Event Management Project: Organizing Lunar Festival 2020 in Australia

This project report details the event management plan for the Lunar Festival 2020 in Australia. It begins with an executive summary and table of contents, followed by an introduction that outlines the project's scope. The core of the report includes a Work Breakdown Structure (WBS) detailing the project phases and activities, along with a project budget and resource plan. The budget outlines costs for various tasks, and the resource plan specifies the allocation of personnel and materials. A stakeholder management plan is also presented, identifying stakeholders, their interests, and their roles in the project. The report concludes with a summary of findings, emphasizing the project's successful management approach. Appendices include team meeting minutes, action plans, checklists, a stakeholder consultation report, projected budgets, and a logistics checklist.

Running head: EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
Event Management Project for Organizing Lunar Festival 2020
Name of the team members
Student numbers
Subject code
Name of the lecturer/tutor

1EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
Executive Summary
The report presents a brief idea over the event based on designing for the Lunar Festival 2020 in
Australia. The report thus discusses the plan for discussion over the Work Breakdown Structure
for the project. The WBS helps in discussing about the different activities that would be
performed within the project. A project budget and a resource plan has also been discussed
within the report. Each of the included activities and their related costs have been discussed
within the report. Based on the resources, a stakeholder management plan has also been
supported within the discussion. The stakeholders have thus been identified based on the
different activities that would be performed by them during the progress over the project.

2EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
Table of Contents
1. Introduction..................................................................................................................................3
2. Discussion....................................................................................................................................3
2.1 Work Breakdown Structure...................................................................................................3
2.2 Project Budget and Resources Plan.......................................................................................4
2.3 Stakeholder Management Plan..............................................................................................7
3. Conclusion...................................................................................................................................8
References........................................................................................................................................9
Bibliography..................................................................................................................................10
Appendices....................................................................................................................................12
1. Team Meeting Agenda and Minutes of Meetings.................................................................12
2. Action Plans...........................................................................................................................12
3. Checklists...............................................................................................................................13
4. Stakeholder Consultation Report...........................................................................................14
5. Projected Budgets..................................................................................................................14
6. Logistics Checklist.................................................................................................................15

3EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
1. Introduction
The report is based on the understanding of the management of an event, which is known
as the ‘Lunar Festival 2020’. The festival, which would be organized by the Australian
community, is considered to be one of the largest events being held in Australia (Sydney Lunar
Festival 2020, 2020). The following section of the report would present a WBS. The next parts
of the report would discuss the project budget and the plan of resources that would be allocated
for the project (Jones, 2017). A stakeholder management plan would also be supported within the
report based on understanding over the different stakeholders involved within the project and the
responsibilities that would be set for them.
2. Discussion
2.1 Work Breakdown Structure
(Figure 1: The WBS for the Project)
(Source: Created by author)
The above WBS discusses the different activities that are included within the project. The
entire project is comprised of five major phases, which is also further sub-divided into different

4EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
individual phases (Golini, Kalchschmidt & Landoni, 2015). The different necessary activities
that would be included within the project are being discussed thoroughly, which are linked
together based on successful accomplishment of the event management project.
2.2 Project Budget and Resources Plan
The Project Budget
The following table discusses each of the activities that have been planned for the
successful accomplishment of the event management project.
Task Name Resource Names Cost
Organizing the Lunar Festival 2020 $71,440.00
Start Project $0.00
Project Planning and Initiation $4,640.00
Proposing the idea for the event Business Head $1,440.00
Preparing a documentation for the project idea Project Manager $3,200.00
Taking approvals from Australian Government Australian
Government $0.00
Approving the project budget Business Head $0.00
Procuring of Resources and Materials $32,000.00
Preparing a list of stakeholders for the event Project Manager $2,000.00
Hiring of stakeholders $0.00
Purchasing materials for the event Store Materials[1] $30,000.00
Approval for Project start $0.00
Designing the event $24,080.00
Preparing the brief idea of plans to be executed Project Manager $6,000.00
Development of stores Labours,Store Head $12,000.00

5EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
Designing T-shirts and tickets Store Head $5,120.00
Finishing over the interior works Labours $960.00
Advertising and Promotion Plans $6,160.00
Designing a social media page and posters Social Media Head $960.00
Marketing and Handing out of posters Marketing Manager $3,600.00
Final Check over the event preparation Project Manager $1,600.00
Project Closure $4,560.00
Documenting of all activities and included costs Project Manager $3,600.00
Making payments to stakeholders Business Head $960.00
End Project $0.00
The Resources Plan
The following table shows the different resources who would be assigned to different
activities of the project at different activities (Cagliano, Grimaldi & Rafele, 2015). A standard
rate has been set for each resource that would be provided to them on an hourly basis.
Resource Name Std. Rate
Business Head $60.00/hr
Project Manager $50.00/hr
Australian Government $0.00/hr
Store Head $40.00/hr
Labors $10.00/hr
Marketing Manager $45.00/hr

6EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
Social Media Head $40.00/hr
Store Materials $30,000.00

7EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
2.3 Stakeholder Management Plan
Stakeholder Interest Influence Important Goal Way of Contribution Communication mode and
frequency
Business Head 5 5 To discuss important
plans based on setting up
of the event on time
E-mails and face-to-
face communication
Daily
Project Manager
4 3 To design production
plans and allocation of
proper resources at proper
activities
Business documents,
progress and status
reports
Daily
Australian
Government
5 4 Providing legal grants for
setting up of the event
E-mails Once
Store Head 3 2 Development of stores for
the festival
E-mails and face-to-
face communication
Weekly
Labors 2 4 Setting up of the stores as
per the requirement
Face-to-face
communication
Daily
Marketing
Manager
4 3 To plan for each
marketing activity and
executing them
E-mails Weekly
Social Media Head
4 5 Developing social media
content for engaging and
promoting towards online
events
E-mails Weekly

8EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
3. Conclusion
Based on the major findings from the report, it can be concluded that the Lunar festival
2020 would be considered to be highly successful as it would incur the best form of project
management planning and execution. This report summarizes the entire idea of the project and
highlights the WBS for the event. The next part of the report discusses the project budget and
resource plan that is allocated towards the project. The project also list out the stakeholder
management plan, which further underlines the important aspects of the stakeholders and the best
way in which they can manage the entire project. Thus, from the above report, it can be
concluded that the project would be completed within the proper estimations and developed
plans.

9EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
References
Cagliano, A. C., Grimaldi, S., & Rafele, C. (2015). Choosing project risk management
techniques. A theoretical framework. Journal of risk research, 18(2), 232-248.
Golini, R., Kalchschmidt, M., & Landoni, P. (2015). Adoption of project management practices:
The impact on international development projects of non-governmental
organizations. International journal of project management, 33(3), 650-663.
Jones, M. L. (2017). Sustainable event management: A practical guide. Routledge.
Sydney Lunar Festival 2020. (2020). Retrieved 23 January 2020, from
https://www.sydney.com/destinations/sydney/sydney-city/city-centre/events/sydney-
lunar-festival-2020

10EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
Bibliography
Deng, Y., Poon, S. W., & Chan, E. H. W. (2016). Planning mega-event built legacies–A case of
Expo 2010. Habitat international, 53, 163-177.
Geithner, S., & Menzel, D. (2016). Effectiveness of learning through experience and reflection in
a project management simulation. Simulation & Gaming, 47(2), 228-256.
Janssen, M., Van Der Voort, H., & van Veenstra, A. F. (2015). Failure of large transformation
projects from the viewpoint of complex adaptive systems: Management principles for
dealing with project dynamics. Information Systems Frontiers, 17(1), 15-29.
Kavanagh, K. M., Rochford, O., & Bussa, T. (2015). Magic quadrant for security information
and event management. Gartner Group Research Note.
Meredith, J. R., Mantel Jr, S. J., & Shafer, S. M. (2017). Project management: a managerial
approach. John Wiley & Sons.
Müller, M. (2015). The mega-event syndrome: Why so much goes wrong in mega-event
planning and what to do about it. Journal of the American Planning Association, 81(1),
6-17.
Raj, R., Walters, P., & Rashid, T. (2017). Events management: principles and practice. Sage.
Saito, H., & Ruhanen, L. (2017). Power in tourism stakeholder collaborations: Power types and
power holders. Journal of Hospitality and Tourism Management, 31, 189-196.

11EVENT MANAGEMENT PROJECT FOR ORGANIZING LUNAR FESTIVAL 2020
Silvius, A. G., Kampinga, M., Paniagua, S., & Mooi, H. (2017). Considering sustainability in
project management decision making; An investigation using Q-
methodology. International Journal of Project Management, 35(6), 1133-1150.
Sunder M, V. (2016). Lean six sigma project management–a stakeholder management
perspective. The TQM Journal, 28(1), 132-150.