Event Planning and Project Management Report for QAHE University

This report provides a comprehensive overview of project management principles applied to event planning at QAHE University. It begins with an introduction to project management, defining its key aspects and objectives. The main body covers essential components such as project documentation, including a project initiation document with details like budget, timelines, and objectives. It includes stakeholder analysis, detailing the benefits for various stakeholders like the managing director, project manager, sponsors, teaching staff, students, and event manager. The report also features a work breakdown structure (WBS) that outlines tasks, durations, start and finish dates, and predecessors for event planning. The report also includes a risk register to identify potential issues and mitigation strategies. Finally, a report to the managing director summarizes the project's progress and key findings. The report provides valuable insights into the practical application of project management methodologies in a real-world event planning scenario.

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1. Documentation...................................................................................................................1
2. Work Breakdown structure (WBS)....................................................................................7
3. Risk register......................................................................................................................15
4. Report to managing director.............................................................................................20
REFERENCES..............................................................................................................................23

INTRODUCTION
Project management defined as practice that refer as initiating, planning, implementing and closure of work to accomplish
specified goals (Cha, Newman and Winch, 2018). Thus, the main goal is to deliver the information that can be acceptable and
developed on time to deliver better information. It aids to complete and clear analysis of all activities. Hence, it can be stated that
application of knowledge, skills, tools and techniques aids to meet the whole project requirements. Furthermore, present report
will cover topics as stakeholder analysis, budget, time etc. Lastly, risk analysis and work breakdown structure has to prepare so that
project management activities can be Carried out specifically.
MAIN BODY
1. Documentation
Project initiation document can be defined as document that aids to record basic information and that must be correctly defined
and plan the whole activities effectively. It is one of the effective term that provides foundation for project ( Tonchia, 2018.). This
document also includes that why the project is crucial, what it aids to delivered and when and how it needs to be delivered. Thus,
there is need of defined the various documents as-
Title of Project Event planning on QAHE university
Estimated budget 50000 pounds.
Brief breakdown of
how you think this
money will be spent
Start date 04/03/19
Finish date 07/06/19
Project Sponsor QAHE university
1

Project Manager John
Main objectives
(essentially a short list
of key business
reasons why this
project is being
undertaken)
To provide better and effective
environment to student and
teachers.
To have the use of reformative
technical advancement that
leads to support the better
learning and teaching practices.
Overall suggested
approach (some major
points describing how
you will go about
achieving the above
objectives)
The all things will be approached by the
managing director of the university and
number of initiative must be taken in
order to communicate about to deliver
thoughts, renovation actions and
number of effectiveness of such
increment among audience. The main
aim of this is to carry out the all project
activities effectively. In this, effective
approaches are needed to carried so that
aim and objective of this project
activities ca be carried out specifically.
The approach that must be in use that
2

there should provide better
understanding and learning that works
as to bring improvement in technical
influence of operations.
Any major risks that
you would like to
highlight to the
sponsor at this early
point in the project
Poor coordination between the
managers can impact the performance.
Reference(s) for
templates/ideas used to
develop this
As per analysing the above listed
project management methods on which
it can be said that, there must be
implication of effective techniques to
make projected plan. However, on the
basis of which it has been suggested to
the professionals that they must
implicate PRINCE 2 technique. Thus, it
will be fruitful in proper management
of activities, works, time and days to
conduct the operations. The reliability
of these techniques is comparatively
higher than other presented methods. In
3

