Reflective Journal: Staged Event - Success Factors and Improvements

This reflective journal analyzes a staged event, the Chinese Lunar Festival 2020 held at Aapoly Campus, focusing on various success factors. These include clearly defined plans, proper stakeholder and resource identification, budget allocation, and effective communication. The journal evaluates the appropriateness of the event's execution and staging plans, emphasizing the five crucial phases of the project and the importance of procurement techniques and Work Breakdown Structure (WBS). The analysis covers the range, nature, and process of event organizing, as well as the project's impact, with suggestions for improvements, such as the inclusion of venue layouts and quality checks on audio-visual facilities. Finally, the journal highlights the significance of team dynamics in achieving event success, emphasizing positive behaviors, strong communication, and clearly defined roles and responsibilities to ensure stakeholder diligence and project success.

Running head: REFLECTIVE JOURNAL OF THE STAGED EVENT
Reflective Journal of the Staged Event
Name of the Student
Name of the University
Author note

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Table of Contents
1. Reflection on Success Factors.....................................................................................................2
2. Reflection on Appropriateness of plans for Execution and Staging............................................3
3. Reflection on Event.....................................................................................................................4
3.1 Analysis of Range, Nature and Process of Event Organizing...............................................4
3.2 Evaluation of Impact..............................................................................................................4
3.3 Suggestion for Improvements................................................................................................4
4. Reflection on Team Dynamics....................................................................................................5
Bibliography....................................................................................................................................6

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1. Reflection on Success Factors
The success factors for the staged event of the Chinese Lunar Festival 2020 that was held
at Aapoly Campus are:
a. Clear defined plans – The plans for the development of ideas for the event have been
clear in the initial stages, which have led the stakeholders to identify the areas in the project that
would be important to be led. The project plan had also outlined the detailed list of activities that
need to be performed in a systematic process based on completion of the project within the
assigned schedule and allocated budget. A proper defined project plan, budget plan,
communication plan and risk management would prove highly helpful for understanding the
clear outcomes from the project.
b. Proper stakeholder and resource identification – In this factor, the identification of
proper stakeholders should be determined properly. This would help in allocating them to the
exact activities in order to ensure that the activities would be completed accordingly.
c. Proper budget allocation – During allocation of budget to each resource, it should be
ensured that upon reaching up to the final activity, the project would be completed within the
allocated budget. Based on determining the final costs after allocation of each resource to each
activity, it can be discussed that this aspect had led to the success aspects for the project.
d. Effective communication – Maintaining an effective communication with the project
stakeholders have also led towards the success of the project. The type and frequency of
communication would majorly help the project to achieve their objectives.

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2. Reflection on Appropriateness of plans for Execution and Staging
The project execution plan that would be developed for covering up the event based on
setting up of the event should be made as appropriate so that it would fit into the desired criteria
of project success. Based on the discussion of the project plan for organizing the Lunar Festival
2020, it can be understood that the plan covers five important phases in which every activity
could be considered as highly crucial and detailed for covering up the process of execution and
staging up of the project.
In order to execute the event, there needed to be a clear understanding of the procurement
techniques of goods and resources. The plan thus lists out the critical events that need to be
completed in a sequential order in order to achieve the proper outcomes as desired in the final
outcomes. During the phase of ‘Designing the event’, it can be discussed that a brief idea based
on the execution of plans have been formed. In this particular phase, the execution of store
development, t-shirt design and finishing over the interior works have been done based on the
successful execution of the previous activities. The staging of the event have also been
considered as successful as the project aspects before the discussed stage have been successful.
The WBS that have been outlined within the project plan helps in listing out the activities
that would be completed during each phase. The sub-divided activities that have been shown in
figure helps in displaying the activities that need to be completed in accordance based on
achieving the final outcomes of the project. Thus, breakdown of each activity into sub-activities
helps in completion of each sub-activity in a proper manner thus leading to successful project
outcomes.

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3. Reflection on Event
3.1 Analysis of Range, Nature and Process of Event Organizing
From the observation over the project plan, it can be discussed that the range of the
project is considered as suitable as per the project requirements. The project has been completed
within the estimated duration. The nature of organizing the event is considered as suitable as it
has involved all major techniques of project management based on which the success rate of the
project could be determined. However, the process of organizing the event is considered to have
a major impact over the success rate for the project. Each of the stages of the project includes
various sub-activities, which further help towards deciding over the critical areas that needs to be
focused while allocating proper stakeholders to each activity.
3.2 Evaluation of Impact
While evaluating over the project impact, it can be seen that due to the structured activity
set up for the project, the project results have been considered to be beneficial. This can further
be determined from the fact that the project has been completed within the allocated project
budget and also within the estimated duration. The stakeholder management plan that has been
designed for the project highlights the important stakeholders for the project and the ways in
which they would be able to communicate throughout the project based on achieving the final
outcomes.
3.3 Suggestion for Improvements
Based on bringing improvements towards the staging and execution of the event, it can
be discussed that certain aspects such as the inclusion of venue layout should be planned before
executing the event. A check over the quality of audio-visual facilities should also be checked

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before installing them at every store before the festival event. Lighting that would be included
within the festival should also be checked prior to giving a green signal to the project start.
4. Reflection on Team Dynamics
Team dynamics forms a great role for achieving the success rates of an event. Hence, in
consideration for the given project based on executing an event, it can be discussed that proper
working on goals, working together and making decisions at critical stages can greatly help
achieving best work outcomes, improved bottom line and better customer satisfaction. Positive
behaviours with the project team members and ensuring that feedbacks are being properly shared
and executed would lead towards the achieving of the project success rate. The team working
over the project should also maintain a strong sense of communication in order to outline the
roles and responsibilities for each stakeholder. Thus, it should be ensured that every stakeholder
would perform their work diligently thus leading the project to achieve the success rate as set in
the initial plans.

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