Event Planning and Management: Principality Stadium Fundraising Event

This report is an event manual and project plan for a fundraising music concert organized by Real Fundraising in the Principality Stadium, Cardiff. The event aims to raise funds for orphans in Wales, with a budget of £300,000 and managed by Penguins Events. The manual details the event's purpose, distribution list, introduction, site plan, task responsibility chart (WBS), project schedules, stakeholder plan, project budget, and risk management plan. The task responsibility chart outlines the roles of the Event Manager, Project Manager, Venue Manager, and other key personnel. The project schedule spans 93 days, with detailed timelines for each stage from preliminary planning to post-event review. The report also includes a risk assessment and mitigation plan to ensure the event's success. The manual covers setting up the venue, the event day, and post-event procedures, including the official handover of donations and project appraisal. The event is scheduled for August 30th, 2020, and is designed to provide a positive experience for attendees while maximizing funds for orphanages.

Running Head: EVENT PLANNING AND MANAGEMENT
Planning a Fund Raising Activity for Real Fundraising
Name of the Student
Name of the University

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Table of Contents
Event Manual Purpose.........................................................................................................2
Distribution List...................................................................................................................3
1. Introduction and Background of the Event......................................................................5
2. Plan of the Event’s Site....................................................................................................5
3. Task Responsibility Chart................................................................................................6
4. Project Schedules (Different Stages)...............................................................................8
5. Stakeholders and Partners Plan......................................................................................11
6. Project Budget and Risk Management Plan..................................................................11
7. Conclusion.....................................................................................................................14
Bibliography......................................................................................................................16

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Event Manual Purpose
The event manual here serves two distinct purposes. The first purpose is to describe the
event and also shed light on how will the event be managed by whom throughout its course. The
second purpose is to act as the project plan for the event that will help the event manager to
execute and manage the project as per required specifications.

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Distribution List
The members and the staffs who will get an access to the manual are indicated as
follows-
 Event Manager – insert your name
 Manager of the Venue – Agu Casmir
 Project Manager – John Smith
 Resource Manager – Michelle Kim
 Project Supervisor – John Keith
 Marketing Manager – Mavis Hee
 Police Liaison – Philips Lee
In the following table, the responsibilities and the contact details the staffs are listed. The
information provided in the table can be used for directing any queries to the appropriate
members-
Event Role and
Name
Role Responsibilities Contact Details
Event Manager - To ensure smooth execution of
the event
- To provide responsibilities to
the relevant authorities
To be contacted for all general queries
Please insert your contact details
Manager of the
Venue – Agu
Casmir
- To guarantee security to the
guests
- To Manage the traffic in the
To be contacted for queries related to
event
Email: [e-mail]

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venue
Project Manager
– John Smith
- To ensure that the entire project
is properly planned and
executed
- To delegate responsibilities to
the team members
To be contacted for highlighting any
project issue or need
Email: [e-mail]
Resource
Manager –
Michelle Kim
- To ascertain effective resource
allocation
- To ensure effective
coordination among all the
human resources associated
with the project
To be contacted for resource related
queries
Email: [e-mail]
Project
Supervisor – John
Keith
- To supervise the arrival of the
guests
- To manage the needs and
expectations of the guest
To be contacted for general queries
Email: [e-mail]
Marketing
Manager – Mavis
Hee
- To conform the sponsorship of
the event
- To implement the publicity of
the sponsors
Email: [e-mail]

5EVENT PLANNING AND MANAGEMENT
1. Introduction and Background of the Event
Real Fundraising is an organisation based in UK that conducts various events for raising
funds for charity. The organisation has already donated significant amount of funds to a large
number of small and big scale organisations like cancer research, cancer hospitals, start up
companies, orphanages, old age homes, refugee centers and others. For this project, the company
has decided to host a music concert in Principality Stadium, Cardiff where all the profits
generated will be donated for the development and welfare of orphans in a number of orphanages
in Wales. The company has hired Penguins Events to take care of the event management part and
as also approved funding of £300,000 for the event. Furthermore, it has been decided that the
event will be a musical concert where four eminent British bands and / or solo singers will
perform in the chosen stadium.
This report is basically an event manual for the same and also serves the purpose of a
project plan for the same event.
2. Plan of the Event’s Site
The event’s site has been selected as Principality Stadium in Cardiff and the hiring of the
stadium for the event has been officially licensed by responsible authorities. The plan of the
event’s site i.e. the Principality Stadium is given below.

