Project Report: Planning and Management of a Music Festival in England

This report details the planning and project management of a music festival organized by the hypothetical Rockstar company in England. It covers various aspects of the event, including the event's objectives, target audience, and entertainment activities, such as solo and group performances of diverse music genres. The report outlines the project management tools and techniques employed, including a detailed event timeline, and discusses the project team's structure, comprising a CEO, project manager, and team members. Furthermore, the report analyzes the event's budget, allocating funds for musical instruments, promotion, decoration, training, and staff management. It also identifies potential risk factors, such as financial, scheduling, and technical risks, and proposes mitigation strategies. The report emphasizes the importance of communication, reporting, evaluation, and control in ensuring the event's success and achieving its objectives, which include advertising the company's products, attracting a large audience, and generating profitability.

EVENTS AND ENTERTAINMENT PLANNING
AND PROJECT MANAGEMENT

TABLE OF CONTENTS
INTRODUCTION...........................................................................................................................1
Background and Scope of Event............................................................................................1
Event objective.......................................................................................................................2
Entertainment Activities.........................................................................................................2
Target Audience.....................................................................................................................3
Project management tools and techniques..............................................................................4
Project team management and structure.................................................................................7
Budget for the project.............................................................................................................8
Awareness of potential risk factors........................................................................................8
Risk Severity Matrix.............................................................................................................10
Communication and reporting..............................................................................................10
Evaluation and control of project.........................................................................................11
CONCLUSION..............................................................................................................................11
REFERENCES..............................................................................................................................12

INTRODUCTION
For initiate any activity and event, effective planning and project management is very
significant by which determined objective and result can easily obtain. Event planning is a
procedure of managing a project such as a meeting, convention, trade-show, ceremony, team
building activity, party or convention. For manage several kinds of project, a systematic planning
plays a very crucial role by which various activities initiate and accomplish in an effective
manner (Andersen and Grude, 2018).
The present report is based on the systematic planning, event management and its
significance for accomplishment. Event manager of Rockstar company is going to organise
Music festival in England for which he/she will consider several aspects such as entertainment
activities, event objective, Event deliverables, project management techniques and tools, budget,
potential risk factors etc.
Rockstar (hypothetical) company's event manager is going to organise Music Festival in
England for all kind of people like lower income, middle income and upper income group of
customers. Company will organise event 'Music Festival” in the commercial area of England.
The Event will take place on 22 September 2018 in the Pavlion treasure Town complex Ground
floor England. The Pavlion treasure Town complex Ground floor England selected as a venue
because it is situated in the commercial area of England so that every one can easily come there.
The event will organise in the evening 7.00 PM to 11 PM. The culture of the event will really
very good and it will basically organise with help of voluntary organisation in the England.
Background and Scope of Event
Event management and event planning plays a very significant role for accomplish
determined task. When event manager is going to organise specific event and activity then it is
very important to focus on systematic planning of all activities. Event management is basically
projected management that's designed to deliver a specified deliverable. Event professional and
industry association required several techniques and tools for organise event management and
managing project in effective and appropriate manner (Batselier and Vanhoucke 2015).
With help of several techniques and method, event manager can easily organise event and
address determined objective in effective manner. Music event is also known as concert which is
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live music performance in front of an audience. It is organising by a single musician and it is
called as recital or by a musical ensemble such as an orchestra, choir and band. Music event are
held in a wide variety and size of setting, from private houses and small nightclubs, dedicated
concert hall, arenas and parks to large multi-purpose building and even sports stadiums. Music
event is always organised by corporation as well as by government and its cultural divisions that
have some specific purpose.
In the present case, Rockstar (hypothetical) company's event manager is going to
organise Music Festival in England for all kind of people like lower income, middle income and
upper income group of customers. This music festival organises in the commercial area of the
England so that every people can enjoy this event. The core purpose of corporate music event is
mainly to advertise and promote the company’s products in the market. The Rockstar company
delivers various customer goods and services in the market so Rockstar Music Festival in
England sponsored by Rockstar company. The Music event in the England have huge scope by
which income and revenue of the country can enhance. The core purpose of the public events is
to provide entertainment, attracting visitors, tourism etc.
