Report (Assignment) Question and Report Brief Guide
Assignment Questions.
As an Event Manager you are required to produce a complete event project plan for the: - Music Festival Event in London.
The aim of the report is to demonstrate the feasibility of the event both operationally and financially.
The following acts as guidelines/ contents for the submission of the report.
The report 2,500 words should cover the detailed project plan for your selected event and include the following areas:
1. Background including scope and objectives
2. Detail summary of the entertainment aspect of the event
3. A summary of the target audience for the event
4. Project Management tools and techniques including schedules outcomes and deliverables
5. Project Team Management and Structure
6. Budget for the Project
7. Project Communication and Stakeholder management
8. Risk Management Plan.
9. Evaluation and Control of your Project.
Table of Contents Guide for the Assignment.
Contents
Introduction: (approx.150 words) 3
Summary of the entertainment aspect of the event: (approx.150 words) 3
Background including scope and objectives: (approx.250 words) 3
Research and information sources: (approx.250 words) 3
A summary of who you are targeting for your event: (approx.150 words) 4
Project management tools and techniques including schedules, outcomes and deliverables: (approx.350 words) 4
Project team management and structure: (approx.200 words) 6
Budget for the project: (approx.200 words) 7
Project communication and stakeholder management: (approx. 200 words) 7
Risk management plan: (approx.250 words) 8
Evaluation and control of your project: (approx..200 words) 8
Conclusion (approx. 150 words) 8
References: (not included in word count) 9
Appendix: (not included in word count) 9
Introduction: (approx.150 words)
The event topic:
Music Festival Event in London.
Now tell us about it:
Introduce your event – venue, location, times, type of event
Give an overview of your event
How many guests will be attending
Profits you intend to make or donate
What is the purpose of your event?
For Example:
Summary of the entertainment aspect of the event: (approx.150 words)
Give an outline of the event schedule, a running order of the events entertainment & activities
Essentially an event timeline
Also include a brief explanation of each act and their purpose
Background including scope and objectives: (approx.250 words)
• In depth details of the event
• WHY did you choose…Venue, location, time
• Give detail about your Charity, fundraiser, product, culture
• Provide 5 objectives (SMART objectives)
• What do you aim to achieve by holding this event
Example of Objectives:
Research and information sources: (approx.250 words)
State exactly where you found your information (Reference)
Prove that all elements of your event have been well researched to find the relevant information
Present different types of sources and data e.g. Websites & books
Give a brief explanation as to why you have trusted this source/company/information
For Example:
A summary of who you are targeting for your event: (approx.150 words)
Who is your target market?
Who are you inviting or attracting to your event?
Why are you marketing specifically to them?
How will they benefit from the event -vice versa?
Project management tools and techniques including schedules, outcomes and deliverables: (approx.350 words)
What are your deliverables?
E.g.: Invitations, menu, leaflets, Venue, DJ
How will you keep track and ensure they are going to be delivered -Gantt chart?
Show us your different tools and techniques and explain why you used them
Gantt Chart
Use a simple Gantt chart to show start times and deadlines for your deliverables.
Useful for planning and scheduling projects.
They help you assess how long a project should take, determine the resources needed, and plan the order in which you'll complete tasks.
Critical Path Analysis
Helps to plan all tasks that must be completed as part of a project. They act as the basis both for preparation of a schedule, and of resource planning
Product based planning chart
An approach to project management, and it is a method of identifying all of the products (project deliverables) that make up or contribute to delivering the objectives of the project, and the associated work required to deliver them
Project team management and structure: (approx.200 words)
• Everyone who needs to attain a deliverable
• Who will you need?
• A way to keep record of staff, catering
• Consider the cost of your team in your budget
Project management structure:
• Structure your team and assign roles
• Structure determines the way employees and jobs are arranged to meet its needs and objectives
Budget for the project: (approx.200 words)
• (Deliverables) They produce your budget & Team
• Event venue, Security, Catering, Entertainment, Marketing, Ticketing
• Any product related (t-shirts, pencils, menu, invitations ….what else???)
• You can use a table to show your budget but you must also include a summary of your costing – essentially justify them
Project communication and stakeholder management: (approx. 200 words)
• How will you communicate effectively with each of your stakeholders?
• Are they internal or external?
• Will you communicate via email, letter, in person etc?
Explain the importance of your stakeholders and why you will use this method of communication with them
Risk management plan: (approx.250 words)
• All stakeholders hold risk – Asses these risks
• Health and safety, Promotional, Financial, Technical, Reputational
• State the Issues and give solutions
Evaluation and control of your project: (approx.200 words)
• Feedback!
• What do you want feedback on?
• How are you going to attain this?
• Who are you going to target for feedback – Customer, supplier, staff
• When do you want this feedback - After event? Pre event? During?
Conclusion (approx. 150 words)
• Round up the links between your events planning and project management
• Do not introduce any new ideas
• Restate the scope of your event
• Summarise briefly each point and how each element has been considered
• Leave the reader feeling like this event will be a well-planned and project managed success!
References: (not included in word count)
Use Harvard Referencing Format
Appendix: (not included in word count)
• Perhaps an example questionnaire or survey that you used
• Charts you used
• Any useful sources you think should be referred to put here