini, 2014). For this purpose it is important to have proper communication
between project team member. For example, if project manager coordinate successfully with the
project sponsor then it can easily identify all the needs and requirement of the project. Apart
from this it is important that all the message is clearly communicated with team member and tell
their roles and responsibilities so that they can easily carry out their work (Haus, 2011). Before
making arrangement of the canteen at the side of event it is important to communicate with
project sponsor so that on time each and every things can be deliver (Haughey, 2013).
Stakeholders of the Musical event are:
 Project manager
 Team members
 Audience
 Musicians
 Technical team
 Project sponsor
The above mentioned are the stakeholder of the Musical event who have interest in the event.
Project sponsor: Project sponsor is an individual who have overall responsibility of the project.
Its main concern is to make sure that project deliver with estimate business benefits. It has high
power and interest so it is essential to satisfied them (Fleming and Koppelman, 2016).
Team member: Team member have low power and high interest therefore it is important for
manager to have keep strong communication with them and monitor all their performance
(Cicmil, Cooke-Davies and Richardson, 2017).
Project manager: Project manager role is to supervise the entire project team therefore it has high
power.
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Illustration 4: Power grid
Cost estimation:
Awareness of Potential Risk Factors
It is important to have risk management plan a because it is essential aspects of planning
musical event. There are many risk factors which are identified in the process of relocation of the
activities. Further, in the issues project manager has identified some major challenges that is
inaccuracy in the planning process (Serra and Kunc, 2015). Along with this, there are many
errors in the forecasting plan due to which present situation can become worse. There are some
risks which are associated with the musical event is relation to moving vehicle near the event site
and it can become risky for pedestrians. Further, electrical wires which are kept open near the
stage can become one of the huge risk for audience. Apart from this there are certain other type
of risk which can take place planning and organising the entire event management project. This
may include risk related to schedule, cost, human resources and technical 5 Basic Phases of
Project Management, 2013).
Risk plan
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Human resources risk: Human resources risk can be take place at the time of hiring the workers
at the time of event. It is so because if employee is not capable to manage all the work then it
becomes risk for the project manager (Andersen, and et.al., 2006). In addition to this if any
employee leave the project in between then it becomes tough to manage the entire event.
Schedule risk: Schedule risk take place at the time when any activities consume more time ten it
leads to increase the cost of the project and lower the performance (Andersen, DysviK and
Vaagaasar, 2009). It is so because in musical event there are different types of task which need to
manage back to back and it is not easy for the project manager to manage which lead to increase
in cost and time. There are different schedule method which can be adopted in order to overcome
this risk such as: team relationship and communication, work breakdown structure (Sears, Sears
and Clough, 2010).
Technical risk: This type of risk occur at the time of executing technical process and it may lead
to cause lost of resources as well as time (Brewer and Strahorn, 2012). Technical risk which can
take place in musical event such as power failure, loss of electricity and unexpected rain. To
manage all this risk it is important to take some steps such as provide the facility of generator so
that in case of electricity problem generator can help to carry out the event (Lester, 2007).
Cost risk: Cost risk is related to the income and expenses such as if expenses is greater as the
decided budget then project team need to bear loss (Bryde, 2003). In respect to prevent such risk
it is important to avoid wastage of food and other material which charge high cost.
Risk register
Risk Impact Risk score (1 to 5)
Human resource risk Moderate 3
Technical risk Low 1
Scheduling risk High 5
Scope risk Moderate 4
Evaluation and Control of your Project
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After preparing and organising each and every activity it is important for project manager
to evaluate and control the project (Kerzner, 2009). In this quality control need to be taken into
consideration so that event can become successful. In quality control there are four major
elements that are assurance, planning control and continuous improvement (Callahan and
Brooks, 2004). With the use of different techniques it becomes easy for the project manager to
control the measures such as with the use of six sigmas it becomes easy to make sure that quality
of the project and reduce the complications.
Further it is important to evaluate each and ever activity so that if changes required to be
done then can be done on time (Jeynes, 2002). To control the project it is important to regularly
monitor it in respect to avoid the chances of mismanagement as it lead to directly impact the
entire musical event. Therefore, it is important for the project manager to carefully monitor each
and every activities for its successful. Through monitoring the each and every step is become
easy to identify the loophole and try to overcome them. Through this way it become easy for the
project manager to avoid any types of risk and uncertainties while the carrying out the project.
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