The Music Festival Planning and Execution - Example

Music festival plan Name: Course: Institution: Date: INTRODUCTION Greenwich Park is situated in the Greenwich city. The park was known as the royal park up to the 15th century. Its boundaries were erected by King James in early 1600 (FULLMAN, & STRACHAN, 2013, p. 172). This is a city which is renowned for its hostage to the Greenwich meridian. It hosts a series of events for recreation purposes. This paper is to come up with the organization of a musical festivity event planning which is to be held in Greenwich city on the thirteenth day of April 2015. This paper analyses the critical preparatory activities towards the major event. The preparation starts a half a year earlier, (thirteenth of October 2014) than the date of the event to give room for putting up the requisite conditions. This will go a long way to ensuring that the day becomes a success. This paper therefore puts in place the chronology of events before, during as well as a post mortem of the music festivity. The activities that take will have to be verified with the relevant authorities for authentication and validity. The participating teams will be drawn from across the city of London. This paper has purposed to come up with work breakdown structure of about ten activities. The structure ranges from the event plan through to the activities that would be carried out to evaluate the performance of the music festival planning and execution. The planning committee Despite the wealth of experience that an individual is endowed with, it is not an easy task to carry out preparation of an event of this magnitude single handedly. It is therefore imperative that a committee be constituted to help with the various roles that are carried out in the process of the activities towards the event. Among the major roles that we came up with included but not limited to: event manager, treasurer and secretary (STEPHENS, 1995, p.35). There were also other members with various responsibilities and roles on the ground. Appointments to the roles were based on a person’s past and professional experience. This was done on the thirteenth of October 2014. The event plan The event will be held at Greenwich Park on the thirteenth day of April 2015.The performances are anticipated to kick off with effect from 1000HRS to 1700hrs. Due to the large audience capacity of about ten thousand people, we expect that the viewers be seated by 0930HRS to curb interferences with other viewers as the performances proceed. Any lateness on the part of the audience will lead to automatic disqualification at own costs. The event performances will be adjudicated by a team of professional judges from the association of music practitioners in the United Kingdom. The winners in each category will be rewarded appropriately and will have an open chance for participation into the next festivities. Those who will offer merchandising and catering services are expected to clear off the venue by 1900HRS the same day to enable the activities of the next day to proceed without hindrance. During the event there will be a break for lunch as from 1330HRS to 1400hrs. The event manager and the contact person. The details of the event manager will be provided to the public to cater for any possible upcoming queries from any quarters of the stakeholders. We will provide both his contacts for day and as well as evening contacts. Also to be availed to the public will be his Fax and also email contacts so that he can be approached from any quarter. The details of the persons to be contacted during the event will also be availed to the public. These will facilitate very immediate responses to any inquiry which may emanate from the activities of the day of the event. This will be displayed at most exposed places during the event where viewing would be very easy to the public. Insurance during the festivity Insurance policies need to be put in place to cater for any possible eventualities. This will go a long way to have the safety of the event organizers, that of the staff as well as that of the public during the event. We will need to approach a renowned insurance company that will offer comprehensive insurance cover for the event. We will seek insurance services from Liverpool Victoria Insurance Company Limited. We will also need to ensure that the managers have proper and up-to-date public liability covers. To further complement their risk management portfolio, the organizers will have to seek legal advice from Allen and Overy law firm with its headquarters in London. The Budget. The budget will need to be drawn that is inclusive of the expected sources of funding as well as the expected expenditure. This is a very significant tool that will give information as to whether the project is viable in terms of the cost benefit analysis of the entire event. This stipulates the probability of gainful engagement in the activities if the event. The relationship between the expenditure and the incomes reveals the viability of the event and gives the go ahead. EXPENDITURE INCOMES Item Per unit cost Amount Item Per unit cost Amount Overheads(Administrative, Venues, Telephone, Traffic management, Postage, Bank charges) £ 12,000 Donations £ 100,000 Instrument hire and Publicity £ 6,500 Grants £ 1,666 Staff hire, Insurance and casual staff hire. £ 24,300 Merchandising £ 10,000 Marketing: advertising, Programmes, Posters ,consultancy £ 10,256 Sponsorship £ 5,000 Bank interest £ 1,000 Ticketing £ 40 £ 400,000 TOTALS £ 53,056 TOTALS £ 517,666 Based on the above data the festival is a viable project. It is clearly evident that the benefit in terms of income overweighs the expenditure by £ 464,610. The venue The venue need to be well organized a head of the day of the event. We will need to hire a professional outdoor decoration body to ensure that professionalism is achieved in the artistically preparation of the premise for the action. Precautionary measures should be taken to rid the venue of the potential hazard that may crop up during the day of the event. The team mandated to ensure that the venue is admissible for action should have a well-articulated site plan checklist which is very duly prepared to assess all aspects of the site. All the basic requirements for the meeting venue should be put in place including smoking zones. There should be well designed site plans for action in the event of any emergencies that may arise during the day of the festival. Parts to visit for emergency services need to be properly demarcated. An elaborate, easy to comprehend site plan of the venue need to be posted at points where it can be easily viewed by the public. This will enable people to access the points of their need with ease. Contingency measures need to be enacted to ensure that any likely eventuality can be counter reacted to. This will make the event to proceed as planned despite the eventualities that may arise during the festival. The venue should be procured by thirty first December 2014. Traffic Traffic flow and