Rock N Reggae - Work Breakdown Structure - Case Study Example

? Rock ‘n’ Reggae Event Management TABLE OF CONTENTS Page No Section I – Project Plan 3 2. Section II – Work Breakdown Structure 6 3. Section III– Risk Analysis 9 4. Section IV – Cost Estimates 7 5. Section V – Schedule Chart 9 6. References 11 7. Appendices 12 Section I – Project Plan “Rock ‘n’ Reggae” is the name for a music festival intended by a municipality to be organized in summer in a town of the Florida state, USA by Planners “R” US. The venue planned is Marley Memorial Field which is a football stadium of high school having capacity of 8000 people. This leisurely event is created for the entertainment of the targeted audience which includes the music fans of the region, local residents and students. A meeting was made with the officials of city and the school for planning and organization of the event and the activities about the administration, operations, marketing and risk management of the project were discussed in length. The framework provided by EMBOK which is quite close to the Event Management International Competency Standard is given in Appendix 1. (Silvers, 2003) To manage this project there are four very important facets which are expected to be well understood. The first aspect is the Phases which highlight the significance of time for the sequential nature of managing event. The Phases aspect begins with the initiation of the project, followed by its planning. Once the plan is finalized, the Implementation phase begins which ultimately leads to the event. The last phase for the management is the closure of the event. The rate and rhythm of the work is determined by the time as illustrated in Figure 1. (Silvers, 2003) Figure 1: Phases The second important aspect is the Processes which are required for the success of the event. These processes are sequential as well as iterative and are applied according to the progress and occurrence of changes. First process is that of assessment followed by selection. It includes people, materials and many other resources needed for implementation of the project. Once selection is made the third process is that of monitoring the plan whether it is followed according to the specifications prescribed. The fourth process is that of communication amongst the workers, audience and the market. The last of the process is documentation. All these widely-accepted five process systems begin with Communication, iterate through Assessment, Selection and Monitoring and ends up with the Documentation as illustrated in Figure 2 (Silvers, 2003) Figure 2: Processes The third important aspect is the Core Values which are the rules that must be followed in each and every decision making and infused in all the phases and processes. As illustrated in Figure 3, aim for continuous improvement, creativity in the work, understanding and practising ethics, unity of work through integration amongst all the sections and thinking strategically are fundamental values for the management of the event. All these values are equally important. (Silvers, 2003) Figure 3: Core Values The fourth important aspect is the Domain which defines the region and scope of required functions and activities for managing the event. It also describes the responsibilities and organizational structure needed to manage the project. Administration is one of the domains, designing is another domain. Marketing of the event, its operations and the potential hazards or risk are the other three domains. All the five domains as illustrated in Figure 4 are equally important and none of them have any implied hierarchy. Figure 4: Domains Section II – Work Breakdown Structure There are twelve activities that were drafted out from the meeting with the school and city officials. The work breakdown for each one of these activities is produced below:- A. Contract Negotiation with selected music group 1. Defining of event goals and objectives to the music group 2. Finalizing pricing structure of hiring music group 3. Finalizing benefits like accommodation, transport and travel facilities 4. Alternatives in case of any unexpected incidences 5. Arbitration procedures and jurisdiction in case of any dispute B. Find a construction firm and build the stage 1. Search available contractors through internet, directories and contacts. 2. Prepare contract and list of tasks to be rendered by the contractors 3. Take quotations and options available with different contractors 4. Select the right contractor based on price, quality and creativity 5. Finalize price structure and length of the period and sign contract C. Contract negotiation with roadies 1. Defining of event goals and objectives to the roadies 2. Finalizing equipment lists and music qualities 3. Finalizing transport and travel facilities 4. Alternatives in case of any unexpected incidences 5. Arbitration procedures and jurisdiction in case of any dispute D. Screen and hire security personnel 1. Define Security requirements and protocols 2. Hire security incharge or contracting firm 3. Finalizing pricing structure and numbers of officers required 4. Alternatives in case of any unexpected incidences 5. Arbitration procedures and jurisdiction in case of any dispute E. Ticket distribution