Project Management Report: London Music Festival Event Plan

This project management report details the planning and execution of a music festival in London. It covers the project background, scope, and objectives, including the identification of the target audience and event deliverables. The report utilizes project management tools like MS-Project to create a project schedule in table format, a Gantt chart, a critical path diagram, and a planning chart. It also addresses team management, budget considerations, and potential risk factors. The report outlines the event objectives, entertainment activities, and deliverables, while also exploring project management tools and techniques such as project scheduling, Gantt charts, critical path analysis, and planning chart diagrams. The project team structure, budget, and risk management are also discussed, concluding with an evaluation and control section. The report provides a comprehensive overview of the project management process applied to a music festival event, from initiation to closure.

Running head: PROJECT MANAGEMENT REPORT
Project Management Report
Name of the Student:
Student ID:
Name of the University:
Author’s note:

1PROJECT MANAGEMENT REPORT
Table of Contents
Introduction......................................................................................................................................2
1. Background and Scope of Event..................................................................................................2
1.1 Project Background...............................................................................................................2
1.2 Scope of the Project...............................................................................................................2
1.3 Objectives of the project........................................................................................................3
2. Event Objectives..........................................................................................................................3
3. Entertainment Activities..............................................................................................................4
4. Target Audience...........................................................................................................................4
5. Event Deliverables.......................................................................................................................4
6. Project Management Tools and Techniques................................................................................4
6.1 Project Schedule in table format............................................................................................5
6.2 Gantt chart for the project......................................................................................................9
6.3 Critical Path for the project..................................................................................................10
6.4 Planning Chart Diagram for the project...............................................................................12
7. Project Team Management and Structure..................................................................................13
8. Budget for the Project................................................................................................................13
9. Awareness of Potential Risk Factors.........................................................................................15
10. Evaluation and Control of your Project...................................................................................16
Conclusion.....................................................................................................................................16
Bibliography..................................................................................................................................18

2PROJECT MANAGEMENT REPORT
Introduction
The project of hosting a music event in London was implied for forming the use of the
project management principles and processes. According to Kerzner (2013), the implication of
the theories of project management would employ the development of the improved operational
processing. The integration has provided scope for the development of the smart and effective
alignment of the operations. The event of musical show was aligned well with the development
of the improved processes. The implication of the project would align to the integration of the
effective processing and development (Coombs 2014). The alignment of the profound
development would help in forming the alignment of the project integration and development.
The following assignment would allow the analysis of the project for developing a report
that would include background of the project, project scope, objectives of the project,
identification of the target audience, tools and project methodology analysis, team management,
project budget, and risk management. The assignment would cover the use of the Ms-Project for
the development of the project schedule. The cost estimation and the budget would be developed
for ensuring that project is completed in the expected time and budget.
1. Background and Scope of Event
1.1 Project Background
The project is developed for planning a schedule and implying it for successful
completion of the event of the music festival. The implementation of the project would be
helpful for ensuring the deployment of the project analysis and development (Cicmil et al. 2017).
The profound development of the project would be helpful in integrating the functions of the
project of music event in London. The music event in London is held for the music lovers and it
consists of a number of artists performing at the event. The event would be held in an open space
where a number of artists and performers would perform and the project would involve the
deployment of the projects.

3PROJECT MANAGEMENT REPORT
1.2 Scope of the Project
The project of organizing London Music Festival is an event program that holds an
integral part in terms of entertainment business and development. The project aligns for the
development of the specific and improved functions of the project. The scope of the project can
be divided into two parts namely in-scope and out of scope.
In-scope items: The in-scope items of the project include the project plan that consists of
the development of the schedule and its integration for the alignment of the project. The cost
management, risk management, and event alignment is helpful for the successful completion of
the project.
Out of scope items: The out of scope items of the project of organizing London Music
Festival are the change management plan, communication plan, and the transportation of the
materials. Moreover, the activities of the contractor are another major factor that would not be
considered in this project.
1.3 Objectives of the project
The project objectives for the project of organizing London Music Festival are given below,
 To develop a project plan along with schedule for the development of the successful
project completion
 To form the analysis of the project integration and alignment of the plan of the project
development
 To implement the plan for the successful holding the event of the London Music
Festival for the people
2. Event Objectives
The event of the London Music Festival is helpful for the holding an event where many
musicians get to perform and entertain thousands of people live. The objectives of the event are,