Event objective
The Music event initial purpose is advertising the product and services in the market
(Calabuig, Olcina and Panebianco, 2018). Overall it can be said that Music Festival event in the
England will help to organisation in earn maximum profitability by advertising business. It will
help in attracting people toward corporation through which large numbers of people get aware
about business product and services. This music festival in England will provide effective
entertainment to children, youth, young and old people.
SMART Objectives
Specific- Music Festival event in the England will help to organisation in earn maximum
profitability by advertising business.
Measurable- It will help in attracting people toward corporation through which large numbers of
people get aware about business product and services.
Achievable-This music festival in England will provide effective entertainment to children,
youth, young and old people.
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Realistic- It is masked behind a higher purpose like creating entertainment for the youth or
helping a cause. The Music event initial purpose is advertising the product and services in the
market
Target- Corporation will improve its profitability by 25% every year.
Entertainment Activities
In the Musical Festival Event in England, several kinds of music will organise by popular
singer. Company will invite various singers in the event for singing by use effective musical
instrument. Various kinds of different activities will organise in this event like solo performance,
ground singing, duet singing etc. (Colomo-Palacios, and et.al., 2018). Furthermore, various kind
of music will play such as art punk, alternative rock, anime, children music, Sofia song, classical
music etc. Each activity in the event have main aim is to attract the large numbers of audience
and improve the popularity of the business. In order to organise the event various kinds of
activities will organise such as set the aim of event, identify stakeholder, conduct market
research, identify cost and analyse the risk, data collection, communicate the objective, organise
training for staff members, Collect reviews and feedback, Controlling, monitoring and
Completion of project.
Event Timeline
Activity/Week 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Set the aim of event
Identify stakeholder
Conduct market research for identify
guests
Identify cost and Analyse the risks
Data collection by using primary and
secondary sources
Communicate objective of event
Organise training practices and
Organise Music festival event
Collect reviews and feedback
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Controlling and monitoring
Completion of project
Event end
Target Audience
The Rockstar company music event have main purpose is to promote and advertise its
company's product and services in the market. Generally, it is masked behind a higher purpose
like creating entertainment for the youth or helping a cause. Thus, its entire focus on the youth
people. However, the main event of music festival in England is to promote the organisation and
its business in the market. Event organiser will invite youth people from all college and
universities. This program is basically organise for the young generation people so college
students will invite in this event. For organise the event, Rockstar corporation event manager will
focus on the large target market. Popular music events can encompass a large target market as
people interested in different smaller music subgenres. Rockstar company's target market is
situated within a city, a region, a country and may also include the neighbour countries.
Organisation conduct this event for improve popularity of business in the market and attract
large numbers of customers.
The event will beneficial for organisation to promote its business in the market and attract large
numbers of customers.
Project Deliverable
A deliverable is a tangible or intangible good or service produced as a result of a project
that is intended to be delivered to a buyer (either internal or external). A deliverable could be a
report, a document, a software product, a server upgrade or any other building block of an
overall project. A deliverable may be composed of multiple smaller deliverables. It may be either
an outcome to be achieved. Some deliverables are dependent on other deliverables being
completed first; this is common in project with multiple successive milestones.
Company will invite guest by use of leaflet. With help of this leaflet, corporation will
provide complete information to its guest regarding each activity of the music event. In addition
to this, corporation will also use DJ for entertain its guest in the party. As The term target
audience and market refers mainly to the event's potential attendees. The Rockstar Music
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Festival event will organise for all age group of customers so DJ will attract large numbers of
customers in this event. With help of DJ, effectiveness and attractiveness if the party will
increase so that customer can easily attract and enjoy that event. Music Festival event in the
England will help to organisation in earn maximum profitability by advertising business. This
music festival in England will provide effective entertainment to children, youth, young and old
people.
Project management tools and techniques
Project management is a process of initiate the project, planning of the project, executing
the project and closing the project. It is a systematic activity to organise and initiate the planning,
organising, managing activities in such manner through which determined objective can easily
accomplish. The project management technique related to the project initiation stages in which
include establish the project initiation team, develop relationship with customers, develop the
project initiation plan, establish management procedure, and develop the project management
environment and workbook (Colomo-Palacios, Fernandes, Soto-Acosta and Larrucea, 2018).
