Project Management Report: Local Arts Festival, POPP5013

This report details a project plan for a Local Arts Festival organized by the Culture and Leisure Committee of Metropolis, focusing on promoting environmental sustainability. The plan includes an executive summary, introduction, and thorough discussion encompassing project context, rationale, PESTEL analysis, work breakdown structure, Gantt chart, risk analysis and management, RACI matrix, and stakeholder management strategy. The festival, themed "Clean and Green: An Ecofriendly Movement," aims to raise awareness about environmental issues through cultural events, celebrity visits, and debates. The project employs project management techniques to identify social, political, and economic significance, with a strong emphasis on risk assessment and stakeholder involvement. The initial budget is set at 50,000 Euros, allocated for event management, stakeholder payments, health and safety, and risk management. The report concludes with a bibliography and appendices, providing a comprehensive overview of the project's planning and execution.

Running Head: PROJECT PLAN FOR LOCAL ARTS FESTIVAL
Project Plan for Local Arts Festival
Name of the Student
Name of the Organization
Author Note

1PROJECT PLAN FOR LOCAL ARTS FESTIVAL
Executive Summary
The purpose of this report is to develop a project management plan for Local Arts Festival
organized by Culture and Leisure Committee of the Metropolis state department to promote
environmental sustainability. The increased rates of pollution around the globe is a rising
concern, which can be controlled up to a large extent by promoting eco-friendly lifestyle that will
substantially reduce the effects of pollution occurring worldwide. The project management
frameworks are discussed in details to provide an in-depth analysis of required personnel and
organizations, risk management and mitigation as well as promoting the event digitally. This arts
festival will be occurring in different parts of the state over a period of one month, with
sustainability and a cleaner and greener lifestyle as theme for the entire event.

2PROJECT PLAN FOR LOCAL ARTS FESTIVAL
Table of Contents
1.0 Introduction................................................................................................................................3
2.0 Discussion..................................................................................................................................3
2.1 Project Context......................................................................................................................3
2.2 Rationale for Proposed Plan and Choice of Methods............................................................4
2.3 PESTEL Analysis of Local Arts Festival..............................................................................5
2.4 Work Breakdown Structure...................................................................................................7
2.5 Gantt Chart.............................................................................................................................8
2.6 Risk Analysis and Management............................................................................................9
2.7 RACI Matrix........................................................................................................................12
2.8 Stakeholder Management Strategy......................................................................................15
3.0 Conclusion...............................................................................................................................16
4.0 Bibliography............................................................................................................................18
5.0 Appendix 1...............................................................................................................................18
6.0 Appendix 2...............................................................................................................................19
7.0 Appendix 3...............................................................................................................................20
8.0 Appendix 4...............................................................................................................................21
9.0 Appendix 5...............................................................................................................................22
10.0 Appendix 6.............................................................................................................................23

3PROJECT PLAN FOR LOCAL ARTS FESTIVAL
1.0 Introduction
Global rise in pollution has become one of the major concerns for governmental
authorities. Active steps are being taken by establishments to develop awareness amongst the
masses about the importance of environmental sustainability (Barzman et al., 2015). Chief
Executive of Metropolis City council has planned on organizing an arts festival in city next year
during summer to create awareness about the importance of protecting the greenery as well as
caring about natural habitat (Wren, 2015). Purpose of the project plan is to develop a
management method for the Culture and Leisure Committee involved with the process. Festivals
theme is planned to be “Clean and Green: An Ecofriendly Movement”, where roles of individual
stakeholders and analysis will be carried out to complete the entire process without any error.
Risk management strategies including promotion of the event will be planned within the
provided budget. Time-frame is estimated to be from May to September with cultural events,
celebrity visits and debate on innovative approaches for sustainable and ecofriendly life with
charity events for the underprivileged. Metropolis City Council plans on devising a strategy to
conduct the entire event in an ecofriendly approach with emphasis on controlling pollution and
minimum damage to the place where this event will be organized.
2.0 Discussion
2.1 Project Context
The project is planned by the Metropolis City Council in order to understand the
adversities faced by human beings due to increase in pollution. Government agencies plan on
developing an understanding of the prevalent situation with the help of art (Browning, 2014).
The proposed activities include musical performances, plays and enactments, discussion on