4PROJECT MANAGEMENT REPORT
 To entertain people and music lovers by providing them scope for listening to
many talented musicians and singers
 To help the musicians and singers for performing live for the audiences and make
a name for them
 To relieve the people of their daily stress by providing them 3 day entertainment
from the music performances
3. Entertainment Activities
The music festival event in London is developed for the alignment of the profound
development of the system integration and development. The entertainment activities are aligned
for the formation of entertainment of the project integration and management (Hegazy 2013).
The music concerts and shows would be held for ensuring that the people get relieved of the
work pressure and the music lovers can enjoy the event successfully.
4. Target Audience
The target audience of the project consists of the development of the specifically aligned
people who are interested in project. The deliverance of the project would ensure that most of the
music lovers and people would get time to form the alignment of the project. The audiences of
the project would also involve the sponsors and other potential investors of the event.
5. Event Deliverables
The deliverables of the event of Music Festival in London include,
a) Music Concerts and Shows for entertaining people and relieving them from their stressed
life
b) Gathering sponsors of the project for ensuring that the next event can be done on a larger
scale
c) Formation of the specific deliverance of the successful event completion
6. Project Management Tools and Techniques

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The project management for the project of “Music Festival Event in London” can be done
by forming the specific project schedule. The project developed would ensure that all
performances are aligned in a specific timeline without overlapping each other and the
participants must follow them for the successful completion of the Music festival event. The
festival lasted for 3 days and the program had been running successfully. There are various
vendors that have set their food and beverage stalls at the event location. According to Nicholas
and Steyn (2017), the Gantt chart, critical path, and Planning chart has been made by using the
Ms-Project Software for ensuring that the project would be completed successfully.
6.1 Project Schedule in table format
The project schedule for the project of Music Festival Event in London is given in the
table format below,
WBS Task Name Duration Start Finish
0 Music Festival Event in London 57 days Mon 1/15/18 Wed 4/4/18
1 Project Initiation 10 days Mon 1/15/18 Fri 1/26/18
1.1 Analysis of the requirements 2 days Mon 1/15/18 Tue 1/16/18
1.2 Developing initiation Plan 3 days Wed 1/17/18 Fri 1/19/18
1.3 Charter Documents are made 2 days Mon 1/22/18 Tue 1/23/18
1.4 Submitting the documents made 1 day Wed 1/24/18 Wed 1/24/18
1.5 Signing the documents 1 day Thu 1/25/18 Thu 1/25/18
1.6 Project Kick off 1 day Fri 1/26/18 Fri 1/26/18
2 Project Planning 13 days Mon 1/22/18 Wed 2/7/18
2.1 Selecting plan methodology 2 days Mon 1/22/18 Tue 1/23/18
2.2 Developing Plan Outline 3 days Wed 1/24/18 Fri 1/26/18
2.3 Plan is reviewed 2 days Mon 1/29/18 Tue 1/30/18

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2.4 Plan is completed 5 days Wed 1/31/18 Tue 2/6/18
2.5 Plan is approved 1 day Wed 2/7/18 Wed 2/7/18
3 Project Execution 31 days Thu 2/8/18 Fri 3/23/18
3.1 Management Activities for Music
Event 20 days Thu 2/8/18 Wed 3/7/18
3.1.1 Scope Development 2 days Thu 2/8/18 Fri 2/9/18
3.1.2 Team Structure is built 3 days Mon 2/12/18 Wed 2/14/18
3.1.3 Activities are assigned to the team
members 3 days Thu 2/15/18 Mon 2/19/18
3.1.4 Communication Plan is developed 5 days Mon 2/12/18 Fri 2/16/18
3.1.5 Risk Management is applied 6 days Mon 2/19/18 Mon 2/26/18
3.1.6 Scope Management is developed 3 days Tue 2/27/18 Thu 3/1/18
3.1.7 Marketing and Promotion 4 days Fri 3/2/18 Wed 3/7/18
3.2 Site Development 20 days Tue 2/20/18 Mon 3/19/18
3.2.1 Selection of event site 1 day Tue 2/20/18 Tue 2/20/18
3.2.2 Getting Site Approval 1 day Wed 2/21/18 Wed 2/21/18
3.2.3 Site Cleaning 3 days Thu 2/22/18 Mon 2/26/18
3.2.4 Infrastructure is developed 4 days Tue 2/27/18 Fri 3/2/18
3.2.5 Stage is formed 2 days Mon 3/5/18 Tue 3/6/18
3.2.6 Seats and Lights are aligned 3 days Wed 3/7/18 Fri 3/9/18
3.2.7 Sound system is formed 2 days Mon 3/12/18 Tue 3/13/18
3.2.8 Pyros and Cameras are added 2 days Wed 3/14/18 Thu 3/15/18
3.2.9 Safety and Medical Kit is installed 2 days Fri 3/16/18 Mon 3/19/18
3.3 Invitation and Arrangements 18 days Tue 2/20/18 Thu 3/15/18

