Sport Event Management - the American Open - Case Study Example

Section one 1.0 Event description and project proposal The event is scheduled for an American open tennis sport to be held in New York on 8th of September 2015 from 9AM to 4pm.The event planners are as well in New York since, they are required to collect basic facts that is up to date, real and on time concerning the need to open tennis tournament. The event planners will as need to consider the participant number, the players, key stakeholders as well as the security which forces the event planners to be situated close to the place of tennis tournament. The purpose of the event team is to plan for the event in terms of team planning, the need for canteen, and safety of every attendant, the budget for the whole event as well as the planning for the time in order to ensure that the event is smoothly runni9ng as anticipated. Scope The scope of the event is to centre on ensuring that the event is achievable in terms of budget, time, safety of the attendant as well as the travel and accommodation facilitates of the players since, it is considered that the American open will attract participant globally such as the lieyton Hewitt, Rafel, Nadal, Novar and Djokjovic. This therefore calls for the concern in terms of place to sleep, travelling as well as presence of recreation facilities. Some of the key personnel in the American open are the potential investors, the stakeholders, the players as well as the safety personnel. The main sponsors and stakeholders of the America open are the Citizen, Nike and IBM 2.0 SMART Objectives 2.1 Specific The American open is a tennis event which event planners centers on evaluating the relevance of the event. The specific objective of the whole event is to evaluating project viability in terms of cost, time and place so as to ensure that the event is effectively executable with low cost and on time. As a result, the even planning team focus on planning for resources such as the tennis equipment, accommodation and travel since it is assumed that the payers will not sleep at the golf restaurant but outside the place of event and consequently commands for them transport, planning for the sponsors in terms of giving them budget estimates that is realistic in terms of cost and its achievability as well as planning for the spectators which include provide maximum security, ensuring that the seat are well equipped and also the canteen is fully packed with common wants. This specific objective for the American one will as a result giving way for the event planners to form a foundation of building the whole event as well as testing and handing it over to the real event planners on the ground. 2.2. Measurable The event must be quantified in terms of cost and benefit. In this regards, the event planners will ensure that the American open is measurable by employing the project evaluation and review technique. This is a useful tool that helps the event planners to check on the flow of the whole project and identifying the critical takes and path to be followed which will lead to shortest time possible, with low cost and high benefits and returns. This will ensure that the event team plans for the right project in terms of cost and resource which would imply that the whole project will be quantifiable in terms of cost and benefit. 2.3. Achievable The budget and planning for the America open must be achievable. This is in terms of time and cost. To ensure event achievability, the event planning team will focus on segregating duties to every team member in order to ensure that every team member clearly understand the task allotted to him as well as the anticipated time to completion. This will ensure that there is no project delay as well as the project effectiveness is guaranteed since, every team’s member knows what is expected of him within a certain stipulated team of the whole project planning for the American open. Forecast the financial needs for the whole project commands the considerate thought since, the event will attract global investors, participant and spectators and consequently, a budget forecast must be precise, attainable and realistic. The event planning team in tends to rely on previous budget estimate for the America open to make 2.4. Realistic The American open event must depict a realistic budget and time forecast. To achieve this, the event planning team in tends to concentrate only on them critical task and path since, this is an ideal path that will take shortest time possible with less cost and high returns to the event planners. The event [planners must afterwards test and appraise the whole project in order to check for any inconsistency and make necessary correction as well as provide an assurance as to the event relevance in terms of time and budget which must be realistic and attainable. 2.5. Time Observe time in every task and stages of the whole event planning are crucial to the success of the American open event. The event planners in tends to ensure that time is of essence by focus on those project that commands more resource and are critical by allocating more time that it commands in that sequence in order to ensure that the whole event gets utmost time that it requires from the least time presence. Time allotment will lead to effective time management as well as minimize the impact of task collision and poor timing that may lead to event delay Section 2. Project Plan The America open will cover diverse plans which the event planning teams are currently focusing on. Some of the event to be planned is outline below in detail. Media Coverage Since the American open is a global event, the event planners will focus on ensuring that message is reached to