4PROJECT PLAN FOR LOCAL ARTS FESTIVAL
effects of pollution and environmental sustainability as well as social events around the city like
cleaning clogged drainage systems, promoting eco-friendly lifestyles and many more.
Both internal and external factors influencing the environment, in which the project is
being conducted also influence the events of a project. Internal factors include participation of
stakeholders, cost involved in the process, whereas external factors range from environmental
changes to availability of raw materials required (Duran, Hamarat and Özkul, 2014). The city
council plans on generating revenue of the festival by involving large business houses to sponsor
for the project and media houses to promote the event on an international level. This in turn will
help the state to garner attention in public eye, which is of utmost importance for success of the
project. “Clean and Green: An Ecofriendly Movement” is theme for the festival, which will have
events related to conservation of environmental resources (Zhang and Fan, 2014). The challenges
associated with successful completion of this entire process lies with appropriate use of
resources, division of teams into segments for effective management. However, the most
important factor is assessing the risks prevalent with such events and devise a strategy based on
mitigation of such hazards. Initial budget for the project is 50,000 Euros, which will be
segregated into management of events, payment to associated stakeholders, management of
health and safety, and assessment of risks and challenges associated with the project (Finkel,
2010). There will be promotional events across the city to generate mass awareness related to
conservation of natural resources and environmental sustainability.
2.2 Rationale for Proposed Plan and Choice of Methods
Culture and Leisure committee of a state is given the responsibility of conducting
analysis on issues related to society’s cultural norms and art forms. Art defines the prevalent
social, economic or political events in a region, and with the rise in global pollution and emission

5PROJECT PLAN FOR LOCAL ARTS FESTIVAL
of harmful gases effecting places all around, the responsibility to generate a collective
consciousness amongst the masses has become necessary (Gupta et al., 2016). This will help to
create the idea of sustainable lifestyle with visual and pictorial representation of various art
forms. Green and ecofriendly lifestyle is not only advantageous for a better standard of life but
also conservation of natural resources, which are depleting at a rapid rate. Rapid industrialization
with increased carbon emission from personal vehicles has considerably increased the pollution
rate in metropolitan cities, causing great deal of harm to the inhabitants of the place, which must
be decreased at any cost.
The theme for the festival is emphasized on environmental sustainability. The proposed
project plan is implemented with application of certain project management techniques in order
to identify the social, political and economic significance of the festival (Lee and Kwak, 2012).
The required components ranging from active participation of stakeholders, to key roles and
responsibilities of organizations involved with the project is divided for easier completion of the
entire venture. Festivals success depends on assessing the potential risks and challenges
associated, for which risk analysis and management strategies are necessary. Involvement of
stakeholders and active participation from media houses to promote for the event function as the
building block of the entire event (Leopkey and Parent, 2009). The main focus for this entire
event is going to be alternative ways of sustainable lifestyle, which is economically feasible and
causes less pollution to the environment. The only possible way to reduce rise in temperature and
environmental sustainability is through protection of natural resources.
2.3 PESTEL Analysis of Local Arts Festival
The six paradigms associated with PESTEL analysis are Political, Economic, Social,
Technological, Environmental and Legal Factors. The success of a venture is dependent on

6PROJECT PLAN FOR LOCAL ARTS FESTIVAL
planning and execution of plans. Local Arts Festival is associated with generating awareness
amongst the mass about the adversities, which human beings will have to face if environmental
sustainability is not adopted across the globe.
Political Aspect: The active participation of governmental organizations with a venture,
which provides economic related to a certain form of industry. The direct influence of a
government in any venture which includes making of policies ranging from internal, external and
foreign policies (Leyva et al., 2018). The Local Arts Festival is promoted by the Chief Executive
of the Metropolis City Council for creating models which benefit environmental sustainability
that will help the government in regulating pollution as well as protect natural resources.
Economic Aspect: The factors, which help to determine the performance of a regions
economic development constitute the economic factors. The factors include growth, rates of
exchange, rate of interest, and rate of unemployment along with other factors. The Local Arts
Festival will not only help the governmental cause to increase sustainability but also generate
economic growth in the region, where small and medium business ventures involved with the
festival will have provisions to boost their sales during the time of festival (Manthiou et al.,
2014). This will help to develop a consumer base for small businesses through events where
products will be available at a discounted price.
Social Aspect: The inclusion of environmental and local factors, which encompass the
geographical characteristics of a region as well as regional traditions of people from the given
location. The Local Arts Festival organized by the Culture and Leisure Committee has a huge
social impact, which helps to promote a greener lifestyle. Use of biodegradable substances
instead of plastic, travelling on public transport instead of personal vehicle will be some basic
areas covered through plays and enactments (Mohammad et al., 2015). Active participation from