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3.3.1 Making guests lists 1 day Tue 2/20/18 Tue 2/20/18
3.3.2 Sending invitation via emails, calls, or
face ot face talk 2 days Wed 2/21/18 Thu 2/22/18
3.3.3 Getting RSVPs of the guests 2 days Fri 2/23/18 Mon 2/26/18
3.3.4 Sorting the performers and Artists
participating in the event 3 days Tue 2/27/18 Thu 3/1/18
3.3.5 Providing them program schedule 1 day Fri 3/2/18 Fri 3/2/18
3.3.6 Making seating arrangements 2 days Mon 3/5/18 Tue 3/6/18
3.3.7 Making arrangements for contestants 2 days Wed 3/7/18 Thu 3/8/18
3.3.8 5 days practice session 5 days Fri 3/9/18 Thu 3/15/18
3.4 Music Event 3 days Tue 3/20/18 Fri 3/23/18
3.4.1 First Day of the Music Festival 1 day Tue 3/20/18 Tue 3/20/18
3.4.1.1 Welcoming all to the event 45 mins Tue 3/20/18 Tue 3/20/18
3.4.1.2 First Half of the Music event 3.25 hrs Tue 3/20/18 Tue 3/20/18
3.4.1.3 Refreshment break 45 mins Tue 3/20/18 Tue 3/20/18
3.4.1.4 Second half of the event 3.25 hrs Tue 3/20/18 Tue 3/20/18
3.4.2 Second Day of the Music event 1 day Wed 3/21/18 Thu 3/22/18
3.4.2.1 First Half of the Music event 3.8 hrs Wed 3/21/18 Wed 3/21/18
3.4.2.2 Refreshment break 25 mins Wed 3/21/18 Wed 3/21/18
3.4.2.3 Second half of the event 3.8 hrs Wed 3/21/18 Thu 3/22/18
3.4.3 Last Day of the Music Event 1 day Thu 3/22/18 Fri 3/23/18
3.4.3.1 First Half of the Music event 3.5 hrs Thu 3/22/18 Thu 3/22/18
3.4.3.2 Refreshment break 30 mins Thu 3/22/18 Thu 3/22/18
3.4.3.3 Second half of the event 3.5 hrs Thu 3/22/18 Thu 3/22/18

8PROJECT MANAGEMENT REPORT
3.4.3.4 Thank you 30 mins Thu 3/22/18 Fri 3/23/18
3.4.4 Event Completed 0 days Fri 3/23/18 Fri 3/23/18
4 Final documentation and Closure 8 days Fri 3/23/18 Wed 4/4/18
4.1 Final Documents are made 3 days Fri 3/23/18 Wed 3/28/18
4.2 Checklist is evaluated 2 days Wed 3/28/18 Fri 3/30/18
4.3 Feedbacks of the audience is analyzed 2 days Fri 3/30/18 Tue 4/3/18
4.4 Project is closed 1 day Tue 4/3/18 Wed 4/4/18
Table 1: Project Schedule in Table Format
(Source: Created by the author)

