Marysville, VIC Local Music Festival Project Plan and Analysis

This project plan outlines the development of a local music festival in Marysville, VIC, aimed at attracting funds for regional redevelopment following a bushfire. The plan encompasses proposal and feasibility studies, project organization, management considerations, scheduling, resource and cost management, and risk assessment. It details stakeholder engagement, including local businesses, government authorities, and volunteers, and addresses logistical challenges and financial planning. The project explores funding sources such as sponsorships, ticket sales, and vendor fees, while also considering volunteer management and potential challenges. The plan includes a cost management strategy, risk assessment, contract and quality management, and concludes with a Gantt chart and references. The project emphasizes the importance of stakeholder support and the potential for the event to generate revenue for the community's recovery. The plan also considers the organizational structure, including roles of key team members, and the importance of effective project management for achieving objectives on time and within budget.

Local Music Festival Project Plan
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Local Music Festival Project Plan

Local Music Festival Project Plan
Contents
Proposal and Feasibility.........................................................................................................................2
Project Organization..............................................................................................................................4
Management Issues and Effectiveness...................................................................................................4
Plan (Schedule)......................................................................................................................................5
Resources and Cost plan........................................................................................................................6
Resource Management Plan..............................................................................................................6
Cost Management Plan:.....................................................................................................................8
Project Cost and Benefit........................................................................................................................8
Project Risk assessment.......................................................................................................................10
Contracts and Quality management plan.............................................................................................30
Contracts management....................................................................................................................30
Gantt chart.........................................................................................................................................33
Conclusions.........................................................................................................................................34
References...........................................................................................................................................34

Local Music Festival Project Plan
Proposal and Feasibility
This project proposes planning and execution of a Music Festival for the Marysville, VIC
region. The objective behind the festival is to attract funds through sponsorships and ticket
purchases so that the region which has recently faced a bushfire can be redeveloped. Before
the project manager takes a decision on whether this Music Festival should be organized, an
assessment of logistical issues and project costs has to be done and compared with the
resulting benefits that would be achieved with staging of the event. Accurate estimation of
economic benefits could be difficult but costs and logistical requirements can be determined.
To be able to gather funding that the Bushfire appeal would bring from the event, it is
important the landing merchants in the region are sufficiently engaged as they would be the
key stakeholders of the project. Other major stakeholders would include local government
authorities, marines, public, and event organizers. To understand the project feasibility, the
views of these stakeholders was important to take and thus they were interviewed and surveys
to understand the resource requirements of the project and expectations of these stakeholders
from the Music festival project. One feasibility factor would also be the consideration of the
number of volunteers that would be required for executing the event. These volunteers have
to be brought from the local communities and must be kept motivated. The feasibility study
would also involve consideration of how the event would link to other festivals in the region
if they are being carried out at the same time (Abeysekera & McLean, 2000).
Cost would be incurred on the project for hiring team and getting the music and sound
equipments. A budget of $2,000 may be used by the project manager for raising the funds at
the event. Besides these funds gathered from the state funding authorities, there can also be
other revenue sources in the event such as business sponsorships, fees from vendors placing
their stalls at the evet, and ticket charges for attendance. The event is expected to cover 70%
of the total cost of the event through fund raising (Archibald, et al., 2000).
A survey was conducted on the stakeholders of the project and it was found that a strong
support can be gathered for street festivals in the state as most stakeholders and project
coordinators supported the idea of development and execution of a Music festival. There
were some stakeholders who were not in support but were willing to consider cooperation if
their concerns were addressed. Organizers raised the concerns of reduction in the availability
of parking in the area causing inconvenience to travellers if an open street event was to be
organized. To address this concern, it was suggested the project management could seek

Local Music Festival Project Plan
collaboration for the Landing merchants to link to the festival such that these hassles can be
avoided or reduced. Landing businesses in the city can work through in-store displays and
windows during the event of the time. For exchange of the support from other businesses,
they can be allowed to feature their merchandize in the event. Event attendees can be offered
discount coupons for their merchandize to help the business in marketing and promotion to
garner their support for the event and cause least disturbances to their business during the
street event. Some of the business can even move their merchandize on the street during the
event (AusAID, 2003).
A major support has to be gathered from the project volunteers and they have to be kept
motivated which can be a big challenge. Volunteer burn-outs is a common problems faced in
street events. For management of these volunteers, a paid coordinator would be required who
would guide and support volunteers into participation in the event organisation. Some
stakeholders suggested in the interview that a publically funded coordinator may be hired for
supporting the event while others supported the idea of a full time coordinator who can work
beyond the event production and staging of the current event for the organization for long
term. A liaison has to be created between event coordinators, nearby merchants, town
officials, volunteer, suppliers, and the public to gather sufficient support for the event
execution, promotion, set-up, tear-down, storage, equipment procurement, furnishing
procurement, and staging (Awodele, 2012).
Thus, merchants nearby the site were surveyed to understand if this strategy would work and
response was positive as they were supportive of the festival and were open for street festival.
Merchants also recommended a few activities like sidewalk sales, fireworks, boat rides, and
contests and other ideas related to content, performances, and music. However, some
merchants were concerned about the competition that would be faced by other events going
on in the city during the same time. Merchants were found positive about using the street
festival as an opportunity to increase their revenues by adopting to the event themes to draw
visitors to their counters (BARR, 2015).
As suggested by the stakeholder interaction, most stakeholders are positive about the event as
well as are willing to cooperate and participate in some organizing and promotion activities.
The event is also expected to attract funding from state authorities that would compensate for
over 50% of the costs of the event while remaining income would be obtained through selling
of tickets and other sales at the event with generation of some profits for the cause. Thus, it

