Project Management Plan for Victoria Music Festival - Case Study Example

Project Management Name Institution Plan for Victoria music Festival. The following plan was developed by the festival management committee from the three day music festival which is scheduled o happen in the state of Victoria, Australia. The plan is in various dimensions as shown below encompassing each element of the event as highlighted. a) Resourcing plan. i) Food service The event, being held for three straight days, needs a huge some resource investments owing to the high number of turnout from the participants. Food is essential part of every event. A huge crowd ranging from 8000-12000 demands large quantity of food in every type. Catering firms will be invited through tender to enable them compete for the supply of foods to the crowds. The tender shall be offered on the basis of first come fort served and price consciousness shall form a key focus on the issue of tenders to the firms. Food variety is also needed for the success of the event; in that case, cultural foods shall be issued on the request of the crowds at an affordable price. Free snacks and soft drinks will be provided for free in the morning hours, courtesy of the organization and the inclusive ticket cost. Alcohol, on the other hand shall be prohibited to the juniors who do not meet the threshold for the drinking age. In that case, checks and balances shall be placed in restricted areas to ensure that identification cards are produced for the youths who buy drinks from the located areas. All food vendors must be licensed if selling food and at least one of the event organizers shall have to sample the foods before it is authorized to be served to the public. The public health officers shall also be invited to assist with the clearance and certification of the foods being sold. Liquor vendors must also be licensed. The liquor control council shall provide guideline for then selling protocol, at the same time issue the approval of the authorized vendors in the event. Only beer and wine shall be served at the event and no other liquor shall be allowed, if anyone found in branch of the regulations, relevant authoritative steps shall be taken against them. ii) Music and entertainment. A festive event would be incomplete without a fully functioning music system and the corresponding DJ. The acquisition of music systems shall be made in collaboration with Victoria radio station. The company shall provide the speakers, DJs and dancers as well. Then radio station shall also play part in the telecasting and recording of the live event as it proceeds. The evening dances shall start in the evening hours, from 5pm and go all the way through past midnight. However, measures shall be taken to ensure that there is adequate spacing to allow dancing space and reduce the scramble for the dance floor. Then DJs shall play some of the traditional and international music according to the requests of the fans from the previous vent. iii) Sanitation. City services shall be provided by the department of street and sanitation of Australia. The services shall be provided during working hours and charges shall apply for services sought after the normal working hours. The services from the department of street and sanitation shall also include posting of NO PARKING signs and towing of refuse drums, which should not exceed 100 drums, otherwise extra charges shall apply to the event planners. All vehicles found on then areas marked with NO PARKING sign shall be towed away and charges applied to then owners. iv) Locomotion The event will be held in a hilly place with steeply winding roads. Street dosure associated with then event shall be set up and cleaned up to ensure that there is adequate space for accessing the area. The narrow roads shall also be widened by the assistance of then local roads and transportation commission. The provision of bus service by then city of Victoria will also be needed to ensure that there is enough means of accessing the event by all attendants. Additional bus and rail service shall also be provided on the basis of ridership warrants. The dates and location of events shall be issued to the transportation companies’ help with the modalities and knowledge of the area at that time of the event. Customer information alerts shall also be given to the riders so as to enable them prepare tickets tor then attendants in advance for all the applicants. The Victoria music event calendar allows for every participant to gain enough information concerning the event at any time. v) Accommodation. Accommodation has been a rising challenge for the past Victoria music events. Hotel booking shall be made I advance within then event planners to cater for the swelling crowds that turn up forth event. Blankets and sheets shall be provided at a cheaper cost for all those who can afford and mattresses too. Specific tents shall be position at strategic areas of the area to provide room for the guests. Couples shall also be given specific tents with beds to cater for their sleeping moods. However, promiscuity shall be limited as all people are required to remain diligent and observe ethical codes of conduct. b) Risk management Local government is the main organization in as far as events are concerned. In recognition with this, the event management team has signed an agreement with the council to ensure that there is close observation of the rules and regulations in running the event. The local government has issued advice on specific areas such as then routes to be avoided, the weather condition and then security measures to take. Upon the printing of the in vitiation tickets and banners advertising the event, then local authority has issued relevant jurisdiction measures to curb the chances of law breaking