7PROJECT PLAN FOR LOCAL ARTS FESTIVAL
different age groups, with more emphasis on the younger generation who will be responsible to
shape the future of a nation is expected to be in large numbers.
Technological Aspect: The technological sphere is a vast domain, where latest ventures
undertaken have an active role of digitized mechanisms to connect with like-minded people and
businesses to have a successful venture. The promotions and marketing carried out by the
government for achieving success of the entire venture is directly related to digital marketing and
promotions (Muriana and Vizzini, 2017). The selling of tickets for different events organized by
the committee is sold through online digital platforms, which has helped to garner a lot of
attention in the online community.
Environmental Aspect: The awareness campaign focused on conservation and
environmental sustainable policies have been important with the rise in scarcity of availability of
raw materials. The festival’s primary focus is on promoting environmental sustainability through
organization of events across the city, basic theme for which will encompass on conserving and
protecting natural resources due to heavy impact of pollution on our natural habitat, climatic
condition as well as agricultural products and crop farming (Mok, Shen and Yang, 2015). The
factors affecting climatic change is due to the rapid increase of carbon emission from vehicles,
which pose a threat to temperature and climatic conditions of a place.
Legal Aspect: The legal aspects related to an event of such massive scale include
permission for set-up of tents and stages in designated places, however the art festival is being
conducted by the culture and leisure committee of the metropolis state department, where
governmental permits and allowances will be easier to procure (Siami-Irdemoosa, Dindarloo and
Sharifzadeh, 2015). Legal factors mostly include political aspects with a detailed description of
necessary laws in place required to conduct the process in an ethical as well as legal boundary.

8PROJECT PLAN FOR LOCAL ARTS FESTIVAL
2.4 Work Breakdown Structure
The Work Breakdown Structure of Local Arts Festival helps to analyze the components
present in the deliverables of a report and the timely completion of each assigned task. Culture
and Leisure Committee planned on devising an arts festival to increase awareness amongst the
masses regarding the adversities of pollution and subsequent effects of a sustainable lifestyle to
promote a cleaner and greener city (Ngai, Tao and Moon, 2015). The work breakdown structure
for the festival is divided into four phases for timely completion of each assigned work to the
respective personnel (Wong and Zhou, 2015). The initial phase of the project includes different
stages starting from arranging meeting with stakeholders, documentation for governmental
permits and others. The development phase of the arts project involves live visit to locations
where the events are going to be conducted, managing media personnel to advertise for the event
as well as meeting with different technicians to arrange prerequisites like setting up of stage,
lighting to make the event a success. The implementation phase is involved with timely
completion of task as well as budgeting to seamlessly conduct the entire project without any
errors. The final phase is listing and final checking of the deliverables and produce an organized
report for the respective organization.
2.5 Gantt Chart
The Gantt chart of a project is conducted to help a respective project stakeholder a
timeframe to arrange the required materials and contact necessary personnel within the specified
period of time. Gantt chart helps to identify the stakeholders and assign number of days required
to gather and conduct a task. For example, the initial planning for the local arts festival is
provided with a timeframe of thirty four days (Oda et al., 2016). The sub-tasks, which are
organized like planning a meeting with stakeholders, will require seven days because of

9PROJECT PLAN FOR LOCAL ARTS FESTIVAL
availability of each personnel involved. The next stage is involved in arranging meeting with
sponsors, which will require six days. Sponsors are from different organizations, who are located
in specific places, so the necessary personnel’s timing as well as timing of the government
officials are analyzed to provide the timeframe (Ong, Wang and Zainon, 2016). The development
phase on the other hand will be requiring fifty two days for successfully completing each
assigned subtask in the phase. This will include locating the grounds for the event, contacting the
media houses as well as security services will require five and six days respectively. The last two
phases include implementation phase and final phase, which will require forty days to complete.
2.6 Risk Analysis and Management
The Local Arts Festival is going to be a large event spanning across different locations in
city with different types of events. The Chief Executive of Metropolis City Council is planning
on conducting the entire event without any risk factor. However, events occurring of such
massive magnitude is often associated with different types of risks. The risks associated are
financial risks, damage occurring in properties leased for event, injury to people attending the
event and damage of equipment’s (Qazi et al., 2016). The most important part of conducting a
risk analysis is identifying the key issues prone to blunders if not addressed properly. Feasibility
study should be done in a proper way to identify key areas.
Risk Number Risk Event Severity Probability Risk Mitigation
1 Timeframe
for
organized
event
(either in
High Medium Timely scheduled
meetings.

10PROJECT PLAN FOR LOCAL ARTS FESTIVAL
months,
weeks or
years).
2 Setting the
date of
events in
such a way
that other
events dates
do not
coincide
with one
another,
which
might pose
a threat to
the success
of entire
event.
High Medium Organizing sponsors and
event managers to
discuss the event details.
3 The budget
analysis to
Medium High Consulting with Finance
Expert

11PROJECT PLAN FOR LOCAL ARTS FESTIVAL
check
whether the
entire
project can
be
completed
within the
provided
budget or
more
investment
from
stakeholders
is required.
4 Availability
of work
force, raw
materials
and
provided
facilities in
the events
Medium Low Contact supervisor for
timely report.