the intended parties as fast as possible and on time. As a result, the event planning team will use a global media platform that recognized by almost every personal across the globe such as the CNN and BBC broadcasting houses. The event planners assume that the sponsors, participant and spectators will get the message on time via the above mentioned media house. The advertisement of the American open will be comprehensive and will be hired for two weeks prior to the whole event in order to ensure that there is wide coverage in terms of promoting the event and encouraging high turnout of spectators. Event planning The event planning will assume comprehensive activities to be executed by every team member to as to guarantee project completion on time Place of the event i. The event will take place in New York due to the following consideration taken in place. ii. The time of the year in terms of favorability of the climate. iii. The safety measures iv. Size and arrangement v. Presence of emergence personnel and recreational facilities such as the canteen All these factors contributed to the decision of having an event located in New york city since, the event planners believer that the above factors will be both convenient to the local and international participant of the American open event. The Ghantt chart Budget estimates for American Open The expense relating to the event American open is arrived at following the previous year’s event budget and considering other variables that might impact this year’s event in order to forecast the relevance of the budget. The financial forecast approximate for the American open is derived on the main basis that the event is global and consequently, a comprehensive budget estimate is key. The event planners forecast a fixed cost on building due to travel and accommodation otherwise they remain cost and variable which is susceptible to change in other external factors that may impact budget achievability. The American open event planners prepare the financial forecast on the basis of the laid down procedures that is consistent with the budget preparation procedures. The budget procedure followed in formulating budget estimates for America open tennis is as follows. Budget guidelines The guidelines followed by event planners The event planning team established the guidelines to be followed at the time of making budget estimates for the America open tennis which is going to be held in New York on 8th September 2015 once sport event. The event team will establish guidelines such as variables affecting the budget estimates, time frame as well as extent to which the budget estimate can rely on the previous cost in focusing the budget. Evaluation of expense The expense is arrived at after appraising the previous year’s budget for America open tennis since; this will provide some basis for coming up with a reliable budget forecast for the years America open tennis since, the basis for forming a budget is achievable and available for assessment. Prioritize The event planner for American open focus on giving first priority to those projects those are critical in terms of time and resource. This achieved after performing the program evaluation and review technique in order to ensure that a critical path is identified. Critical path provide an opportunity to choose the project on the basis of time and resource and consequently budget prioritization will be significant in allocating funds in an efficient manner so as to achieve maximum returns at low cost and within the shortest time possible. . Who does what? The event planner ensured that every member of the event planners is allotted task to do in order to ensure that even planning is completed within the stipulated time frame. This important since, segregation of duties would encourage wider participation, time consciousness by every team member as well as cost reduction for the whole project leading to realistic, attainable and quantifiable event plan for the American open. Time; Critical path The event planner ensured that the program evaluation ad review technique provided a critical path to be followed that will ensure that there is less cost, short time to event completion with high returns. In this regards, the project team ensured that those project that commands lot of time and resource are allocated first more time subsequently in order to ensure that there is maximum utilization of time and resource in achieving the best desired end result. The critical path and task is explained by the graph below. The task in the graph above is critical since, every activity has a lag time of zero implying that there is no idle time and resource. Lag time therefore impact more pressure on event planner inn ensuring that the event is completed within the stipulated time. This is because, a delay in an activity would cause a delay in the whole project since, and every activity has no ideal time. In this regards, the event planners will therefore concentrate on their allocated task as well as manage the available time and resource in ensuring that the project is successful, effective and on time. Project evaluation Project evaluation is the process of appraising the whole event in order to ensure that the American on event is achievable and realistic in terms of cost and time. An appraisal of the event is significant since, it will point out areas that require more attention due to extent of variance and deviation between the planned and actual budget. Therefore, project evaluation and review will lead to efficient achievement of the best even plan for the American open. Some of the project evaluation and review methodology employed for the American open by the event planners are as floors. Survey