addition, considering this method will
result in better quality of operations to
be undertaken and completing the
operations.
Budgetary information- The project budget defined as total sum of money allocated in order to carried out particular purpose
for specific period. This is report that is based on launching an event of QAHE university in order to communicate about the
innovative approach taken by department of university to have improvement in teaching and learning style to students. There are
number of approaches that get influence of number of activities as project initiation, invitation to the guest and enrollment procedure
of staff and to assign them specific duties. For this, the total cost has been estimated as 50000 pounds.
Timescales- The professionals to the project management also takes initiatives to develop the all activities. In this, appropriate
deadline must be given to each task so that all things get competed within specified and given time period. Therefore, this event will
be launch from the month of September.
Objectives- The main aim of this project managerial activities is related to communicating the renovation of teaching classes,
teaching methods and learning styles etc. This modification are needed to be done in order to provide the better learning and
understanding opportunities to the students (Zwikael, Chih and Meredith, 2018). Thus, renovation of teaching classes is essential so
that student can have better environment facilities. In addition to it, effective communication must be made among students, sponsors,
teachers and this all leads to reflect the better growth to the QAHE university. Hence, the number of the objectives has been stated
under it as-
 To provide better and effective environment to student and teachers.
 To have the use of reformative technical advancement that leads to support the better learning and teaching practices.
4

Approach- The all things will be approached by the managing director of the university and number of initiative must be taken in
order to communicate about to deliver thoughts, renovation actions and number of effectiveness of such increment among audience.
The main aim of this is to carry out the all project activities effectively.
Key staff- In order to launch the activities of event, it is essential to have required number of staff members to carries out
operational process and tactics. The member must allocate the task that can be handled by them in easy manner. Thus, there must be
involvement of number of staff such are as event manager, project manager, managing directors, catering staff, advertisement
department, decorators and cleaning staff etc.
Stakeholder analysis- It is also defined as tool that aids to clearly define key stakeholders for project and other activities. This
defined as process that aids to assessing a system and all kind of potential changes that can relate to relevant and interested parties.
Stakeholders Benefits
Managing director They are the person who plays crucial role in
order to carry out effective projected plan for
QAHE. In this, there are various audiences
that will attend this programme in relation to
make appropriate operational ascertainment.
By the use of this kind of event activities it is
essential to communicate the large number of
audience and it will be very beneficial to make
proper communication to audience. By
making communication with the large number
of audience it can be possible to get the more
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number of admissions.
Project manager They are the person who carries out their
activities as to work toward organising and
managing the all task in better manner and
also with the support of effective time frame.
In order to have successful competition, it is
essential to cover the all desired activities in
better and effective manner.
Sponsors The sponsor means person that works as to
support a person, organisation. It means this is
the person that has some sort of responsibility
for the event. With the help of working with
better sponsors the all activities can be carried
out in better mode.
Teaching staff The teaching staff to the enterprise are
responsible to note down the all kind of
improvement measures that aids improvise the
working of classroom activities. Computer
labs etc.
Students The main aim is to inform the student about
the innovative approaches. With help of
providing better learning and teaching style
6

the activities under firm can be carried sown
effectively.
Event manager He is the person who has responsibility to
undertake the number of activities as
decoration, catering, entire programme
management and seating etc. Therefore, they
play crucial role in order to fetching audience
attention.
2. Work Breakdown structure (WBS)
This technique is comprised with listing the tasks, scheduling it with proper time requirements as well as assigning costs to
determine the budget of the operations (Hallo, Gorod and Morriss, 2018). Thus, in case of QAHE where it represents the activities that
are to be considered and performed in the launch of event.
WBS:
7

Task Mode Task Name Duration Start Finish Predecessors
Auto
Scheduled Planning for resources 20 days Mon 04-03-19 Fri 29-03-19
Auto
Scheduled needs in University 5 days Mon 04-03-19 Fri 08-03-19
Auto
Scheduled Objectives 4 days Mon 11-03-19 Thu 14-03-19 2
Auto
Scheduled determining venue 2 days Fri 15-03-19 Mon 18-03-19 2,3
Auto
Scheduled amenities selected 3 days Fri 15-03-19 Tue 19-03-19 3
Auto ascertaining 2 days Tue 19-03-19 Wed 20-03-19 4
8
Project
management
Planning for
resources
Location
analysis
Event
requirements Meal PlanningTechnologyEvent PlanningRSVPInvitations
needs in
University
Objectives
determining
venue
amenities
selectedascertaining
arrangements
for Sound, stage
and internet
decision making
for catering
servicesGuest lists and
attendance
count
determining
costs
Visiting Site
Discussion with
team
Finalising site
Marketing
Materials
Print
advertisements
Promoting
through media
Designing
invitation cards
Reviewing
invitation cards
Printing
invitation cards
Distribution of
invitation cards
RSVP process
management
Online RSVP
Paper RSVP
Materials
Payment
processing
Imparting
Brochure
Staffing plan
Guest Speakers
Identification of
project
Communication
s
Scheduling
activities
Setup for events All day
refreshments
Catering
services
Lunch
Completion of
planning