arrangements 1. Develop sales plan and objectives 2. Determine sales platforms 3. Develop online registration and marketing plan 4. Develop website for ticket distribution and sale 5. Hire Technology company for web hosting and operation F. Organize advertising brochures and souvenir program printing 1. Make budget for advertising and marketing 2. Plan brochure designs and distribution 3. Build criteria for advertising and marketing company 4. Search and select the right advertising and marketing company 5. Negotiate cost of services, payment terms and sign contract G. Logistical arrangements for music group transportation 1. Plan requirements and lists of services 2. Plan procedures for acquisition of required materials and procedures 3. Make budget for logistical arrangements 4. Search and select the right vendor 5. Negotiate cost of services, payment terms and sign contract H. Sound equipment arrangements 1. Plan requirements for sound arrangements 2. Plan procedures for acquisition of sound systems 3. Make budget for hiring sound systems 4. Search and select the right sound system providers 5. Negotiate cost of services, payment terms and sign contract I. Processing of travel visas (for international groups) 1. Plan travel requirements for different international visitors 2. Search and find latest visa and travel procedures 3. Select the right agent or organisation for visa and travel work 4. Communicate with the travellers about the plan and fee 5. Organize and execute visa and travel plan J. Hire parking staff, and make parking arrangements 1. Develop expected requirements of parking different types of vehicles 2. Categorize the visitors and plan parking area accordingly 3. Prepare brochures, stickers and other help material to facilitate parking 4. Plan requirements of duty officers to manage parking facilities 5. Communicate parking area and distribute parking stickers or brochures. K. Distribute media passes and arrange for MTV recording 1. Set objective and purpose for media promotion 2. Develop media promotion plan with budget 3. Search and select organizations of media for interaction 4. Prepare communication and distribution plan 5. Communicate and invite media guests by implementing distribution plan L. Arrange for concession sales and restroom facilities 1. Develop expected requirements for restroom facilities 2. Find regulatory, health, sanitation and legal requirements and compliance 3. Identify restroom areas and its design with necessary accessories needs 4. Hire contractor for sanitary maintenance and janitory 5. Develop plan for concession sales. It should include criteria for concession, extent of concession and procedures, platforms and target of sale Section III – Risk Analysis The potential threats and uncertainties associated with staging the Rock “n” Reggae concert can be many such as securities breach, fire and riots as it is a public event and all these hazards are always associated where huge crowd is gathered. However the most significant risk in context of the information available is that of the “delay” in project execution. The project has to be started and finished within a period of ten weeks. Any delay will not only jeopardize the reputation of Planners “R” US but it will also bring a serious loss to the company in the form of goodwill loss and negative publicity. Another uncertainty or risk is about the demand of additional requirements. Any new requirements will not only increase the cost by enhancing the work load but also require additional time which could lead to the delay in the completion of the project Need for improved efficiency may also be required during the project execution because of the various possibilities and constraints for example a worker falls sick or there is some injury to worker due to accident. In terms of quantity, the loss could be as high as US$ 4,000 since the holding of the Festival is planned two weeks after the expected date of completion of all arrangements as planned. The cost estimated for complication caused by delay in the delivery and completion of the planned arrangement is US$ 2,000 per week. Section IV – Cost Estimates Estimated time from different path Path Tasks Max. Time Weeks 1. A,E,G,K 10 2. A,E,J 9 3. C,B,J 11 4. C,H,J 9 5. C,H,I 10 6. D,H,I 11 7. D,F,I 12 8, D,F,L 9 Total Assigning Tasks to workers Worker/week 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th First A A E H H G K K K K Second C C B B B L J J J J Third D D B B H L I I I K Fourth A D F F F F I I We will need 4 workers for 8 weeks and 3 workers for two weeks. The total cost estimate is worked out as ($200 x 4 x 8) + ($200 x 3 x 2) = ($ 6,400+ $ 1,200) = $7,600 Section V – Schedule Chart A Gantt chart showing weekly time line and the tasks to be completed is given below. Tasks/week 1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th A B C D E F G H I J K L References Silvers, Julia Rutherford, (2003). Event Management Body of Knowledge Project. Retrieved from http://www.juliasilvers.com/embok.htm Silvers, J. R. & Nelson, K. (2005). Introduction to Financial Management for Meetings & Events. Speaking of Events. Retrieved from http://www.juliasilvers.com/embok/Facets_Aps.htm Appendix 1: EMBOK framework for event management Read More