Event Planning and Project Management Report Analysis

This report provides a detailed event plan for a proposed music festival to be held in London, England. The project aims to host a two-day global-scale event attracting music lovers from around the world, featuring performances by world-famous music stars for an audience of 100,000+ people. The report covers the event's background, scope, objectives, entertainment activities, target audience, and deliverables. It outlines the project management tools and techniques, including a work breakdown structure and Gantt chart, and discusses project team management and structure, budget allocation, and potential risk factors. The report also includes an evaluation and control plan, providing a comprehensive overview of the event planning and project management process.

Running Head: EVENT PLANNING AND PROJECT MANAGEMENT
Event Planning and Project Management
Name of the Student
Name of the University

1EVENT PLANNING AND PROJECT MANAGEMENT
Executive Summary
This report is based on an upcoming proposed music festival to be held in London, England. This
event will be of global scale attracting music lovers from around the world and for a period of
two days, numerous world famous music stars will perform in front of a crowd of 100,000+
people at a selected venue. In addition to the entertainment activities and events, there will be
stalls for food, drinks and souvenirs. The event authority also aims to provide maximum safety
and security to all the spectators who will participant in this grand festival.

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Table of Contents
1. Background and Scope of the Event............................................................................................3
2. Event Objectives..........................................................................................................................3
3. Entertainment Activities..............................................................................................................4
4. Target Audience...........................................................................................................................4
5. Event Deliverables.......................................................................................................................4
6. Project Management Tools and Techniques................................................................................6
7. Project Team Management and Structure..................................................................................14
8. Budget for the Project................................................................................................................14
9. Awareness of Potential Risk Factors.........................................................................................21
10. Evaluation and Control of Project...........................................................................................21
Bibliography..................................................................................................................................23

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Introduction
The chosen event is a music festival that is planned to be hosted in London, England.
This festival is planned to be hosted for two days in a weekend and some of the world’s most
popular music stars will be invited. In order to host this large scale festival successfully, it is
important to develop a suitable event management plan that will follow a standard project
management approach.
In this report, a detailed event plan has been developed for the proposed event that
includes scope, schedule, budget and other important aspects of a project.
1. Background and Scope of the Event
This particular event is a music festival that is set to take place is London, England in
September 2018. While the main purpose is to bring together a large number of famous and most
reputed music artists within a grand stage, the event will also be used as a medium for
community service that will include providing entertainment to people as well as donate
significant amounts of sum to various charitable organizations like old age homes, orphanages,
cancer hospitals and some war torn countries where millions of people are starving. The
proposed event will be one of the largest music festivals in the whole world and it is expected a
huge number of international music stars will take part in the festival.
The primary scope of this event is to host a large scale music festival at a suitable venue
for maximum number of audience. Further scope of the project includes renting of Wembley
Stadium for the music festival, arranging seats for allowing around 110,000 spectators in the
festival, run the festival over two days in the weekend, inviting popular music stars from around

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the world and successfully hosting the festival with the best viewing experience, safety and
security.
2. Event Objectives
The main objectives of the event are determined as follows.
 To provide entertainment to people and music fans all around the world
 To prepare a grand stage for music festival
 To raise funds for donating to various old age homes, orphanages and some war
torn countries around the world
3. Entertainment Activities
Since the main focus of this festival is to host music performances from world famous
artists, the entertain activities will be based on music. However, keeping in mind the possible
number of children taking part in the festival along with their family members, there will be
activities for children in the festival as well. Furthermore, in addition to the entertainment
activities and events, there will be stalls for food and drinks as well. The event authority also
aims to provide maximum safety and security to all the spectators who will participant in this
grand festival.
4. Target Audience
While the event will be hosted in London, England, the event management team aims to
make it a global festival that will see the festival being participated by music fans from all
around the world. There is no specific target audience for the event as this event has been

