Project brief

Project title

This title of this project is Project for Organizing and Setting up Music Festival.

Project description

This project is about setting up and organizing a music festival. In the project, the role of the project manager will be to ensure that the project team as well as the contractors delivers the outcome, which meets the wishes as well as the expectations of the customers (Kerzner 2017). The mission given does not indicate any results that the promoter needs to offer to the contractors, the only aim for the contractor is to hold a music festival. The project will run for near about 4 months. How much benefit he plans to gain from the festival is not stated nor is the details provided which certain results he aims to accomplish by holding this festival.

Aim and objective

The overarching aim is to arrange a festival which will be effective in terms of the financial benefits and will in the aftermath provide the community with more benefit.

• The music festival seeks to promote local artists and provide them with an ability to play to the fullest of their exposure before a wide audience.
• Much of the income from the music festival can be used to benefit local schools by handing away the new instruments for their music lessons.
• The promoter will earn 20 per cent of the income, but in exchange he would obtain good exposure by demonstrating that he is passionate about the region and local community growth.

Project Scope

The efficient management of the scope is vital for the project to be successful. The framework specifically determines what the project should work on, ensuring sure all project partners decide with what the project should achieve. To deter either group from being unhappy with the result, it is crucial for all parties to get approval of the scale of the project.

Project Definition

There will be five phases of the project, in which the project of the music festival will be designed, controlled and monitored. Project design is the initial phase of the project, where the main attributes, structure, success criteria as well as major outcomes of the project are all planned (Fleming and Koppelman 2016). The aim is to create one or more designs that can be used for accomplishing the expected goals of the project of music event. The stakeholders will then pick the right template for using for the actual project execution. There are measures to be taken to identify the programs and establish a plan for execution. These are the main phases in a project. Therefore, the project manager wants to include the staff and partners in the loop and make sure that he covers all the bases. 

Project monitoring relates to the method of maintaining track of the project-related indicators like staff efficiency and work length, detecting possible issues and taking appropriate corrective steps to insure that the project remains within reach, on schedule and meet the defined deadlines (Hazır 2015).

This is important as the project manager that the project manager keeps track of how the stakeholders are implicated in the project. It can be achieved through various forms of meetings, progress reports, etc. Task management refers to the process of keeping track of the project-related metrics such as personnel productivity and duration of time, identifying potential concerns and taking necessary corrective measures to ensure that the project stays within control, on budget, and under the deadlines set (Kivilä, Martinsuo and Vuorinen 2017). Depending on the project’s success, the project manager will take corrective measures and gain track of the project plan’s development.

Project controls are systems under which project data is gathered and processed to maintain budgets and plans on track. Project control functions of the project of music festival include initiating, planning, monitoring, controlling and closing costs as well as scheduling of projects (Martens and Vanhoucke 2017).

Business case

There will be multiple benefits in conducting the music festival from the business perspective. Think of events as a great way to boost the hype around the business or organisation. Hosting activities advertise the identity and help bind customers to the company (Rogers and Davidson 2015). Moreover, people can ride in tandem with others and the scope can be expanded when event guests carry their mates. The music event organizer can sell the tickets and earn huge amount of money. He can promote this event so that it attracts people from all over the world and this can help the event organizer to organize event for future and people will know about the event already. This will help them to grow their business. By conducting the music event, the value of brand awareness will be increased, but this has a significant effect on their interaction to really communicate with the customers, community or participants on the personal level. Such essential face-to-face encounters in the virtual universe are uncommon, and can help solidify the interest of anyone in the community or organization. As well as selling goods and services, the music event will develop connections with individuals attending the activities, improving the broader group (Müller 2015). Therefore the music event is not merely about marketing the new products. It is also about forging deeper links with the clients, customers, people and suppliers who live and work close to the business. All of this will eventually help the company, providing the event organizer with the base of people to collaborate with, and a solid, growing community presence.

Project Plan

Project plan plays the vital role in supporting stakeholders, supporters, departments and project management through other stages of the project. The project plan, known as the project management plan, is the document comprising the purpose and goal of a project. This is most often depicted in the form of the Gantt chart making it easier for stakeholders for interacting. It does not take to be complicated for learning how to develop the project plan. The planning of the project is needed to identify the desired goals, avoid missed deadlines, reduce risks as well as deliver the service or outcome ultimately to the audiences or the clients (Zolfaghari, Aliahmadi and Mazdeh 2017). The project plan is well demonstrated with the timeline of the project of the music event. The project will be start from 30.06.2020 and this project will run till 9.12.2020. There will be five stages for the project such as:

• Project Initiation
• Project Planning
• Project Implementation
• Project performance and control
• Project Closure

In the first phase, which is the initial phase of the project, the program list will be developed. In the program list, the music performance will be sort listed and the sound and lights will be well-prepared. The designing of the stage will be done. The event manager will hire an assistant for managing the work with him. Then the rules of the music festival will be discussed as the rules for the music event will facilitate the project team to run their smoothly and rules of the project will help to maintain the uniformity of the music event, in which there will be estimation of cost, setting up the security team and setting up the first milestone that is preparing the outline for the music festival (Meredith, Shafer and Mantel Jr 2017).