9PROJECT MANAGEMENT REPORT
6.2 Gantt chart for the project
The Gantt chart for the project of Music Festival Event in London is shown in the diagram below,
ID Task
Mode
WBS Task Name Duration Start Finish
0 0 Music Festival Event in London 57 days Mon 1/15/18 Wed 4/4/18
1 1 Project Initiation 10 days Mon 1/15/18 Fri 1/26/18
2 1.1 Analysis of the requirements 2 days Mon 1/15/18 Tue 1/16/18
3 1.2 Developing initiation Plan 3 days Wed 1/17/18 Fri 1/19/18
4 1.3 Charter Documents are made 2 days Mon 1/22/18 Tue 1/23/18
5 1.4 Submitting the documents made 1 day Wed 1/24/18 Wed 1/24/18
6 1.5 Signing the documents 1 day Thu 1/25/18 Thu 1/25/18
7 1.6 Project Kick off 1 day Fri 1/26/18 Fri 1/26/18
8 2 Project Planning 13 days Mon 1/22/18 Wed 2/7/18
9 2.1 Selecting plan methodology 2 days Mon 1/22/18 Tue 1/23/18
10 2.2 Developing Plan Outline 3 days Wed 1/24/18 Fri 1/26/18
11 2.3 Plan is reviewed 2 days Mon 1/29/18 Tue 1/30/18
12 2.4 Plan is completed 5 days Wed 1/31/18 Tue 2/6/18
13 2.5 Plan is approved 1 day Wed 2/7/18 Wed 2/7/18
14 3 Project Execution 31 days Thu 2/8/18 Fri 3/23/18
15 3.1 Management Activities for Music Event 20 days Thu 2/8/18 Wed 3/7/18
16 3.1.1 Scope Development 2 days Thu 2/8/18 Fri 2/9/18
17 3.1.2 Team Structure is built 3 days Mon 2/12/18 Wed 2/14/18
18 3.1.3 Activities are assigned to the team members 3 days Thu 2/15/18 Mon 2/19/18
19 3.1.4 Communication Plan is developed 5 days Mon 2/12/18 Fri 2/16/18
20 3.1.5 Risk Management is applied 6 days Mon 2/19/18 Mon 2/26/18
21 3.1.6 Scope Management is developed 3 days Tue 2/27/18 Thu 3/1/18
22 3.1.7 Marketing and Promotion 4 days Fri 3/2/18 Wed 3/7/18
23 3.2 Site Development 20 days Tue 2/20/18 Mon 3/19/18
24 3.2.1 Selection of event site 1 day Tue 2/20/18 Tue 2/20/18
25 3.2.2 Getting Site Approval 1 day Wed 2/21/18 Wed 2/21/18
26 3.2.3 Site Cleaning 3 days Thu 2/22/18 Mon 2/26/18
27 3.2.4 Infrastructure is developed 4 days Tue 2/27/18 Fri 3/2/18
28 3.2.5 Stage is formed 2 days Mon 3/5/18 Tue 3/6/18
29 3.2.6 Seats and Lights are aligned 3 days Wed 3/7/18 Fri 3/9/18
30 3.2.7 Sound system is formed 2 days Mon 3/12/18 Tue 3/13/18
31 3.2.8 Pyros and Cameras are added 2 days Wed 3/14/18 Thu 3/15/18
32 3.2.9 Safety and Medical Kit is installed 2 days Fri 3/16/18 Mon 3/19/18
33 3.3 Invitation and Arrangements 18 days Tue 2/20/18 Thu 3/15/18
34 3.3.1 Making guests lists 1 day Tue 2/20/18 Tue 2/20/18
35 3.3.2 Sending invitation via emails, calls, or face ot face
talk
2 days Wed 2/21/18 Thu 2/22/18
36 3.3.3 Getting RSVPs of the guests 2 days Fri 2/23/18 Mon 2/26/18
37 3.3.4 Sorting the performers and Artists participating in
the event
3 days Tue 2/27/18 Thu 3/1/18
38 3.3.5 Providing them program schedule 1 day Fri 3/2/18 Fri 3/2/18
39 3.3.6 Making seating arranagements 2 days Mon 3/5/18 Tue 3/6/18
40 3.3.7 Making arrangements for contestants 2 days Wed 3/7/18 Thu 3/8/18
41 3.3.8 5 days practice session 5 days Fri 3/9/18 Thu 3/15/18
42 3.4 Music Event 3 days Tue 3/20/18 Fri 3/23/18
43 3.4.1 First Day of the Music Festival 1 day Tue 3/20/18 Tue 3/20/18
44 3.4.1.1 Welcoming all to the event 45 mins Tue 3/20/18 Tue 3/20/18
45 3.4.1.2 First Half of the Music event 3.25 hrs Tue 3/20/18 Tue 3/20/18
46 3.4.1.3 Refreshment break 45 mins Tue 3/20/18 Tue 3/20/18
47 3.4.1.4 Second half of the event 3.25 hrs Tue 3/20/18 Tue 3/20/18
48 3.4.2 Second Day of the Music event 1 day Wed 3/21/18 Thu 3/22/18
49 3.4.2.1 First Half of the Music event 3.8 hrs Wed 3/21/18 Wed 3/21/18
50 3.4.2.2 Refreshment break 25 mins Wed 3/21/18 Wed 3/21/18
51 3.4.2.3 Second half of the event 3.8 hrs Wed 3/21/18 Thu 3/22/18
52 3.4.3 Last Day of the Music Event 1 day Thu 3/22/18 Fri 3/23/18
53 3.4.3.1 First Half of the Music event 3.5 hrs Thu 3/22/18 Thu 3/22/18
54 3.4.3.2 Refreshment break 30 mins Thu 3/22/18 Thu 3/22/18
55 3.4.3.3 Second half of the event 3.5 hrs Thu 3/22/18 Thu 3/22/18
56 3.4.3.4 Thank you 30 mins Thu 3/22/18 Fri 3/23/18
57 3.4.4 Event Completed 0 days Fri 3/23/18 Fri 3/23/18
58 4 Final documentation and Closure 8 days Fri 3/23/18 Wed 4/4/18
59 4.1 Final Documents are made 3 days Fri 3/23/18 Wed 3/28/18
60 4.2 Checklist is evaluated 2 days Wed 3/28/18 Fri 3/30/18
61 4.3 Feedbacks of the audience is analyzed 2 days Fri 3/30/18 Tue 4/3/18
62 4.4 Project is closed 1 day Tue 4/3/18 Wed 4/4/18
Analyst
Planner
Documenter
Documenter
Project Manager
Project Manager
Planner
Planner
Project Manager
Planner
Project Manager
HR Manager
Project Manager
Project Manager
Planner
HR Manager
HR Manager
HR Manager
Client
Project Manager
Contractor
Contractor
Workers
Workers
Workers
Workers
Workers
Event Coordinator
Event Coordinator
Event Coordinator
Event Coordinator
Event Coordinator
Contractor
Contractor
Participants
Speaker
Participants
Audience
Participants
Participants
Audience
Participants
Participants
Audience
Participants
Speaker
3/23
Documenter
Event Coordinator
Event Coordinator
Project Manager
F S S M T W T
Dec 10, '17 Jan 28, '18 Mar 18, '18 May 6, '18
Figure 1: Gantt chart for the project

