Project Management Report: Organizing Indoor Sporting Event Project

This project management report details the organization of an indoor sporting event, structured around the concept of an Olympic-style competition within a university setting. The report outlines project objectives, the phased approach to project management, and identifies key staff roles including coach, athletic trainer, event coordinator, and fitness directors. It includes a stakeholder analysis, budgetary information, and a detailed timescale with a work breakdown structure. Furthermore, the report presents a risk register, emphasizing its importance for project success, and explores communication strategies, including the application of Social Information Processing theory. Finally, the report analyzes different methodologies and concludes with a summary of the project's key aspects, offering a comprehensive overview of the event planning and management process.

PROJECT MANAGEMENT

Table of Contents
INTRODUCTION...........................................................................................................................3
PROJECT 1......................................................................................................................................3
Objectives....................................................................................................................................3
Approach.....................................................................................................................................3
Key staff......................................................................................................................................3
Stakeholder analysis....................................................................................................................4
Budgetary information................................................................................................................6
Timescale....................................................................................................................................7
Work breakdown structure........................................................................................................10
PROJECT 2....................................................................................................................................10
Risk register..............................................................................................................................10
Importance of risk register........................................................................................................13
PROJECT 3....................................................................................................................................13
Communication.........................................................................................................................13
Analysis of different methodologies.........................................................................................15
CONCLUSION..............................................................................................................................17
REFERENCES..............................................................................................................................18

INTRODUCTION
Project management is very essential for the company in managing the project as this will
ensure that the project is successfully completed. The present report will outline the completion
of the project of organizing the event of indoor activities like the Olympics is organized. Thus,
for this the report will work on all the necessary things like stakeholder analysis, budget, risk,
communication and other related issues.
PROJECT 1
Objectives
“To organize for the indoor sporting event with reference to Olympic event within the
university of London.”
Objectives
To arrange for different resources for the indoor activities.
Here the university want to organize for the event which will include a wide range of indoor
games and sporting activities which will be based on concept of Olympics. Here the authorities
of university have asked a team of the university to make a complete project for the organizing
of this event and they want to make the event a flagship event within the market. Thus, for this
the major focus of the university is over the managing the project in effective manner.
Approach
The approach taken for the completion of this project is the phased approach of project
management. This approach of project management is being selected for the completion of the
work as under this method the whole process of project management is divided in different
phases. Thus, this will make it much easier for the university to organize the whole event in
proper and effective manner. Also, the phases will help the university in controlling all the other
activities of the managing of the project in much easier manner. This approach will be helpful for
the project manager as they will know how they have to manage all the different phases of
managing whole project.

Key staff
Coach: The coach's role is to teach the students about the sports and the things that are
required to be known for having a successful career in it. They provide guidance throughout the
game and also prepares them for facing competition.
Athletic Trainer: The athletic trainer provides assistance to the trainer in treating their
muscles and bone issues. They work on instant assessment of the injuries and providing timely
medical services. They also provide information to the sports teams with respect to how to deal
with the injuries.
Sporting Event Coordinator: The event coordinator works on planning and organizing
the sports events along with taking the responsibility for promoting it as well. Engages in a
discussion with the all sports teams with respect to the needs and requirements such as
transportation, organizing the schedule and accommodation (Lee and Cunningham, 2019). The
coordinator acts as the liaison between the sports team and the event facility. They are mainly
responsible for negotiating the contract costs and also works on ensuring that all the required
equipments are working properly or not.
Fitness directors: The fitness directors of the institute works on the aspects in relation to
the operations of gyms and other fitness and health clubs. They are responsible for managing the
fitness related administration of the facility. They carry out complete research before purchasing
any of the fitness and health equipments and also creates healthy and safe athletic programs. The
fitness director provides education in respect to the exercises and nutritions that the sports person
requires.
Stakeholder analysis
Stakeholders Impact Comments
Coach High The coach provides training
and guidance to the students
which helps them in
performing well against the
competitors. They exercise
hard work for preparing the

students for the events by
organizing practices and also
teaches sportsmanship. Thus,
the coach is having a huge
impact (Lau, Milne and
Dickson, 2018).
Sporting Event Coordinator High The sport coordinator has the
full responsibility to carry out
the event successfully without
any problem. It completely
dependent upon the
coordinator to make sure
everything has been taken care
of on time.
Media High For making the sports events a
huge successful, media plays
an important role in promoting
the event all across the places
which helps in creating buzz
about the event and a sense of
craze to watch it or participate
in it.
Sport sponsors High The event is about to be
organized is at high level
which requires a huge amount
of investment and thus,
sponsors are the one who
provides the relevant funds for
making the event a success
which is used for meeting

requirement of organizing the
events and managing the other
activities.
Participants High Participants are the major
stakeholders have a high
impact on the success. They
are the ones for whom it is
being organized and thus, it is
essential to take care of the
interest of the participants
otherwise, it will lead to the
failure of the event.
Budgetary information
Expenses Amount
Travel cost £2000
Material cost £2200
Wages of staff £6000
Charges for insurance £800
Cost of equipment £1200
Management cost £3300
Cost of overhead £4500
Total £20000

Timescale

Work breakdown structure
PROJECT 2
Risk register
Risk Owner Scores Likelihood Mitigation strategy

(1-5)
1-high
5- least
effective
Strategic
risk
Management 1 Medium this risk can be mitigated with help of
proper researching before making and
implementing the strategy. This is
majorly because of the reason that if
strategy made is not in accordance with
the changes taking place in the
environment the strategy will not be
good (Amon, 2019).
Operation
al risk
Operational
department
3 High this risk can be solved with help of
proper planning and use of latest
planning and controlling tools.
Complianc
e risk
Legal
department.
4 Low for the mitigation of this risk the strategy
used is to keep a record of all the laws
and rules and regulation which are
applicable for the operation of the
company.
Environm
ental risk
Management. 3 High this risk can be mitigated by using the
strategy of creating a good and
coordinated environment within the
business area. This is due to the fact that
this will assist the project manager to
manage the working environment of
company in good manner (Rees, Ashley
and Cameron, 2019).
Financial
risk
Finance
department
2 High this risk can be mitigated with help of
properly planning all the sources from

which the company can get finance.
Also, another strategy is of listing out all
the different types of sources of finance
and then compare it.
Security
risk
Maintenance
department
3 Low for this the mitigating action is to have
latest technology relating to the
protection of all the data and
information so that these will not be
misused and are kept as safe and secure.
Reputation
al risk
Marketing
department
1 Medium for this the mitigating action is to make
good and effective marketing strategies
so that the consumer like the project and
its outcome.
Technolog
y risk
IT and research
and development
department
1 High for this the mitigating action is that the
project manager must the record of all
the changes and advancement taking
place within the sector of technology.
Economic
risk
Research and
development
department
2 High for the management of economic risk
the mitigating action is to hire a person
who will record for the changes taking
place in economy and then implement
the same within the project.
Competiti
on risk
Marketing
department
3 High for the mitigation of risk proper and
effective use of market research
techniques is essential as this will help
the project manager to understand what
other companies are using for their
strategy.