Local Music Festival Project Plan
can be said that the event is feasible to be conducted in the region both technically and
financially (Basu, 2005).
Project Organization
The organization is a start-up project management consulting firm founded by Paul that has
been awarded a contract for planning and execution of a local music festival in Marysville,
VIC. Marysville, a small town near Melbourne was devastated by a bushfire in 2009 killing
45 people and causing destruction to many buildings and homes. Marysville Local Business
Group is planning to sponsor the local music festival for which the company is expecting a
grand from state government. However, to be able to become successful, the event would
need some profits to be generated after its expenses are met. The project has been assigned to
Paul’s company that has a small project team for assistance including Georgina and Jed who
recently joined as the part of new team. Paul would serve as a project manager and his friends
would play role of support for the team. Additionally, Jed was given the responsibility of
managing finance while marketing, promotion and website development was managed by
Georgina (Billows, 2010).
.
Management Issues and Effectiveness
For delivering a project successfully, the plan has to be carefully made for handling
management issues to bring effectiveness. The target would remain achieving objectives of th
project on time aand within budget. As per PMBOK guide, a project manager needs to have
three characteristics that can affect the project outcomes and these include performance,
knowledge, and personal attitude, personality or leadership quality.
The guide also identifies two major leadership styles that a project manager can follow.
These include:
 bottom-up approach in which the project manager takes inputs from the team through
coordination and integrates their views in the management while working to achieve
the vision of the project. This approach gives some level of autonomy to the project
team members and the leader follows the servant leadership model
 Top down approach retains the autonomy for the project manager such that only the
project manager takes all decisions without involving the team. Such approach can

Local Music Festival Project Plan
actually be disempowering for the project team. In this approach each member of the
team would be contributing individually towards the output of the project
As the project team needs to coordinate and exchange views to be able to achieve the
objectives of a project effectively, the project manager may follow a bottom-up approach to
leadership which would be used for the current project (Awodele, 2012).
Plan (Schedule)

Local Music Festival Project Plan
Critical tasks

Local Music Festival Project Plan

Local Music Festival Project Plan
Resources and Cost plan
Resource Management Plan
The resource management plan identifies the stakeholders of the project and identifies their
responsibilities or participation in the event management process. The table below shows the
list of stakeholders whose roles are identified along with their responsibilities related to
project management.
Stakeholder Role Responsibilities
Project Sponsor Assess and approve the budget for the project and sanction the funds
to be used on the project within the specified boundaries
Provide a vision to the project team and guide the project manager in
solving major project issues that need intervention from high level
authorities (Caltrans, 2007)
Project Manager Responsible for initiating, planning, executing, managing and

Local Music Festival Project Plan
controlling the event project. Specific activities that the project
management would be involved in include preparation of project
charter, obtaining sign-offs from key stakeholders, building and
managing resources, time management planning, identification of
team KRA’s, monitoring and communicating project progress to
project stakeholders, and controlling project for maintaining the
time, cost and scope constraint (Butt, et al., 2016).
Project Board Important decisions related to inclusions and exclusions of the scope,
change management, and risk management strategies are taken upon
participation from the project board that has the responsibility to
brainstorm and guide the project manage in taking the right decisions
on the project (Caltrans, 2007).
Customers/
Spectators
They would provide the inputs on the expectations from the events
and approval for the execution of the event on the streets. Public has
to cooperate and customers have to make payments for participation
through ticket buying (Butt, et al., 2016).
Project Team The project team would be involved in executing all the operational
and technical activities that are required for structuring, organizing
and executing the event. The specific activities that they would be
participating in include requirements gathering, planning, ticketing,
execution, and marketing (Davis, 2014)
Volunteers Volunteers from the local communities would be hired for handling
all the activities during the event including stage set-up, audience
management, staging management, queue management, event tear-
down support, and help desk support for visitors.
Change Manager He would be responsible for approving changes that are requested by
any of the project team members based on the analysis of the
situation demanding change. If any changes make the project deviate
from the objectives then change manager would use a process to
control change. If the change has to be made, the same would be
communicated to the team by the manager..
Equipment &
Décor Suppliers
Responsible for the supply of goods as per the project plan safely
with desired quality taken care of and keep the even organization

Local Music Festival Project Plan
updated of the progress or issues in deliveries
Local Authorities Provide permission to make arrangements for the street event for the
use of land, roads, and nearby locations for parking (Welsh & Black,
2010).
Contractors Contractors would be hired for catering, décor management, music
set-up and stage set-up. They are responsible for delivering safe and
quality work before the event execution
Performers Musical performers would have to provide a clear information on
their availability at the time of the event and must perform at the
event as per event theme and in their best spirits to engage audience
(MAJEED, 2012).
[Kerzner, Harold R. Project management: a systems approach to planning, scheduling, and
controlling. John Wiley & Sons, 2013.]
Cost Management Plan:
Several approaches would be taken for keeping a control on the costs such that the project
can be competed within the allotted budget. The cost of the project would be estimated based
on the number of resources that would be utilized on the project such that the calculation
would be done based on their rates and man hours at work. The work would be assigned to
these resources as per the Work Break Down Structure and the costs would be in giving
wages, training teams, procurement of resource and project execution. A top down approach
would be taken for identifying costs that would be incurred under each of these heads such
that the total cost of the project would be calculated by summing up the individual costs of
these elements. The estimates would be done on the basis of experience and thus, the subject
matter experts would be involved by the project manager for arriving at the right figures for
the calculation of the final project cost (Rajguru & Mahatme, 2016).
Project Cost and Benefit
The costs that would be incurred on the project are tentatively recorded in the planning and
thus, ae only indicative as it can be affected by the changes in the scope.