Project Management Report: Music Festival in London, UK

This report details the project management plan for launching a music festival in London, UK. It begins with an introduction to project management principles and outlines the project's scope, including the type of music festival (Blues, Pop, Jazz, Opera) and its business case, which justifies the project's commercial benefits. The report includes an executive summary, challenges faced (memorable event, shrinking budget, technology, safety), and proposed solutions. It presents a detailed breakdown of costs, benefits, and execution timeline. The main body further elaborates on the Work Breakdown Structure (WBS), dividing complex activities into manageable tasks, and a risk assessment matrix to evaluate potential risks like delays, electricity issues, and security concerns, along with mitigation strategies. The report also includes a stakeholder analysis matrix to identify and manage stakeholders' interests and influence. The project manager will use this report to successfully plan and execute the music festival.

PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
MAIN BODY...................................................................................................................................1
1. About Project..........................................................................................................................1
2. Work-break Down Structure,..................................................................................................4
..........................................................................................................................................................6
..........................................................................................................................................................7
3. Risk Assessment Metric..........................................................................................................8
4. Stakeholder Analysis Matrix.................................................................................................12
CONCLUSION..............................................................................................................................15
REFERENCES..............................................................................................................................16
Books and Journals...................................................................................................................16

INTRODUCTION
The application of methods, processes, skills, experience and knowledge in order to
execute specific objectives of the project is called as project management. It is a discipline or
using established principles and policies of the project. There are five stages of process of project
management which are initiating, planning, executing, monitoring and controlling and closure.
All the process, system and everything are managed by project managers (Meredith and et.al.,
2017).
This present report will present the project plan for Music Festival. Project manager will
provide the brief introduction of projects, its design as well as it monitor and control.
Furthermore, it also business case justifying the project as the best way to attain the goals.
Moreover, project manager will also make schedule, risk assessment matrix and stakeholder
analysis to make the event successful.
MAIN BODY
1. About Project.
The project manager is going to launch a music festival in London, United Kingdom.
Music Festivals is a community event oriented towards the live performance of singing and
instrument playing that is often presented with a theme such as nationality, musical genre or
locality of musicians or holiday. Music festivals are commonly organised outdoors covered by
tents, placed with stages, sound system and some temporary singing performance. These are
based on live performance. The type of music festival that project manager is going to organise
in London is Blues, Pop Songs, Jazz and Opera.
BUSINESS CASE
It is the justification for a proposed project or undertaking on the basis of its expected
commercial benefits. Project manager will use business case to introduce the project to the
stakeholders or readers. In this present report, project manager is using to plan the music festival
successfully in UK in which people will gate amazing experience.
Here are the following steps which are included in Business Case is as follows-
EXECUTIVE SUMMARY:
1

Music Festival is the going to be organised in London, United Kingdom. Project manager
will plan time, budget, resources which are required to conduct the music festival successfully.
Music Festival is going to organise in auditorium. The main purpose of organising this music
festival for enjoyment purpose. This business case will cover the problem faced by the project
manager in conducting the music festivals as well as what are the solution to achieve the desire
goals. The cost and benefits will also include in this business case. The main purpose of
organising this music festival is to generate income through this and make the people entertain
on weekend.
CHALLENGES OR GOALS
Challenges are the shortcoming that a person faced in completing the project. In
organising the music festivals there are some challenges that project manager faced are as
follows-
To be Memorable: This is one of the biggest challenge that is faced by project manager
in organising the music festivals. It is due to the modern age of distraction, it is crucial to make
the event memorable and to make all the guest or stakeholders remember (Kerzner, 2017).
Shrinking Budget: This is another challenge that is faced by project manager as event
planner need to render their client with creative solution to combat the shrinkage of budget.
Project manager need to have more money set aside after preparation of budget.
Technology: Today, generation is highly technically advance and it is very important for
project manager to use and implement technically advance system that suites on the current
trend. It is very challenging task for project manager to set up high technologies for the event.
Further, project manager have to hire highly technical staff that can operate the system which is
also a complicated thing for them (Fleming and Koppelman, 2016).
Safety and Security of Event: There are various types of risk which are risk in
communal riots, terrorist attacks, guns attacks, shirt circuit, fire and many other type of risk are
associated with this event.
SOLUTIONS:
2

 Calling of Celebrities is one of the best way to make the music festival memorable to all
the stakeholders or guest. People will take photographs with the celebrities and singers
that make the festival memorable for them.
 Project manager should call expert in finance department so that they can plan the budget
in very systematic way. Expert will set aside fund for each and every task after evaluating
the activities (Turner, 2016).
 Training and development is another way to solve the issues of technology as project
manager should provide training to them and make them ready to operate advance
machines.
 Installation of CCTV camera is very important to solve the issue of security and safety as
people will think before conducting any misconduct. Further, proper checking before
entry is also important (Kerzner, 2017).
COST:
Cost is the total amount required to conduct the event successfully. There are various
types of cost which project management have to bear in carrying the music festival in London.
EXPENSES COST (£)
Idea generation 2000
Research and development 10000
Appointment of Staff members 5000
Charge for Venue 6400
Team establishment 4200
Resource requirement 2500
Resources allocation 4200
Team development training 1800
3