There are various kinds of techniques such as PERT, Gantt chart, work break down structure etc
for manage the project.
In the current scenario, Event manager of Rockstar Music festival event will use Gantt chart
method under which each activity will organise in the specific time period. Gantt chart method is
an effective technique of project management by which every activity can organise in the
specific time and budget because it helps in dividing whole task in the small parts.
Task Name Duration Start Finish Predecessors
Initiation stage 10 days Thu 8/2/18 Wed 8/15/18
Set the aim of event 5 days Thu 8/2/18 Wed 8/8/18
Identify stakeholder 2 days Thu 8/9/18 Fri 8/10/18 2
Conduct market research for identify
guests 3 days Mon 8/13/18 Wed 8/15/18 3
Planning stage 5 days Thu 8/16/18 Wed 8/22/18
Identify cost 3 days Thu 8/16/18 Mon 8/20/18 2,3,4
Analyse the risks 5 days Thu 8/16/18 Wed 8/22/18 4
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Communicate objective of event 2 days Tue 8/21/18 Wed 8/22/18 6
Execution stage 10 days Thu 8/23/18 Wed 9/5/18
Organise training practices 10 days Thu 8/23/18 Wed 9/5/18 7,8
Organise Music festival event 3 days Thu 8/23/18 Mon 8/27/18 8
Collect reviews and feedback 4 days Tue 8/28/18 Fri 8/31/18 11
Controlling and monitoring 3 days Mon 9/3/18 Wed 9/5/18 12
Closure phase 1 day Thu 9/6/18 Thu 9/6/18
Completion of project 1 day Thu 9/6/18 Thu 9/6/18 13,12
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Initiation stage
Set the aim of event
Identify stakeholder
Conduct market research for identify guests
Planning stage
Identify cost
Analyse the risks
Communicate objective of event
Execution stage
Organise training practices
Organise Music festival event
Collect reviews and feedback
Closure stage
Controlling and monitoring
Completion of project
Project team management and structure
Following are various members who involve in the project management-
 Chief accountant- CEO is one of the major body of project who is responsible for earn
the maximum profitability and market share. CEO is responsible for monitor financial
performance and accomplish all task and activities in specified time. It is also a
responsibility to train people for organise world best Music festival event in the England.
 Project manager- Project manager is another one of the responsible for manage project in
effective manner. He/she is responsible for look toward all activities and monitor that
activities in effective manner (Artto, K., Kulvik, Poskela and Turkulainen, 2011).
 Team member Group-Team, member is another stakeholder who is responsible for carry
out all activities and function in effective manner and accomplish determined target.
 End users Group- End users are those people who are guest for Music Festival Event.
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Change administration design: All progressions will be direct by venture supervisor. Time to
time testing will be done as such that if any misstep happens then individual can resolve it on a
similar time. By along these lines it will have the capacity to accomplish its goal essentially. For
observing the exercises venture administrator will take criticism from partners and will take their
survey. It will bolster in looking at the procedure well.
Correspondence administration design: Project chief needs to lead gatherings with partners and
need to circle fundamental data through mail. It will bolster in expanding coordination.
Budget for the entire project
Budget is another one of the significant aspect in the event management and planning
under which event manager must have to focus on the financial planning and allot fund for
different activities such as purchasing raw material, purchasing new instrument and music
equipment, promotion and advertisement, provide training practices to event members, managing
staff, catering and food services for guest, seating arrangement and decoration for hall etc.