In the planning stage, the draft of the program will be prepared, the bookings of the musician will be made, and the works will be assigned to the respective staff. Then the budget of the event needs to be approved by the event planner and the sponsors. The project sponsor will review the overall success of the project versus what was expected, and the sponsors will provide the project manager with input if required. The sponsors of the music event will also help the event manager and staff work more autonomously for addressing the challenges as they occur, while ensuring procedures are implemented in the planning stage (Heravi, Coffey and Trigunarsyah 2015). This will help the project manager to take further decision. The advertisement of the music event using social media websites, newspapers, televisions, announcements and pamphlets will be done effectively. Then the milestone 2 will be set that is to prepare the program plan.

Then in the third stage that is implementation stage, the event manager has to arrange meetings with the potential sponsors and get the sponsors, who will raise the fund for the music event, which is very essential part of the festival. The event manager then has to schedule the shows of the event (Zheng et al. 2017). This will help the managers to make a list of the daily program and the audience will be attending the show according to their preference and favorite performer. Then the project manager will hire the hosts or the anchors, invite the chief guests. Then the tickets of the music festival needs to be sold as much as possible to make the event hit. Then the third milestone will be set that is to manage the sponsors and the invitations.

In the fourth stage, which is project performance and project control stage, the manager of the music event will check the sound, lights and the other equipment to avoid any issues or technical errors during the shows (Colin and Vanhoucke 2015). Then they will be developing with the venue to make stages and setting the lights, music box and decorate the stage and the entire venue as per their requirement. Then the project manager will be preparing the brands of the music festival so that the people from all over the world become able to know about the festival and can attend the festival. Then the organizer of the music event will organize everything according to their plan so that they do not left anything which may be create risk to the music festival. The proper organization of the event is very important as any wrong thing can spoil the music event and their brand value and reputation can be damaged. As well as the equipment should be well organize in order to avoid any technical risk. This stage also has another part that is the management of the actual event days (Vanhoucke, Coelho and Batselier 2016). The project managers, volunteer, security, staffs, hosts and the performers of the music festival will run the event. There will be security checking at the entry of the venue, which will help the event to be done securely. Then the fourth milestone will be created, which is monitoring of the entire music event.

In the last stage that is project closure stage, the event manager of the music festival will close the program by analyzing the overall performance and the feedback from the audiences as well as the stakeholders, which will give the event organizer an idea about the program so that he can arrange other events effectively (Rahschulte 2015).

Risk Assessment 

Risk Register

Risk ID	Identified risks	Risk description	Likelihood	Impact	Severity	Responsible person	Mitigation
1	Lack of Partner compensation	Partners will be given the overall amount available for the distribution and will be asked to distribute this sum to partners of the event (Harder 2015). Therefore, there can be conflict among the partners about the profit from the music event.	Low	High	High	Project Organizer	There must be equal compensation for all the partners so that no biasness occurs there.There should be a mutual understanding among the partners before starting the event.
2	Lack of Performer and host training	Poor performance of the performer and the hosts can spoil the music event. As this is based on the music performer, While dealing with the poor training is a moral minefield. It can explain why some managers continue to equate neglect, incapacity or incompetence with poor performance of the hosts and the performers.	Medium	High	High	Project Manager	Hiring skilled trainer and musicians to train the performer properly and efficiently (Hornstein 2015). There must be training session weekly for the hosts and the performers.
3	Less Spread of information	Less spreading of information about the music event can create the risk and loss to the event as the event is spending huge amount on arranging the entire event (Fairlie 2016). Therefore, if the people are not aware of this event, the music event eventually will be flopped.	Medium	High	Medium	Associate Media	The associate media should be very active and spreading the news or information about the music festival in order to convey people. The event manager should tie up with the best media services, which will provide the event best media coverage and marketing services.
4	Safety of guests	Safety is one of the major concerns in any event or project. Any safety issue can create a huge concern during the event (Makarova et al. 2017). If the guest will not be safe then the music event will be flopped and the reputation will be damaged.	Low	High	High	Security	The security team has to be very careful and alert all the time and they have to monitor the entire place.There must be surveillance cameras for monitoring the entire place. There must be fire resistant in order to prevent any fire cases.There must also be emergency security services for any emergency case.
5	Financial Loss	Financial risk can be one of the major concerns of the music festival. The probability of losing money on the event plan and multiple tasks and functions of the music event can create the financial risk.	Medium	High	High	Event Manager	To avoid the financial loss, the sponsors have to raise funds in adequate amount and the project manager has to act smartly in order to avoid such risk (Joslin and Müller 2015). The event manager has to arrange all the functions and tasks within the budget.Each task should be perfect at the first time in order to reduce any extra cost for any task.