Technique In order to gather external information for decision making, the event planner for the America open conducted a survey in order to collect information from the spectators, the sponsors and the participant concerning the location of the event, the time, the budget as well as the state of the security. The collected information was then analyzed and evaluated as well as crossed examined with the forecast project event and financial forecast for consistency. The table below provided the feedback from the respondent. approved Disagree Not certain Total in percentage Stakeholders 12 3 1 16% Investors 10 2 3 18% Spectators 10 4 4 44% Event planners 14 0 1 22% 46 9 9 100% Percentage 72% 28% 28% 100% From the above data analysis of feedback collected from the selected respondent, it can be observed that 72% of the respondent approved the factors considered for the American open event while 28% both disagreed and were not certain of the factors the impact the place and choice of the American on tennis being performed in New York. It can therefore be observed that majority of the respondent agreed to the place of American open event place and factors contributing. The SWOT Analysis The event planners for American open tennis event appraised the SWOT analysis tool for checking on various internal and external factors that may impact the achievability of the event as well as factors to be taken into consideration in ensuring that the risk of the event failure is eliminated. Some of the SWOT analysis employed in American open tennis event is as follows. Strengths of the event may include: i. Huge number of participant attending the event ii. Numerous categories of drinks and snacks available for all level of age group, test and preference iii. New sponsors to the event each year Weakness i. Less sponsors with high growth in need of the America open tennis event hence creating financial constraint to the event planners ii. Place of event ids small in size as compared to the number of spectators attending the event. iii. High operation cost unlike the anticipated returns informs of income Opportunities for improvement could include: i. High turnout of spectators for American open tennis each year ii. Growing number of sponsors iii. Chance for Global event across many countries Threats might include: i. The disruption of rain and tsunami ii. Poor planning may impact project success iii. Inadequate capital to finance the while event fully as planned Some of the political, economical, social and Technological factors to be taken into consideration as we’ll as follow. The table of PEST Analysis for American open tennis event PEST Analysis Political Economical Social Technological Concern for the environment Economic progression population size and fun of tennis event latest technology and innovation in planning for the tennis event Local authority certification Monetary and fiscal policies Mobility of people to watch tennis event Technological transfers from one planner to another Control by the Tennis board Local authority spending Life style intricacy Energy cost and consumption during the event Employment rules Unemployment control Career and tennis skills Internet consumption accompanying the whole event Political constancy Consumer confidence Fashion and trend in tennis event Event planning technologies The right of the spectators of the tennis event Business cycle stages concern and security of spectators Local authority tax levy on event Problems encountered in planning for American open tennis event 2015 The constrain encountered in planning for the American open is the constraint from the local authority since, the project event must fulfill with the requirement of the environmental control rules in order to be certain that the event is worth given a license to run the event. The environmental rules entail compliance with environmental concern, the animal’s rights, noise pollution and waste disposal. These are crucial compliance task that failure of a single rule should risk the project being declined and thus a project a failure. The event planning team therefore intends to minimize this impact by putting the trash bin a strategic places as well as ensuring that the noise pollution is kept below the acceptable level. Risks and Management strategies to be adopted To minimize such risk, the event planning team for American open tennis will therefore evaluate the project as well as test it to ensure that sustainability compliance is option date. This provides assurance as to license acceptance by the local authority to carry out the event of tennis in New York within the stipulated time and date. The event team for American open tennis event therefore expects to encounter hard times in the following areas. Service The service might affect project success since, the whole tennis event majorly reliance on sponsors who will finance the whole project. It is apparent that America open tennis will attract sponsors and stakeholders across the globe and consequently, poor timing may lead to project delay since, funds may be received in different phases from different sponsors in different countries. To minimize such risk, the event planning team will therefore assume the following strategies. Providing workers assurance of the basic pay inclusive of the benefit as well as preparing them in advance of the need to plan for the American open tennis in order to misnames resistance. We will assume a study on the market trend in order to get the basic fact as well as to include these factors in the comprehensive American opening event planning. To minimize the risk of late supply of raw materials, some of the event team will be allotted task of supervising the supply lead time of