Celebrities Fees 5400
Decoration Charge 3000
Refreshment Cost 5000
TOTAL 4,53,000
BENEFIT
By organising this music festival, project manager will favour many benefits which are as
follows-
 Generate income for the business.
 Investment opportunist are also raises.
 Reputation in the market is increases.
 Increase collaboration
 Risk Management protocols is also increases.
 It will reduce the stress of people and project manager.
EXECUTION OF TIMELINE
For executing the timeline, project manager will prepare the time scale, Gantt chart and
critical path and then select the earliest path to complete the project work and make it successful.
2. Work-break Down Structure,
Work Break-down structure is an essential part of the project management and research
study as it is because it divides the complex activities into simpler one. By preparing the work
break down structure, it becomes easy for project manager to manage all the activities of Musical
Festivals in systematic way.
Task
Mode Task Name Duration
(in days) Start Finish
1 1. Event Requirements 8 Wed 7/3/19 Fri 7/12/19
4

2 1.1 Establishment Needs 5 Mon 7/15/19 Fri 7/19/19
3 1.2 Integrating objectives of event 4 Mon 7/22/19 Thu 7/25/19
4 1.3 Location 6 Fri 7/26/19 Fri 8/2/19
5 1.4 Amenities render for 4 Fri 7/26/19 Wed 7/31/19
6
1.4.1 Checking of sound system,
stage, proper sitting arrangement
and internet
5 Mon 8/5/19 Fri 8/9/19
7 1.4.4 Visitors services 2 Mon 8/12/19 Tue 8/13/19
8 1.4.5 Visitor and attendance count 4 Mon 8/5/19 Thu 8/8/19
9 1.5 Date 2 Thu 8/1/19 Fri 8/2/19
10 1.6 Budget 8 Mon 8/12/19 Wed 8/21/19
11 2. Selection of Venue 7 Wed 8/14/19 Thu 8/22/19
12 2.1 Visiting Site 9 Wed 8/14/19 Mon 8/26/19
13 2.2 Finalising site 5 Wed 8/14/19 Tue 8/20/19
14 3. Event Attendance 4 Fri 8/9/19 Wed 8/14/19
15 3.1 Materials of Marketing 5 Wed 8/14/19 Tue 8/20/19
16 3.2 Advertisements of Print 6 Mon 8/5/19 Mon 8/12/19
17 3.3 Media promotion 5 Thu 8/22/19 Wed 8/28/19
18 4. Invitations 4 Thu 8/22/19 Tue 8/27/19
19 4.1 Designing 5 Fri 8/23/19 Thu 8/29/19
20 4.2 Assessing 7 Fri 8/23/19 Mon 9/2/19
21 4.3 Printing 5 Mon 8/12/19 Fri 8/16/19
22 4.4 Distribution 8 Wed 8/14/19 Fri 8/23/19
23 5. RSVP 4 Fri 8/9/19 Wed 8/14/19
24 5.1 Management and process of
RSVP 6 Fri 8/23/19 Fri 8/30/19
5

Illustration 1: Gantt Chart
6

Illustration 2: Critical Path
7

3. Risk Assessment Metric
Risk Assessment matrix is stand among the most important element which is important
for manager to consider as it helps in evaluating the risks which have probability to arise. It aids
in defining the level of risk and probability of risk (Modarres, 2016). There are various types of
risk which project manager faced by organising this event. To make this music festival
successful it is very important to take corrective actions immediately.
Here are the risk written below which are associated with the Music Festival are as follows-
 Delays in starting of Music Festival
 Electricity Issues
 Break-Down of Systems and Computers
 Risk of quality of Refreshment
 Risk of Fire in premises
 Loss or Theft of Equipments and tools
 Risk of Safety and Security
 Risk of rain fall and high winds
 Cancellation of Contract with Celebrities
 Mismanagement of Resources
Here is the Risk Assessment Matrix
RISKS LIKELIH
OOD
IMPACT PERSON
ACCOUNTABL
E FOR
ACTIONS TO
BE TAKEN
DURATION
(in days)
Delays in
starting of
Music
Festival
Low High Project Handler Project Handler
will take make
schedule of all
the activities so
that delays could
be avoided.
8
Electricity Medium Medium Line Man and Lines and Wires 4
8

Issues Technicians will be checked
by line man
before starting
the event and
there must be
generator and
inverters
(Modarres,
Kaminskiy and
Krivtsov, 2016).
Break-Down
of Systems
and
Computers
Low High For controlling
this risk, project
handler have
some software's
for backup as
well as must be
placed by
alternative
management.
5
Risk of
quality of
Refreshment
(Food
Poisoning)
Low High Project Handler
and Food Vendor
Project Handler
will check the
quality of
ingredients used
during cooking
as well as ensure
cooking process
will be under
hygienic and
clean areas
(Norman,
6
9

2016).
Risk of Fire
in premises
Medium High Project Handler
and Line Man
There must be
installation of
fire extinguisher
system within
premises as well
as project
handler will also
ensure that
auditorium must
have one safe
emergency exit
(Nowrasteh,
2016).
4
Loss or Theft
of
Equipments
and tools
Low High CCTV camera
handler
Proper
Installation of
CCTV cameras
and security
Guards. There
must be
biometrics
machines for
additional
security of
guests.
7
Risk of
Safety and
Security
Medium High Project Handler
and Safety
Guards
Proper
Installation of
CCTV cameras
and security
Guards. There
8
10