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Figure 1: Site Plan of Principality Stadium (Event Venue)
3. Task Responsibility Chart
In order to develop the task responsibility chart, it is first important to create the project
work breakdown structure and then assign the stakeholders and / or project team members to
various work packages in the same. The following table depicts the responsibility chart for the
main team members of the project.
WBS Task Name Resource Names
0 Organising a Fund Raising Event
1 Preliminary Planning, Analysis and Discussions
1.1 Attend meeting with Real Fundraising regarding the event Event Manager
1.2 Receive the overall basic plan for the event Event Manager
1.3 Identify the main events that will be executed within the entire
program Event Manager

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1.4 Make certain estimations related to the requirements of the event Event Manager
1.5 Prepare a proposal for the entire event Event Manager
1.6 Get the proposal verified and change requested Event Manager
1.7 Make change to the proposal Event Manager
1.8 Conduct feasibility analysis of the project Event Manager
1.9 Finalise the proposal Event Manager
1.10 Confirm the contract for the event Event Manager
2 Event Venue Selection and Event Planning
2.1 Consider number of venues for the event Project Planner and Supervisor
2.2 Select Principality Stadium as the event venue Project Planner and Supervisor
2.3 Contact relevant authority for renting the stadium Project Planner and Supervisor
2.4 Fill out paperwork for the rent deal Project Planner and Supervisor
2.5 Sign the deal and finalise the stadium as the venue Project Planner and Supervisor
2.6 Analyse the site map and floor plan for the entire stadium Project Planner and Supervisor
2.7 Forward analysis results to event planning department Project Planner and Supervisor
2.8 Define the project scope that suits the need and purpose of the
event Project Planner and Supervisor
2.9 Finalise event objectives and end goals Project Planner and Supervisor
2.10 Develop event charter Project Planner and Supervisor
2.11 Specify project schedule utilising Gantt charts Project Planner and Supervisor
2.12 Specify event budget based on primary and secondary analysis Project Planner and Supervisor
2.13 Identify major risks associated with the event Project Planner and Supervisor
2.14 Identify quality standards that need to be fulfilled Project Planner and Supervisor
2.15 Develop management plan for the identified risks Project Planner and Supervisor
2.16 Develop management plan for the quality of the project Project Planner and Supervisor
2.17 Create posts and assign staff to the posts Project Planner and Supervisor
2.18 Finalise the development of the event management plan Project Planner and Supervisor
3 Setting Up Event Venue
3.1 Setting up centre stage for music concert Workers, Fixed Costs and Expenses[1]

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3.2 Cleaning and repairing of audience seats Workers
3.3 Setting up dressing rooms and rest rooms Workers
3.4 Setting up snacks and beverage counters Workers
3.5 Installation of safety equipments and amenities Workers
3.6 Decorations and installation of lights and sound Workers
3.7 Venue ready for the event
4 Event Day
4.1 Open gates for valid ticket holders
4.2 Welcome musicians and bands through VIP gates
4.3 Host the entire concert Event Manager, Project Planner and
Supervisor
4.4 Official presentation of donation to charity Event Manager, Project Planner and
Supervisor
4.5 Ensure spectators and the artists are safely out of the stadium after
event
5 Post Event Review and Closing
5.1 Official handover of valid cheque to organisations Event Manager
5.2 Review the success of the project Event Manager
5.3 Prepare project report document Project Planner and Supervisor
5.4 Appraisal of the entire project Event Manager
5.5 Prepare sign off document Event Manager
5.6 Sign off from all stakeholders Event Manager
5.7 Official Closing of Project
4. Project Schedules (Different Stages)
While the event will be for only 1 day, proposed to be hosted on 30th August 2020, the
entire planning and preparations process will take months to complete. The following table

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shows the estimated schedule of the work packages that have been developed in the previous
work breakdown structure.
WBS Task Name Duration Start Finish
0 Organising a Fund Raising Event 93 days Mon 18-05-20 Tue 22-09-20
1 Preliminary Planning, Analysis and Discussions 25 days Mon 18-05-20 Fri 19-06-20
1.1 Attend meeting with Real Fundraising regarding the event 1 day Mon 18-05-20 Mon 18-05-20
1.2 Receive the overall basic plan for the event 1 day Tue 19-05-20 Tue 19-05-20
1.3 Identify the main events that will be executed within the
entire program 2 days Wed 20-05-20 Thu 21-05-20
1.4 Make certain estimations related to the requirements of the
event 3 days Fri 22-05-20 Tue 26-05-20
1.5 Prepare a proposal for the entire event 5 days Wed 27-05-20 Tue 02-06-20
1.6 Get the proposal verified and change requested 2 days Wed 03-06-20 Thu 04-06-20
1.7 Make change to the proposal 2 days Fri 05-06-20 Mon 08-06-20
1.8 Conduct feasibility analysis of the project 5 days Tue 09-06-20 Mon 15-06-20
1.9 Finalise the proposal 2 days Tue 16-06-20 Wed 17-06-20
1.10 Confirm the contract for the event 2 days Thu 18-06-20 Fri 19-06-20
2 Event Venue Selection and Event Planning 40 days Mon 22-06-20 Fri 14-08-20
2.1 Consider number of venues for the event 2 days Mon 22-06-20 Tue 23-06-20
2.2 Select Principality Stadium as the event venue 1 day Wed 24-06-20 Wed 24-06-20
2.3 Contact relevant authority for renting the stadium 1 day Thu 25-06-20 Thu 25-06-20
2.4 Fill out paperwork for the rent deal 10 days Fri 26-06-20 Thu 09-07-20
2.5 Sign the deal and finalise the stadium as the venue 1 day Fri 10-07-20 Fri 10-07-20
2.6 Analyse the site map and floor plan for the entire stadium 2 days Mon 13-07-20 Tue 14-07-20
2.7 Forward analysis results to event planning department 1 day Wed 15-07-20 Wed 15-07-20
2.8 Define the project scope that suits the need and purpose of
the event 2 days Thu 16-07-20 Fri 17-07-20
2.9 Finalise event objectives and end goals 3 days Mon 20-07-20 Wed 22-07-20
2.10 Develop event charter 3 days Thu 23-07-20 Mon 27-07-20
2.11 Specify project schedule utilising Gantt charts 1 day Tue 28-07-20 Tue 28-07-20