raw material in order to provide assurance of constant supply of raw materials for planning the event and on time. Section 3; Justification of activities through theory and practice The Ghantt Top level task Building Building the event plan is allotted more time and resources since; this is a technical part of the event that determines the success of the project. In this regards, the event team allotted the task of building the event more concern in terms of cost and time. It can be observed from the Ghantt chat that the assigned top level task that commands lots of time and resource are the building the plan which will consumes $5,600 since, the project planning commands the ideal creation of ideas and building the event planning as well as accounting for resources to be employed in the American Open project. As a result, building the project and planning consumes more funds since also, there is cost for travelling and accommodation of the sponsors since, it is anticipated that the American Open sport event will attract sponsors and participant across the globe and consequent the need for travelling and accommodation cost (Patterson 2010). Designing The project team ensured that the task of designing the event plan is allotted sufficient time in order to ensure Designing the American Open event has been allocated more cost, time and resource since; this is the centre of the project management. American Open sport event commands lots of creativity and designing in order to ensure that spectators are placed with the event. As a result, the designing has been emphasized very much. Therefore the event planning team allotted more cost to designing the project due to the fact that it entails employment of resource that is very exclusive as well as require the employment if professional skills in achieving the set standard in terms of design. Testing The event planning team allotted more tasks in testing the event in order to ensure that the event plan is fully achieved and reliable in terms of cost and time effectiveness. The event planning team considered testing the project in order to check for any inconsistence. Testing therefore will therefore ensure that variance is checked and corrected before the project is handed for implementation. It can be depicted from the ghantt chatt that the project panning team focused more concern on testing the whole project prio to handing it over. Handing over Sunsequent to project contentment in terms of achivability and effectivenes by testing the project, the event planners therefore handover the project Once the project is tested and providing an assurance as to project assurance in terms execution, the project management team thus handover the project to the responsible project team who will then put the project into practice. This will entail project manual instruction as well as commission for the project planning and testing team for the job done. Handing the project is vital since, poor understanding and implementation of them project will be costly to the entire project team and the event itself will be a failure Assigning Activities to Every event planners Lian Jing Liang is entitled with the task of planning the entire project. Planning entails the collection of vital information that is deeming crucial for the success of the project. Project planning commands person with good skills and experience in project planning in order to ensure that the project success is achieved. In this regards, lian is considered fit for this task since, he is an expert in project planning with long working experience and expertise and consequently the project planning team believes that Lian will provide an ideal project plan to be executed by the entire team in America open tennis event. Huang Huang is assigned the duty of designing and building the project. This is the critical part of the entire [project since, planning and building the entire event requires an expert in this field in order to ensure that the designed project plan is achievable and realistic. As a result, Huang is deeming fit to design and build the project. Project building commands lot of time and resource in ensuring that an ideal event plan follows a critical path and consequently achievable. Huang place more concern from the result of planning performed by Lian in order to design and a build a working event planning for the American open tennis. Ye Jing Once the project is planned, designed and build, it is tested for assurance and elimination of any variance; it is then handed over to the event planners on the ground. Ye jing is assigned the task of testing the project prior to handing it over. Testing entails checking the reliance of the event outcome as well as correcting for any inconsistency and furthermore certifying the effectiveness of the event in America open tennis. Once, Ye jing is contented with the outcome of the project, he then hands over the whole project to the users of the event plan which is going to be followed during the American open tennis event which will be held on 8th September 2015. Financial forecast Dave Dave is an expert in the field of data analysis and review. With more experience in the is field, the event team concluded that Dave will be allotted the following task based on his experience, competence and skills leave. He will therefore be allotted the task of gathering data for assessment, appraising the data as well as formulating the event plan prior to meeting the financiers of the event. In this regards, Dave is entitled with the task of ensuring that their event plan is fully achieved and with low variance. This will ensure that the project is fully realized within the stipulated time, with less cost and high return . Read More