Project Management Report for Gabriel's Charity Event - Luton Stadium

This report provides an executive summary of a project management plan for Gabriel's company, focusing on organizing a charity fundraising event at Luton Stadium for people with health and disabilities issues. The report delves into key aspects of project management including the business ca...Read More

PROJECT
MANAGEMENT

EXECUTIVE SUMMARY
Event management is consider as a portion of project planning which is adopted or
conducted by a company, group or an individual when they are planning to conduct their work
effectively. This report is based on Gabriel’s company that is conducting a charity function for
peoples having health as well as disabilities issues. For which they develop proper business plan,
budget, risk assessment and time management so that they can organize charity function
properly.

Table of Contents
INTRODUCTION ..........................................................................................................................2
MAIN BODY ..................................................................................................................................2
The Business Case......................................................................................................................2
Project Time Management..........................................................................................................5
Risk Management Strategy.........................................................................................................8
Reflection..................................................................................................................................11
CONCLUSION .............................................................................................................................11
REFRENCES ................................................................................................................................12
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INTRODUCTION
Event management is consider as a portion of project management in which an individual
or a group or any event company organized a event on small or large scale according to demand
and need of its clients or customers. This report is Gabriel’s company which is organizing charity
fundraising event (Braglia and Frosolini, 2014). For which which they develop a project plan
which include various things like budget, promotion techniques, target audiences, location,
suppliers and many more. Topics included on this report are business case and project time
management develop by respective company in order to organized their festival properly. It will
also include risk management strategy i.e. what risk face by company and how they can get over
form it. Along with this it will include reflection of an individual that what learning they
included while developing respective project.
MAIN BODY
The Business Case
Business case refers to a project detail done in written or verbal form for educating as
well as make understanding about topic to decision makers which help them in conducting action
properly. This document include all necessary activities and factors which is essential for
organizing an event such as reason behind organizing event, budget, risk factors, constrains,
estimated benefit, estimated dis-benefits and many more. By develop this a decision makers will
understand all situation or condition and then develop strategies as well as policies accordingly
which help them in attainment of goal and objective. So it is essential for a company to develop
business case so that they can design strategies properly. Business case develop or prepare by
Gabriel in order to conduct fund arising event at Luton Stadium is given below:-
Detailed about event
This topic include all necessary information related to event such as what is event is all
about, location of event, reason behind it, target audiences and many more (Bucero and Englund,
2015). Through this a decision maker able to understand as well as conduct event or festival in
effective manner. Gabriel is a company which is organizing a charity event in order to collet
funds for peoples having health as well as disabilities problems. Location selected for respective
company in order to conduct event is Luton Stadium where they are organizing a special football
match for generating funds for peoples. Date for organizing Gabriel’s fund raising event will be
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organised on 22nd June 2019. By conducting this event respective company able to develop their
goodwill as well as market base in properly which help them in enhancing their presence in
market and ratio of sales.
Expected Benefits
Expected benefits refers to amount which a company or a person or a group is assuming
that they will get by doing any work or conducting event (Burke, 2013). Along with this,
expected benefits of a project or event is evaluated through project result or outcome and it also
encourage an individual to conduct work in effective manner so that they can increase their
expected benefit. Expected benefit according to Gabriel is £ 25,000 which they are assuming
they will get by organizing event of fund raising for peoples having health and disabilities
problems or issues.
Expected dis-benefits
It refers to existent consequences which is connected with a project that are consider as a
negative factors which affect result or outcome of a project, event or festival and it is considers
by one or more stakeholders. Example which may generate dis-benefits is decrease in
productivity of an individual, group or organization. In respect of Gabriel their estimated dis-
benefits amount is £ 5,000 which they can face while conducting fund arising event for peoples
having health and disabilities problems at Luton Stadium through organizing football match.
Stakeholders
It refers to an individual, group or an organisation which directly and indirectly impact on
outcome of a project and that can be negative or positive manner. Stakeholder of an organisation
is present insider or outside of a company such as suppliers, customers and many more.
Stakeholders of a company also impact on decision making as well as working process due to
this manager of an organisation must consider these peoples while taking decision so that they
can conduct their activities in effective and appropriate way (Fleming and Koppelman, 2016). In
respect of Gabriel, they have both internal stakeholder such as Project Manager, Project Team,
respective company Charity, Volunteers and Sponsors. Whereas there are some external
shareholder such as Customers, Investors, Business Partners, Suppliers, Regulators, Government
and Media.
Key milestones
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It refers to challenges which are face by a company while developing or conducting any
activity, project or event. Key milestone affect working of a company which may reduce
effectiveness of a event (Fortune and et.al., 2011). In respect of Gabriel, there are various
milestone which they may face such as exceeding of budget, less investors, not able to attract
more people or audiences and many more. Along with this key milestones prepare by respective
company is mentioned below:
Time Duration Activity
29/03/19 Formation of fundraising committee
03/04/19 Pre-event initial planning
05/04/19 Appointment with stadium director and football team and venue
seeking
17/04/2019 to 27/04/2019 Sourcing for main and other guests
01/05/19 Printing advertising event materials
07/05/19 Spreading flyers and advertising the event
27/05/19 Examine of external stakeholders
15/06/19 Choosing event material
19/06/19 Eve-day preparations
22/06/19 Execution of the event
23/06/19 Closing the event
Costs
Cost refers to amount which is incurred for conducting any activity or project or event in
effective way so company able to attain its goal and objective. Cost of a project or activity or
event include all price or amount which may incurred in order to conduct in effective manner. In
respect of Gabriel, their estimated amount is £ 5,000 +/- 500 for conducting event of fund arising
for peoples having health as well as disabilities issues.
Investment Appraisal
It refers to technique which is used by a person in order to identify attractiveness of an
investment for a project. The major aim behind developing investment appraisal is to assess
property of a project, programme or decision (Hanisch and Wald, 2011). For this an organisation
may conduct analysis so that they can identify viability of a project in effective way. In respect of
Gabriel investment appraisal is society which may help their event to make it viability.
Risks
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Risk refers to situation which leads to possibility of loosing value of something so it is
necessary for a every company to evaluate risk factors which help them in taking decision in
effectively. In respect of Gabriel, factors that are consider as a risk are choosing appropriate type
of event, weather, external stakeholders, football team players, providing materials, volunteers,
sponsors, getting insured, costs, property damage, schedule risk, business interruption,
performance risk, legal expenses, marketing risks, market risks, strategic risks, accidents, staff
and governance.
Constraints
It refers to factors which affect working or decision making process of a company and it
is necessary for a company to consider all constrains because by it they able to produce
appropriate decision and strategies (Kerzner and Kerzner, 2017). In context of Gabriel the major
constrains are costs, time, control, culture, law, sponsorship and promotion.
Project Time Management
Work Breakdown Structure and activity list
It refers to the process in which project manger will divide whole process or activities
into small portion so that it can be accomplish in proper manner for attaining goal and objective.
In respect of Gabriel they divide whole work into three major sections or list of activities i.e.
execution, organizing and closure. Further organisation is characterised into seven portion which
are guest, venue, material, services, legal compliances, advertising and execute event (Kerzner,
2013). These work are also divided into various different portion that are mentioned below
through this respective company able to conduct their event properly. Along with this they
develop activity list in which activities are mentioned along with person's name who is getting its
authority that is mentioned below.
Work breakdown structure:
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Activity list:
6