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2.12 Specify event budget based on primary and secondary
analysis 2 days Wed 29-07-20 Thu 30-07-20
2.13 Identify major risks associated with the event 2 days Fri 31-07-20 Mon 03-08-20
2.14 Identify quality standards that need to be fulfilled 2 days Tue 04-08-20 Wed 05-08-20
2.15 Develop management plan for the identified risks 1 day Thu 06-08-20 Thu 06-08-20
2.16 Develop management plan for the quality of the project 1 day Fri 07-08-20 Fri 07-08-20
2.17 Create posts and assign staff to the posts 1 day Mon 10-08-20 Mon 10-08-20
2.18 Finalise the development of the event management plan 4 days Tue 11-08-20 Fri 14-08-20
3 Setting Up Event Venue 10 days Mon 17-08-20 Fri 28-08-20
3.1 Setting up centre stage for music concert 2 days Mon 17-08-20 Tue 18-08-20
3.2 Cleaning and repairing of audience seats 1 day Wed 19-08-20 Wed 19-08-20
3.3 Setting up dressing rooms and rest rooms 2 days Thu 20-08-20 Fri 21-08-20
3.4 Setting up snacks and beverage counters 2 days Mon 24-08-20 Tue 25-08-20
3.5 Installation of safety equipments and amenities 2 days Wed 26-08-20 Thu 27-08-20
3.6 Decorations and installation of lights and sound 1 day Fri 28-08-20 Fri 28-08-20
3.7 Venue ready for the event 0 days Fri 28-08-20 Fri 28-08-20
4 Event Day 1 day Sun 30-08-20 Sun 30-08-20
4.1 Open gates for valid ticket holders 0 days Sun 30-08-20 Sun 30-08-20
4.2 Welcome musicians and bands through VIP gates 0 days Sun 30-08-20 Sun 30-08-20
4.3 Host the entire concert 6 hrs Sun 30-08-20 Sun 30-08-20
4.4 Official presentation of donation to charity 2 hrs Sun 30-08-20 Sun 30-08-20
4.5 Ensure spectators and the artists are safely out of the stadium
after event 0 days Sun 30-08-20 Sun 30-08-20
5 Post Event Review and Closing 17 days Mon 31-08-20 Tue 22-09-20
5.1 Official handover of valid cheque to organisations 3 days Mon 31-08-20 Wed 02-09-20
5.2 Review the success of the project 4 days Thu 03-09-20 Tue 08-09-20
5.3 Prepare project report document 5 days Wed 09-09-20 Tue 15-09-20
5.4 Appraisal of the entire project 2 days Wed 16-09-20 Thu 17-09-20
5.5 Prepare sign off document 2 days Fri 18-09-20 Mon 21-09-20

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5.6 Sign off from all stakeholders 1 day Tue 22-09-20 Tue 22-09-20
5.7 Official Closing of Project 0 days Tue 22-09-20 Tue 22-09-20
5. Stakeholders and Partners Plan
This event will be conducted on the partnership of Real Fundraising and Penguins
Events. The purpose of Real Fundraising is the generate profit for charity and Penguins Events is
looking to develop their own credentials in managing large scale events in the country. The main
stakeholders of this project include the management members of Real Funding and event
management team of Penguins Events. Once the project is finalised by mutual agreement
between the two parties, the event management team will work on the project within the
limitations of time and budget and will execute the event on the event day.
6. Project Budget and Risk Management Plan
Once the project schedule is completely developed, it is also important to estimate the
project budget so that the spending in the project can be controlled and limited such that the
project does not show overshoot in funds. The following table shows the estimated expenses in
each work package in order to determine the total estimated budget requirement for the project.
WBS Task Name Duration Resource Names Cost
0 Organising a Fund Raising Event 93 days £237,520.00
1 Preliminary Planning, Analysis and Discussions 25 days £40,000.00
1.1 Attend meeting with Real Fundraising regarding the
event 1 day Event Manager £1,600.00
1.2 Receive the overall basic plan for the event 1 day Event Manager £1,600.00