Project Charter: Planning Music Festival at Mytown Annual Show 2019

This document presents a project charter for the Mytown Annual Show 2019, focusing on the music festival component. Prepared by a student, it outlines the project's background, objectives, scope (both in and out), key staff roles and responsibilities within AAAEM, and associated costs. It identifies potential risks and constraints, defines success criteria, and lists key stakeholders. The charter also includes a preliminary schedule with milestones and an initial budget estimation, providing a foundational plan for the broader project. This project aims to promote rural culture and provide entertainment through a two-day musical event featuring both established and emerging Australian artists.

Running Head: PROJECT CHARTER
Music Festival at Mytown Annual Show 2019
Name of the Student
Name of the University

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General Information
Project Name: Mytown Annual Show 2019
Project Sponsor Phase 1: Manager East Australia (MANEAUS) at AAAEM
Prepared by: PLEASE FILL
Version: 1.1

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1.0 Background of the Project
This project is based on an annual rural show event that mainly aims to promote the rural
culture and products of the country as well as provide entertainment to the local people. Mytown
Show Society (MSS) organizes this show every year in around July and August. However, this
time, this event is postponed to January 2019.
2.0 Brief of the Project
As a part of the rural show, a musical event will be hosted that will be held over two
days. The dates that have been set for the musical event are 15/01/2019 and 16/01/2019. The
show will start on 3 PM in the evening and continue till 11 PM at night. In addition to the
participation of some globally reputed Australian singers, the show will also give opportunity to
some local rising music stars and bands to perform in front of the crowd.
AAAEM has handled several large scale projects in the past and is ready to manage the
rural show using their superior event and marketing management experience and skills. They
will take the responsibility for hosting the entire show as per the agreement made during the
meeting with MSS.
3.0 Objectives of the Project Charter
The main objective of the project charter is to develop an initial plan that will act as the
foundation for a broader and detailed project plan. Other objectives to be served by the project
charter are as follows.

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 To exhibit the scale of the event and marketing opportunities for AAAEM so that
they are convinced to accept this project
 To develop a suitable team of staffs who will have specific roles and
responsibilities in the project
 To clarify the overall time period available for the preparation of the event so that
project is executed accordingly
4.0 Purpose of the Charter
The purpose of this charter is to develop a clear idea about the overall background of the
project and its various attributes that include scope, schedule, budget, stakeholders and others. In
addition, the project charter also defines the risks that might be faced in the project so that
suitable risk management plan can be developed.
5.0 Scope of the Charter
5.1 In Scope
The main scope of this charter includes the development of a basic project plan that
includes some of the main attributes of the music festival. The project charter will be used for the
development of the final project plan that will be implemented for hosting the music event.
5.2 Out of Scope
Some of the requirements that will be out of scope for this charter are listed as follows.
 Scheduling of the music event (this charter is only for the preparations for the
event)

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 Marketing strategy for the event
 Operational strategy for the event
6.0 Project Staffs
The main staffs who will be involved in the project and carry out specific roles and duties
are as follows.
NAME ROLE COMPANY CONTACT
INFORMATION
PLEASE FILL Project Manager AAAEM PLEASE FILL
PLEASE FILL Project Supervisor AAAEM PLEASE FILL
PLEASE FILL Technical Consultant AAAEM PLEASE FILL
PLEASE FILL Volunteer Team Lead ABD Volunteers PLEASE FILL
PLEASE FILL Head of Security Security Ltd. Australia PLEASE FILL
Based on the staffs available for the project, the following table shows the costs that will
be expended for their wages (per five days).
NAME ROLE NUMBER OF
HOURS
$/HOUR TOTAL COST
PLEASE FILL Project Manager 15 100 1500
PLEASE FILL Project Supervisor 25 80 2000
PLEASE FILL Technical
Consultant
15 80 1200
PLEASE FILL Volunteer Team 10 50 500

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Lead
PLEASE FILL Head of Security 15 65 975
TOTAL $6175
7.0 Risks and Constraints of the Project
The main risks and constraints of the project are as follows.
 Due to some public events, the show may get postponed.
 During the selected dates, the chosen bands and musicians may not be available
for performance.
 AAAEM may decide to reject the project due to some reasons.
 The estimated budget may not be sufficient for the event.
 Due to lack of progress of work by the project staffs, the project may get delayed.
8.0 Project Success Criteria
The success criteria of the project are as follows.
 Completion of all the preparations for the event at least a week prior to the event
 Completion of the project within the estimated budget range
 All finalized for the hosting of the two day music show by AAAEM
9.0 Key Stakeholders of the Project
The key stakeholders of the project are listed as follows.
Client MSS
Sponsor Australia IT Corp Ltd.

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Project Manager PLEASE FILL
Consultant PLEASE FILL
Project Team PLEASE FILL
10.0 Charter Milestones and Schedule
The charter milestones and schedule are as follows.
Task Name Duration Start Finish
Hosting of the Rural Event Show 25 days Mon 12/17/18 Fri 1/18/19
Project Preparations 3 days Mon 12/17/18 Wed 12/19/18
Final Decision on the Project 0 days Mon 12/17/18 Mon 12/17/18
Formation of Project Staff Team 2 days Mon 12/17/18 Tue 12/18/18
Allocation of Duties 1 day Wed 12/19/18 Wed 12/19/18
Finalization of Project 0 days Wed 12/19/18 Wed 12/19/18
Project Execution 22 days Thu 12/20/18 Fri 1/18/19
Finalize Deal with Sponsor 2 days Thu 12/20/18 Fri 12/21/18
Procure Fund 2 days Mon 12/24/18 Tue 12/25/18

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Sign Contract with Project
Management Company
0 days Tue 12/25/18 Tue 12/25/18
Deploy Volunteers and Other
Stakeholders
1 day Wed 12/26/18 Wed 12/26/18
Procure Resources 2 days Thu 12/27/18 Fri 12/28/18
Execute Project Preparations 15 days Mon 12/31/18 Fri 1/18/19
Phase 1 Complete 0 days Fri 1/18/19 Fri 1/18/19
11.0 Project Finances (Budget)
As per the initial estimations, an overall budget has been developed for the project as
follows.
Resource / Requirement Estimated Cost / Budget ($)
Cost / Wages of Staffs / SMEs 6175
Seating Upgrades 3000
Portable Crowd Barriers 5000
Pyro and Fireworks 15000
Labor Costs 5000
Contingency Budget 10000
TOTAL $44175

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