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planned for people of all age groups as well as from different professions including sportsmen,
acting and others. While for the adult spectators, there will be the music festival run for two days
in the weekend, there will children activity event in the Wembley practice ground where the
children will be able enjoy during the festival team.
5. Event Deliverables
There are several deliverables of the event explained in the following points.
Overall Event Management Plan – In order to deliver such a global scale music festival,
a detailed event management plan is necessary. Hence, it is important for the event manager to
develop an event charter that will include as aspects of the project including scope, timeline,
budget, risk management plan and others. On approval of this event management plan, the entire
project will be approved in order to proceed further.
Development of Event Management Team – For hosting a global scale music festival, a
huge amount of human resources is necessary. Again, for efficient handling of these human
resources, specific teams are to be developed and the human resources are to be allocated to
these teams based on their skills and competencies. The entire event management team will
include volunteers, stage preparation team, marketing and promotions team, security team, safety
and first aid team and others.
Selection of Venue – As per the initial discussions, the festival is set to be held in
London, England. However, the exact venue of the festival has not yet been confirmed. The
majority of the event management has voted for Wembley Stadium owing to its capacity and
central location in the city but the Olympic Stadium has also been considered as an alternative.

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During the planning phase, a specific venue for the festival has to be selected so that suitable
preparations can be made for the festival accordingly.
Preparations for Festival – Since this festival will be a global scale event, detailed
preparations are necessary. These should include the decoration of the stadium, preparation of
security systems for the festival, installing safety measures, booking 6 star hotels for the music
stars and other VIPs participating in the festival, construction of food and drinks stalls, children
entertainment areas and others. Finally, funding requirements are to be analysed and sponsors
will be contracted for investing in the festival.
Invite Popular Musicians – For performing in the event, the team needs to invite a host
of popular musicians around the world. The performances from the musicians will ensure the
festival will be of global level and will attract a large number of spectators from around the
world. However, inviting a large number of popular musicians will also significantly increase the
overall budget for the event and hence, planning is to be done accordingly.
Execute the Festival – The final deliverable is to execute the event over a period of 2
days in a selected weekend. After all the preparations for the festival are complete, the event will
be executed as per the plan. Moreover, steps should be taken to ensure safety and security of the
musicians as well as the spectators so that every person inside the stadium has a great experience
of the festival.
6. Project Management Tools and Techniques
The work breakdown structure for the project is shown in the following diagram.

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Music Festival in London
Event Planning and
Discussions Phase
Initial Planning and
Proposal of the
Festival
Get Appointment
with Government
Discussion with
Government
Regarding the
Festival
Get Approval for the
Festival
Analysis of the
Feasibility of the
Festival
Prepare Festival
Draft
Go Ahead for the
Festival
Detailed Planning and
Preparation
Preparation of Event
Charter
Define Scope of the
Event
Determine Event
Objectives
Determine Number of
Human Resources
Required for
Managing the Event
Prepare Stakeholder
and Human Resource
Management Plan
Develop Event
Schedule
Determine Budget
for the Festival
Analyse Risks of the
Event
Take Measures to
Solve the Risks
Prepare
Communication Plan
Finalize the Charter
Get Approval for the
Charter
Marketing and
Promotions
Hire Marketing Team
for the Event
Start Marketing and
Promotion of the
Festival
Invite Musicians to
Perform in the
Festival
Invite High Profile
Guests to Visit and
Enjoy the Festival
Project Execution
Rent the Stadium for
Festival
Appoint Volunteers
Decorate the Stadium
with Lights and
Banners
Install Large Sound
Boxes and Field
Televisions
Purchase Musical
Instruments
Prepare Parking
Space
Prepare Children
Entertainment Area
Build Food Stalls
Build Drinks Stalls
Build Souvenir
Shops
Install Safety System
Construct Entry and
Exit Routes
Finalize the Project
Event Execution and
Closing
Host the Festival
Donate Funds
Raised to Charity
Review of the
Festival
Final Closing
Figure 1: Work Breakdown Structure of the Project
(Source: Created by Author)
The proposed schedule for the project is shown in the following table.
Task Name Duration Start Finish Predecessors
Music Festival in London 168 days Mon 7/2/18 Wed 2/20/19
Event Planning and
Discussions Phase
42 days Mon 7/2/18 Tue 8/28/18