Activities Budget (Rs)
Musical instrument and technologies 10000
Promotion and advertisement 15000
Decoration and seating arrangement in music
festival
21000
Training for event members 8000
Food and catering services 12000
Management of staff 6000
Awareness of potential risk factors
There are various kinds of risk in the Music event festival that will face by event manager of
Rockstar company. These risk are discussed below-
11 Financial risk- It is considered as the significant hazard in the making arrangements for
venture that is Music celebration occasion in England. It is another sort of hazard that can
occur in this venture. It is basic for the venture supervisor to use money related assets
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appropriately else, it won't be finished inside stipulated spending plan (Costantino,
Gravio and Nonino, 2015).11 Booking hazard to arrange Music celebration occasion in England occasion chief needs
to plan exercises appropriately so it can be finished on time. Without successful booking,
this proposition won't get finished inside indicated day and age (Denault and Poulin,
2018)11 Technical risk- Due to the latest technology and new musical equipment, this kind of risk
may occur in the music event. As there are various kinds of new technologies related to
music and sound will use in the event so failure of technology is another major risk.
As per the above discussion it has been analysed that there are several kinds of risk associated
with event project. By use of the risk register, manager can easily make record of risk and
identify its impact on the project (Daniel and Daniel 2018). For limiting the hazard, it is
fundamental for the task administrator that to make possibility arrangement with the goal that
venture can be finished on time. Individual should keep isolate 10% of spending plan
independently so that if any specialized hazard emerge then administrator can roll out prompt
improvements in the arrangement. Aside from this constant observing should be incorporated
into the arranging with the goal that it can get finished on time.
Risk description Risk Categories Mitigation strategy
Financial risk Moderate Project manager must design
effective plan for all
expenditure associated with
activities. By help of proper
budgeting of all activities,
project manager can overcome
the financial risk.
Scheduling risk Moderate Plan exercises appropriately
and screen them an
opportunity to time with the
goal that this hazard can be
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limited
Technical risk Major Task supervisor should ensure
that establishment done
legitimately so no damage
happen with anybody. It can be
limited by employing
specialized sound individuals
in the association and sorting
out preparing to all individuals
with the goal that they can
likewise deal with this
technology effectively.
Risk Severity Matrix
It is another effective way to manage and control the risk associated in the project. This is simple
mechanism to enhance the visibility of risk and assists management to take effective decision
regarding project. It majorly divided into three areas- The high probability and high Severity-It is higher level risk which can affect overall
outcome. Project manager has to take necessary action for control this risk (Bredillet,
2010). The medium category- Project manager has to monitor activities and have to make
control over them because it is medium level risk in the project
 The low category- This indicates that project manager can easily manage this risk
because it is not high in the project (Burke, 2013).
Communication and reporting
As there are various kinds of stakeholder for the Rockstar company such as employees,
audience, technical team members, project sponsers etc. In order communicate about the Music
event project to project sponsor, project manager will conduct meeting with them and provide all
information. In order to communicate with audiences and customer, event manager will use
social media and print media (Caniëls and Bakens, 2012).
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Evaluation and control of project
Effective evaluation and control is one of essential aspect in the project management and
event planning that helps to project manager and event planner is to analyse the performance and
effectiveness of the event and project. With help of effective controlling and evaluating project,
event manager can easily address the right outcome and determined objective. There are various
techniques for evaluate and control the project such as earned value analysis, critical ratio, line of
balance, graphical evaluation and review techniques, review meeting etc. In this present music
event festival project, event manager will use earned value analysis method under which project
manager can analyse the project performance, calculate the variance for schedule and cost and
indicate where the project stands in comparison to the estimate calculated earlier for this pointy
in time (De Bakker, Boonstra and Wortmann, 2010). This is very effective method for evaluate
and control the performance of project that is Music festival event. It will aid to corporation in
measure the progress of an activity, deliverable and project by comparing the actual value to
planned value.
CONCLUSION
From this entire report it has been summarised that project management is very
significant aspect by which every activity is systematically plan and organise for accomplish
determined objective and target. It has been also concluded that project manager is another one
of the responsible for manage project in effective manner. He/she is responsible for look toward
all activities and monitor that activities in effective manner. Due to the latest technology and new
musical equipment, this kind of risk may occur in the music event. The project management
technique related to the project initiation stage in which include planning, organising,
controlling, implementing various activities and functions. It has been also concluded that
Corporation will public the posters for promote Music event festival in England and also
e sign page on Facebook for attract customers. Corporation will also promote its event on
the you tube by posting attractive events. In addition to this, event manager will develop
its own page on the internet from where they will post information regarding time, venue,
ticket, cost, types of music will play etc.
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