Scheduled arrangements for Sound,
stage and internet
Auto
Scheduled
decision making for
catering services 2 days Thu 21-03-19 Fri 22-03-19 6,5
Auto
Scheduled
Guest lists and
attendance count 2 days Thu 21-03-19 Fri 22-03-19 6
Auto
Scheduled determining costs 5 days Mon 25-03-19 Fri 29-03-19 7,8
Auto
Scheduled Location analysis 2 days Mon 01-04-19 Tue 02-04-19 8
Auto
Scheduled Visiting Site 1 day Mon 01-04-19 Mon 01-04-19 6,1
Auto
Scheduled Discussion with team 1 day Mon 01-04-19 Mon 01-04-19 9
Auto
Scheduled Finalising site 2 days Mon 01-04-19 Tue 02-04-19 9
Auto
Scheduled Event requirements 7 days Wed 03-04-19 Thu 11-04-19 10
Auto
Scheduled Marketing Materials 4 days Wed 03-04-19 Mon 08-04-19 12
Auto
Scheduled Print advertisements 2 days Wed 03-04-19 Thu 04-04-19 13
Auto
Scheduled
Promoting through
media 3 days Tue 09-04-19 Thu 11-04-19 15,11
Auto
Scheduled Invitations 11 days Fri 12-04-19 Fri 26-04-19 14,13
Auto
Scheduled
Designing invitation
cards 5 days Fri 12-04-19 Thu 18-04-19 16
Auto
Scheduled
Reviewing invitation
cards 6 days Fri 12-04-19 Fri 19-04-19 17
Auto Printing invitation cards 4 days Fri 19-04-19 Wed 24-04-19 19
9

Scheduled
Auto
Scheduled
Distribution of invitation
cards 5 days Mon 22-04-19 Fri 26-04-19 20
Auto
Scheduled RSVP 14 days Mon 29-04-19 Thu 16-05-19 10,11,18
Auto
Scheduled
RSVP process
management 5 days Mon 29-04-19 Fri 03-05-19 22
Auto
Scheduled Online RSVP 4 days Mon 29-04-19 Thu 02-05-19 21
Auto
Scheduled Paper RSVP 3 days Mon 06-05-19 Wed 08-05-19 24
Auto
Scheduled Materials 4 days Fri 03-05-19 Wed 08-05-19 25
Auto
Scheduled Payment processing 2 days Thu 09-05-19 Fri 10-05-19 26
Auto
Scheduled Imparting Brochure 4 days Mon 13-05-19 Thu 16-05-19 27,28
Auto
Scheduled Event Planning 15 days Thu 09-05-19 Wed 29-05-19 18,14
Auto
Scheduled Staffing plan 4 days Fri 17-05-19 Wed 22-05-19 29,18
Auto
Scheduled Guest Speakers 2 days Fri 17-05-19 Mon 20-05-19 23
Auto
Scheduled Identification of project 3 days Thu 23-05-19 Mon 27-05-19 31,32
Auto
Scheduled Communications 2 days Thu 09-05-19 Fri 10-05-19 26
Auto
Scheduled Scheduling activities 2 days Tue 28-05-19 Wed 29-05-19 33
Auto
Scheduled Technology 2 days Thu 30-05-19 Fri 31-05-19 30
10