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Initial Planning and
Proposal of the Festival
15 days Mon 7/2/18 Fri 7/20/18
Get Appointment with
Government
5 days Mon 7/23/18 Fri 7/27/18 2
Discussion with
Government Regarding the
Festival
5 days Mon 7/30/18 Fri 8/3/18 3
Get Approval for the
Festival
2 days Mon 8/6/18 Tue 8/7/18 4
Analysis of the Feasibility
of the Festival
5 days Wed 8/8/18 Tue 8/14/18 5
Prepare Festival Draft 5 days Wed 8/15/18 Tue 8/21/18 6
Go Ahead for the Festival 5 days Wed 8/22/18 Tue 8/28/18 7
Detailed Planning and
Preparation
38 days Wed 8/29/18 Fri 10/19/18
Preparation of Event
Charter
10 days Wed 8/29/18 Tue 9/11/18 8
Define Scope of the Event 2 days Wed 9/12/18 Thu 9/13/18 10
Determine Event 2 days Fri 9/14/18 Mon 9/17/18 11

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Objectives
Determine Number of
Human Resources Required
for Managing the Event
2 days Tue 9/18/18 Wed 9/19/18 12
Prepare Stakeholder and
Human Resource Management
Plan
2 days Thu 9/20/18 Fri 9/21/18 13
Develop Event Schedule 5 days Mon 9/24/18 Fri 9/28/18 14
Determine Budget for the
Festival
5 days Mon 10/1/18 Fri 10/5/18 15
Analyse Risks of the Event 2 days Mon 10/8/18 Tue 10/9/18 16
Take Measures to Solve
the Risks
2 days Wed 10/10/18 Thu 10/11/18 17
Prepare Communication
Plan
2 days Fri 10/12/18 Mon 10/15/18 18
Finalize the Charter 2 days Tue 10/16/18 Wed 10/17/18 19
Get Approval for the
Charter
2 days Thu 10/18/18 Fri 10/19/18 20

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Marketing and Promotions 20 days Mon 10/22/18 Fri 11/16/18
Hire Marketing Team for
the Event
3 days Mon 10/22/18 Wed 10/24/18 21
Start Marketing and
Promotion of the Festival
10 days Thu 10/25/18 Wed 11/7/18 23
Invite Musicians to
Perform in the Festival
5 days Thu 11/8/18 Wed 11/14/18 24
Invite High Profile Guests
to Visit and Enjoy the Festival
2 days Thu 11/15/18 Fri 11/16/18 25
Project Execution 54 days Mon 11/19/18 Thu 1/31/19
Rent the Stadium for
Festival
2 days Mon 11/19/18 Tue 11/20/18 26
Appoint Volunteers 3 days Wed 11/21/18 Fri 11/23/18 28
Decorate the Stadium with
Lights and Banners
10 days Mon 11/26/18 Fri 12/7/18 29
Install Large Sound Boxes
and Field Televisions
12 days Mon 12/10/18 Tue 12/25/18 30

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Purchase Musical
Instruments
5 days Wed 12/26/18 Tue 1/1/19 31
Prepare Parking Space 5 days Wed 1/2/19 Tue 1/8/19 32
Prepare Children
Entertainment Area
5 days Wed 1/9/19 Tue 1/15/19 33
Build Food Stalls 2 days Wed 1/16/19 Thu 1/17/19 34
Build Drinks Stalls 2 days Fri 1/18/19 Mon 1/21/19 35
Build Souvenir Shops 2 days Tue 1/22/19 Wed 1/23/19 36
Install Safety System 2 days Thu 1/24/19 Fri 1/25/19 37
Construct Entry and Exit
Routes
2 days Mon 1/28/19 Tue 1/29/19 38
Finalize the Project 2 days Wed 1/30/19 Thu 1/31/19 39
Event Execution and
Closing
14 days Fri 2/1/19 Wed 2/20/19
Host the Festival 2 days Fri 2/1/19 Mon 2/4/19 40
Donate Funds Raised to
Charity
5 days Tue 2/5/19 Mon 2/11/19 42
Review of the Festival 5 days Tue 2/12/19 Mon 2/18/19 43