Stakeholder Analysis 

Stakeholders	Impact	Influence	Interest	Engagement strategy
Event manager	High	Medium	Management of the entire event	Daily though phone calls or meetings
Audiences	High	High	Attending the music shows	Daily though news, media
Sponsors	High	Medium	Sponsoring funds for the music event to be conducted	Weekly though meetings and phone calls
Participants	High	High	Performing in the music festival	Weekly through video conference or face to face meetings
Security and emergency service	Medium	Medium	Secure the infrastructure and the other aspects of the festival	Weekly through meetings
Government	High	Medium	Allowing the music festival being conducted following some rules and regulations (Getz and Page 2016).	Weekly through face to face meetings
Media	High	High	Covering the entire event from day one to last day.	Monthly through meetings
Volunteer	Medium	Low	Assisting all the staffs and the performer in the stage as well as back stage and also controlling the audiences (Rogalsky, Doherty and Paradis 2016).	Monthly through meetings
Hosts	Medium	Low	Hosting the music event with attracting and convenient way.	Monthly through phone calls or meetings

References

Colin, J. and Vanhoucke, M., 2015. A comparison of the performance of various project control methods using earned value management systems. Expert Systems with Applications, 42(6), pp.3159-3175.

Fairlie, B.M., 2016. The Spread of Information via Social Media. Modeling Sociocultural Influences on Decision Making: Understanding Conflict, Enabling Stability, p.43.

Fleming, Q.W. and Koppelman, J.M., 2016, December. Earned value project management. Project Management Institute.

Getz, D. and Page, S.J., 2016. Event studies: Theory, research and policy for planned events. Routledge.

Harder, S., 2015. Advisor liability: claims for contribution or reimbursement between an advisor and the advisee’s contract-partner.

Hazır, Ö., 2015. A review of analytical models, approaches and decision support tools in project monitoring and control. International Journal of Project Management, 33(4), pp.808-815.

Heravi, A., Coffey, V. and Trigunarsyah, B., 2015. Evaluating the level of stakeholder involvement during the project planning processes of building projects. International Journal of Project Management, 33(5), pp.985-997.

Hornstein, H.A., 2015. The integration of project management and organizational change management is now a necessity. International Journal of Project Management, 33(2), pp.291-298.

Joslin, R. and Müller, R., 2015. Relationships between a project management methodology and project success in different project governance contexts. International journal of project management, 33(6), pp.1377-1392.

Kerzner, H., 2017. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Kivilä, J., Martinsuo, M. and Vuorinen, L., 2017. Sustainable project management through project control in infrastructure projects. International Journal of Project Management, 35(6), pp.1167-1183.

Makarova, I., Khabibullin, R., Pashkevich, A. and Shubenkova, K., 2017. Modeling as a method to improve road safety during mass events. Transportation Research Procedia, 20, pp.430-435.

Martens, A. and Vanhoucke, M., 2017. A buffer control method for top-down project control. European Journal of Operational Research, 262(1), pp.274-286.

Meredith, J.R., Shafer, S.M. and Mantel Jr, S.J., 2017. Project Management: A Strategic Managerial Approach. John Wiley & Sons.

Müller, M., 2015. The mega-event syndrome: Why so much goes wrong in mega-event planning and what to do about it. Journal of the American Planning Association, 81(1), pp.6-17.

Rahschulte, T., 2015. Project Closure. Project Management ToolBox, pp.351-374.

Rogalsky, K., Doherty, A. and Paradis, K.F., 2016. Understanding the sport event volunteer experience: An investigation of role ambiguity and its correlates. Journal of Sport Management, 30(4), pp.453-469.

Rogers, T. and Davidson, R., 2015. Marketing destinations and venues for conferences, conventions and business events. Routledge.

Vanhoucke, M., Coelho, J. and Batselier, J., 2016. An overview of project data for integrated project management and control. Journal of Modern Project Management, 3(3), pp.6-21.

Zheng, H., Xu, B., Wang, T. and Chen, D., 2017. Project implementation success in reward-based crowdfunding: An empirical study. International Journal of Electronic Commerce, 21(3), pp.424-448.

Zolfaghari, S., Aliahmadi, A. and Mazdeh, M.M., 2017. From strategy to project effectiveness: introducing the three stages of strategic project management. International Journal of Business Excellence, 12(3), pp.308-328.