Network Diagram and Critical Path Analysis
Network diagram refers to graphical presentation of all activities, responsibilities and
work flow which is going to conduct in a project. It is also look same as a chart along with series
of boxes as well as arrows (Meng, 2012). Whereas critical path analysis refers to procedure
which is critical to adopt by a company for adopting or conducting in effective manner. Network
diagram and critical path analysis of Gabriel are mentioned below:-
Network diagram:
Critical path analysis:
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Gantt Chart
It refers to graphical or bar chart representation of project schedule. Basically it will
include all activities which a company will conduct in order to accomplish its work in proper
manner according to time (Meredith and Mantel, 2011). Such as in case of Gabriel, they conduct
various activities which is given below according to time in which they will accomplish their
work.
Risk Management Strategy
Risk Identification
It refers to situation in which an individual or group or organization identify factors
which may affect their work and become hurdle in order to attain goal and objective. In respect
of Gabriel who is going to organized a fund arising event for peoples suffering from health as
well as disabilities issues are football team players not ready for match or they may not get
available for respective event (Ramazani and Jergeas, 2015). Along with this they may also face
issues due to cost estimation, schedule, weather and external stakeholder. So it is essential for
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them to evaluate as well as analysis these factors so that they can conduct their work in effective
manner.
Risk Assessment
It refers to a process which is used by a company or group or individual in order to
identify risk as well as hazards factors which have potential to identify harm so that that an
organization able to develop strategies effectively (Walker, 2015). In respect of Gabriel they
design risk assessment table in which they mentioned which factors can be ignore, monitor
threats and critical threat which help them in developing strategies and that table is given below:-
Risk Responses
Risk response can be defined as a process to develop effective strategic options, including
the actions for enhancing opportunities as well as reducing threats to achievement of project's
objectives (Burke, 2013). In respect of Gabriel, different action plan need to be framed for
responding towards threat for different group of individual. Such as for risk factor football team
player respective company can convince team player and book them in advance as well as in
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No Risk Probability Impact Result
A Footbal team players 4 5 20
B Cost estimation 3 4 12
C Schedule 2 3 6
D Weather 1 2 2
E
External
Stackeholders 4 3 12
5 10 15 20 25
4 8
E - External
Stakeholders
12
16
A- Footbal
team players
20
3 6 9
B- Cost
Estimation
12
15
2 4 C- Schedule
6 8 10
1 D- Weather
2 3 4 5
Ignore threats Monitor Threats Critical Threats