10PROJECT MANAGEMENT REPORT
(Source: Created by the author)
6.3 Critical Path for the project
The critical path (highlighted in yellow colour) for the project of Music Festival Event in London is shown in the diagram below,
Music Festival Event in
London
Project Initiation
Analysis of the
requirements
Developing initiation
Plan
Charter Documents
are made
Submitting the
documents made
Signing the
documents
Project Kick off
Project Planning
Selecting plan
methodology
Developing Plan
Outline
Plan is reviewed Plan is completed Plan is approved
Project Execution
Management Activities for
Music Event Scope Development
Team Structure is
built
Activities are
assigned to the team
members
Communication Plan
is developed
Risk Management is
applied
Scope Management is
developed
Marketing and
Promotion
Site Development
Selection of event
site
Getting Site
Approval Site Cleaning
Infrastructure is
developed
Stage is formed Seats and Lights are
aligned
Sound system is
formed
Pyros and Cameras
are added
Safety and Medical
Kit is installed
Invitation and
Arrangements Making guests lists
Sending invitation
via emails, calls, or
face ot face talk
Getting RSVPs of
the guests
Sorting the
performers and
Artists participating
in the event
Providing them
program schedule
Making seating
arranagements
Making
arrangements for
contestants
5 days practice
session
Music Event
First Day of the Music
Festival
Welcoming all to the
event
First Half of the
Music event
Refreshment break Second half of the
event
Second Day of the Music
event
First Half of the
Music event
Refreshment break Second half of the
event
Last Day of the Music
Event
First Half of the
Music event Refreshment break
Second half of the
event
Thank you
Event Completed
Final documentation and
Closure
Final Documents are
made
Checklist is
evaluated
Feedbacks of the
audience is analyzed
Project is closed
Figure 2: Critical Path Diagram of the Project
(Source: Created by the author)