and hindrances of specific persons with criminal record from attending the event. The festival management shall also acquire adequate number of fire fighter teams to stand by just in then event of fire breakout during the festival. The fire fighters are accompanied with ambulance and Australian paramedic teams who shall have up to three tents to cater for the rising emergency cases which may arise during the celebrations. Security shall also be secured from the Victoria police department within the standby police personnel to ensure adequate securing of the persons of the. Undercover police officers shall also be stationed in strategic locations to ensure that there are adequate security measures especially at night. Thorough body searching and metal detectors shall be stationed at the entrance to ensure that people do not carry weapons into the event area. Power outage is also a challenge frequent during celebrations. Generators shall be installed at various corners of the area to offer back up power plan just in case blackout is experienced. Extra tents shall be acquired from the different resource providers to ensure that everyone is offered shelter during the intense sunny day or just in case of abrupt rains. c) Leadership and management plan The management of the event is very key. A team of event planners have been put in place led by the event chairperson. A support team shall also be formed led by the secretary of the event. The management team shall ensure that there is adequate issue of tickets upon requests of attendants. The leadership of the team shall be communicated through the chairmen of the event and music participants. All the same, ushers and security officers shall also be trained on ten relevant areas to tackle when issuing directives and directions to the new arrivals in the event. A proposed post of director of communications shall be necessary in this year’s event to limit the chances of mixed directions and leadership all the same. At the same time, the official government deal remains in the custody of the chairmen and the team. The security details are not allowed to issue unwarranted arrests without informing the management team. The proper leadership shall also be descended in the manner that shall incorporate the government medical and security personnel. Two distinct lines of communication shall be structured to ensure that there is no confusion between the government directive and the event controller communication. The third line of order shall come from the outsourced service like catering and beverage team in corporation with thee planning tem to ensure that there is no mix up in the order of operation. The management shall only make changes to the planned event after consulting and discussing with the teams in the ground o ensure that there is no let down and mix up in the way events were planned to run. 2. Contrast of the chosen approach against alternatives. The event plan has chosen a consultative approach and transparent approach (Saunders, Cornett & McGraw, 2006). The tendering approach was best suitable for the event as compared to the approach of first come first come basis (Wolf & Levine, 2005). In accordance to Meyer et al (2010), the open tendering or the catering service gave me an option to analyze the best team from a team of applicants who had applied for the same tender. According to (Allen, 2010), the issue of the music play system from then radio station also provided adequate chance for me to acquire the best DJs in the city and the fans favorite (Hoffman, Davidson & Kierstead, 2007). According to Barbey, Krueger & Grafman (2009), the approach of acquiring government inclusion in the planning protocol also enabled me to ensure that relevant council laws were not broken; as such forgoing the alternative of ignoring the county services was not the best for national government was a better idea. The county services was more accurate to the demands of the town residents (Carter, 2007) Opening up the lines of communication was a more reliable and transparent approach as compared to closed communication (Iyer, 2011). The opened communication was to allow the public with different opinion to be able to escalate the same to the highest authority (Getz, 2008). Opened communication would bolster teamwork and the open knowledge of the chronology of events for all the participants (Chang et al, 2011). Refences Allen, J. 2010. The business of event planning: Behind-the-scenes secrets of successful special events. John Wiley & Sons. Barbey, A. K., Krueger, F., & Grafman, J. 2009. Structured event complexes in the medial prefrontal cortex support counterfactual representations for future planning. Philosophical Transactions of the Royal Society B: Biological Sciences, 364(1521), 1291-1300. Carter, L. 2007. Event planning. AuthorHouse. Chang, C. L., Jiménez-Martín, J. Á., McAleer, M., & Perez Amaral, T. 2011. Risk management of risk under the Basel Accord: Forecasting value-at-risk of VIX futures. Available at SSRN 1765202. Getz, D. 2008. Event tourism: Definition, evolution, and research. Tourism management, 29(3), 403-428. Hoffman, R., Krozel, J., Davidson, G., & Kierstead, D. 2007. Probabilistic scenario-based event planning for traffic flow management. In AIAA Guidance, Navigation, and Control Conference. Iyer, V. R. 2011. U.S. Patent Application 13/086,393. Meyer, S., Henry, E., Wright, R. E., & Palmer, C. A. 2010. Post-disaster redevelopment planning: Local capacity building through pre-event planning. Journal of Disaster Research, 5(5), 552-564. Saunders, A., Cornett, M. M., & McGraw, P. A. 2006. Financial institutions management: A risk management approach (Vol. 8). McGraw-Hill/Irwin. Wolf, P., Wolf, J., & Levine, D. 2005. Event planning made easy. McGraw Hill Professional. Read More