respect of cost estimation they must prepare proper budget along with this they must also prepare
budget of extra amount which can be used in uncertain situation. In same manner they develop
strategies for other risk factors.
Risk Register/log Sample(s) provided
Risk Register refers to a tool or technique which is used for documenting risks and
developing actions to manage each and every risk. It is essential for a company to conduct
successful management of risk (Fleming and Koppelman, 2016). In respect of Gabriel, they
develop a table in which they mentioned all essential things which is conducted by a company in
order to conduct work properly. Such as they decide a particular date in which they start to
conduct work and a date at which they will review that particular work that is conducting
properly or not. Table of which is given below:
10
Action Responsibility Review date
Status/ Review
comments
1 29.03.2019
Footbal team
players 4 5 20
Arrange contract and keep
in touch with them Amelia 30.04.2019
2 29.03.2019 Cost estimation 3 4 12 Review and analise costs Elena 30.04.2019
3 29.03.2019 Schedule 2 3 6 Prioritizing tasks Amelia 30.04.2019
4 15.04.2019 Weather 1 2 2 Watch the weather Sandra & Anush 16.05.2019
5 15.04.2019
External
Stackeholders 4 3 12
Arrange contract and keep
in touch with them Daniela & Sabia 16.05.2019
Risk
Rating
Managed Response
Ref. Date Raised Risk Description Probability Impact
Threat Severity Likelihood Abiliti to Detect RPN
Footbal team
players 5 4 5 100
Cost
estimation 4 3 4 48
Schedule 3 2 1 6
Weather 2 1 1 2
External
Stackeholders 3 4 3 36
FMEA TIMETABLE
* On a scale from 1 to 5

Reflection
I am feeling very happy that I get opportunity to conduct this project because through this
I am able to enhance my skills, knowledge and ability properly. That will help me in my career
in future time. Along with this I learn many thinks such as how to deal with others in any
situation, how to behave within a team and so on. I also able to enhance my skills such as
communication skills, understanding skills, team management skills etc. But while I am working
in a team I go through various issues but at the end I am able to manage my team or group in
proper manner which help us in attain our goal and objective properly.
CONCLUSION
From above topic it can be conclude that event management is a part of project
management and it can be divided into various form such as ceremonies, conference, wedding,
events of college, formal meeting and parties, organised festival and many more. When a
company plan to organized a event they must have to consider many factors such as budget,
scheduling, transportation, food and beverage catering, speakers and many more. For which they
must develop various strategies related to risk manageable, preparing budget, risk analysis and
many more.
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REFRENCES
Books and journals
Braglia, M. and Frosolini, M., 2014. An integrated approach to implement project management
information systems within the extended enterprise. International Journal of Project
Management. 32(1). pp.18-29.
Bucero, A. and Englund, R.L., 2015, October. Project sponsorship: Achieving management
commitment for project success. Project Management Institute.
Burke, R., 2013. Project management: planning and control techniques. New Jersey, USA.
Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management.
Project Management Institute.
Fortune, J. and et.al., 2011. Looking again at current practice in project
management. International Journal of Managing Projects in Business. 4(4). pp.553-
572.
Hanisch, B. and Wald, A., 2011. A project management research framework integrating multiple
theoretical perspectives and influencing factors. Project Management Journal. 42(3).
pp.4-22.
Kerzner, H. and Kerzner, H.R., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Kerzner, H., 2013. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons.
Meng, X., 2012. The effect of relationship management on project performance in
construction. International journal of project management. 30(2). pp.188-198.
Meredith, J.R. and Mantel Jr, S.J., 2011. Project management: a managerial approach. John
Wiley & Sons.
Ramazani, J. and Jergeas, G., 2015. Project managers and the journey from good to great: The
benefits of investment in project management training and education. International
Journal of Project Management. 33(1). pp.41-52.
Walker, A., 2015. Project management in construction. John Wiley & Sons.
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