11PROJECT MANAGEMENT REPORT
The Gantt chart highlighting the critical path (in yellow colour in table and red bars in the timeline of the Gantt chart) for the project of Music Festival Event in London is shown in the diagram below,
ID Task
Mode
WBS Task Name
0 0 Music Festival Event in London
1 1 Project Initiation
2 1.1 Analysis of the requirements
3 1.2 Developing initiation Plan
4 1.3 Charter Documents are made
5 1.4 Submitting the documents made
6 1.5 Signing the documents
7 1.6 Project Kick off
8 2 Project Planning
9 2.1 Selecting plan methodology
10 2.2 Developing Plan Outline
11 2.3 Plan is reviewed
12 2.4 Plan is completed
13 2.5 Plan is approved
14 3 Project Execution
15 3.1 Management Activities for Music Event
16 3.1.1 Scope Development
17 3.1.2 Team Structure is built
18 3.1.3 Activities are assigned to the team members
19 3.1.4 Communication Plan is developed
20 3.1.5 Risk Management is applied
21 3.1.6 Scope Management is developed
22 3.1.7 Marketing and Promotion
23 3.2 Site Development
24 3.2.1 Selection of event site
25 3.2.2 Getting Site Approval
26 3.2.3 Site Cleaning
27 3.2.4 Infrastructure is developed
28 3.2.5 Stage is formed
29 3.2.6 Seats and Lights are aligned
30 3.2.7 Sound system is formed
31 3.2.8 Pyros and Cameras are added
32 3.2.9 Safety and Medical Kit is installed
33 3.3 Invitation and Arrangements
34 3.3.1 Making guests lists
35 3.3.2 Sending invitation via emails, calls, or face ot face
talk
36 3.3.3 Getting RSVPs of the guests
37 3.3.4 Sorting the performers and Artists participating in
the event
38 3.3.5 Providing them program schedule
39 3.3.6 Making seating arranagements
40 3.3.7 Making arrangements for contestants
41 3.3.8 5 days practice session
42 3.4 Music Event
43 3.4.1 First Day of the Music Festival
44 3.4.1.1 Welcoming all to the event
45 3.4.1.2 First Half of the Music event
46 3.4.1.3 Refreshment break
47 3.4.1.4 Second half of the event
48 3.4.2 Second Day of the Music event
49 3.4.2.1 First Half of the Music event
50 3.4.2.2 Refreshment break
51 3.4.2.3 Second half of the event
52 3.4.3 Last Day of the Music Event
53 3.4.3.1 First Half of the Music event
54 3.4.3.2 Refreshment break
55 3.4.3.3 Second half of the event
56 3.4.3.4 Thank you
57 3.4.4 Event Completed
58 4 Final documentation and Closure
59 4.1 Final Documents are made
60 4.2 Checklist is evaluated
61 4.3 Feedbacks of the audience is analyzed
62 4.4 Project is closed
Analyst
Planner
Documenter
Documenter
Project Manager
Project Manager
Planner
Planner
Project Manager
Planner
Project Manager
HR Manager
Project Manager
Project Manager
Planner
HR Manager
HR Manager
HR Manager
Client
Project Manager
Contractor
Contractor
Workers
Workers
Workers
Workers
Workers
Event Coordinator
Event Coordinator
Event Coordinator
Event Coordinator
Event Coordinator
Contractor
Contractor
Participants
Speaker
Participants
Audience
Participants
Participants
Audience
Participants
Participants
Audience
Participants
Speaker
3/23
Documenter
Event Coordinator
Event Coordinator
Project Manager
S T M F T S W S T M F T S W S T M F T S W S T M
Jan 14, '18 Jan 28, '18 Feb 11, '18 Feb 25, '18 Mar 11, '18 Mar 25, '18 Apr 8, '18
Figure 2: Gantt chart showing Critical path of the project
(Source: Created by the author)