pedestrian control need to be well addressed. This will ensure that there is minimal interference with the activities of the day. Well organized traffic may also minimize some accidents that may occur on the day of the festivities. We expect to host about 1000 vehicles in and around the venue. To ensure proper organization of the management of traffic on this day, we will need to liaise with the traffic department to offer us personnel to aid with directing flow of vehicles in and around the venue. It may also be imperative that some of the roads crossing the park be closed for this day to facilitate the adequacy of parking lot as well as control traffic flow. Pedestrian pathways also need to be well stipulated to help ease the flow of traffic. Permission to close roads need to be sought from the local government and roads department at least one month earlier by tenth of March 2015. When road closures become unattainable, we will apply for stretch control system which offers possibility of opening traffic flow in one direction only (ROUND TABLE ON TRANSPORT ECONOMICS, 2003, p.77). This will enable the relevant departments to carry out the required assessment as per the impact of the closures and issue relevant permits early enough. This will give room for publicity of the impending closures early enough to curb inconveniences caused to the road users. The organizers will also be tasked to contact the neighboring premises to seek their consent on matters of inconveniences that may arise from the activity that will take place. This may be a basic requirement when it comes to the approval of the license for the event. Incident management Center An incident management Centre which is well equipped to deal with any upcoming incidences is supposed to be enacted to control any upcoming eventualities on the day of the event. Representatives of the organizers need to be in the team that is at the incident management center. This will aid the organizers in disseminating information both on normal communication and emergencies. This center will be strategically put to foster accessibility by emergency service providers. The incident management plan should be prepared by tenth of February 2015 when the local emergency personnel are contacted. The plan should show among other things, the first aid personnel and the entire relevant emergency service points should there be any. The plan should also stipulate a point for collection of lost and found property, including children. Public health department Public health department need to be contacted by thirteenth of December 2014 to enable them to carry out the necessary assessments and approvals to allow ample period for the erecting of necessary basic facilities which are missing at the venue (SCUTCHFIELD & KECK, 2003, p.137). After this approval then the facilities like food stalls will be enacted to enable the public be able to access feeding services. However food vendors will need to seek their own approval from the public health department. It is by this proof health certification that we will allow them to sell their wares. Toilet facilities should be provided which caters for people of all walks of life: women, children, men and the disabled. The toilet should be well cleaned during the event and restocked with the appropriate facilities needed in them very often. Waste disposal bins will also be put at strategic points at the venue to foster hygienic waste management procedures. Measures to curb the control of noise which is likely to be a menace in this event should be put in place and approved by the public health department by thirteenth of March 2015. Public safety and crowd control The safety of the public and measures to ensure that crowd control succeeds should be put in place. Sites of public assembly should be put in place so that in event of any unprecedented occurrences then the public are well aware of the place to seek refuge while awaiting the ensuing instruction. Clarity should also be observed for the entry and exit points. The pathways leading to the exits should always be free of congestion. Following the multitude expected at the event crowd control will require a combined effort of the police and private security officers for the interest of safety (QUINN, 2009, p.1129). These services should be procured by thirteenth march 2015 to enable them to familiarize with the venue. Adequate lighting arrangements need to be put in puce. This wills facilitate the use of facilities that require use of electricity. Approvals for lighting will be acquired from a registered electrical engineer. There will be need for temporary structures which will need the approval of the local government authorities through a registered structural engineer. Marketing and promotion strategies The promotion and marketing of the event are inevitable if the event is to attain the desired turn out (MCCLOUD, 2010, p.8). We will adopt a combination of advertisement strategies that are cost effective. We will roll this out by thirteenth of February 2015. This will enable the information to as many expected audience as possible. We will adopt methods like the local newspapers, posters, websites, radio and email. However our strategies should embrace the three Es of event marketing that are entertainment, enterprise and excitement (HOYLE,2002, p.2) On thirteenth of March 2015 we will put across a reminder through a remember this date approach through the means that were used for the initial publicity. The sale of the tickets will be rolled out on the twentieth of March 2015. This will go on until our target audience is realized. If we fail to meet our target audience before the date of the event then sale of the tickets will go on up to the day of the event. However we are optimistic that our target would be met at an earlier date. Acquisition of the relevant signage will be done by sixth day of April 2015. Relevant contact numbers A list of relevant contact numbers will be compiled by the tenth day of April 2015. This will aid the organizers to have a pool relevant contact persons on the day of the event and thereafter for purposes of review should there be need. Evaluation of the process After the event there is need to carry out a postmortem to foster the identification of strengths and weaknesses of the event. This will analyze the event right from the conception of the idea to the day of the festivity. This will enable the approval or disapproval of the strategies that were adopted in the various planning stages. The evaluation process helps to inform internal management of the festivities and also to point at the areas which require improvement (LEVY & MARION, 1997, np). The evaluation process will establish the extent of achievement attained in the objectives, scope as well as the work breakdown structure adopted. Those that failed among the process will have to be revised in future encounters of planning for a project. This will be carried out on the twentieth day of April 2015. Chronology of Events. Date Activity 13/10/2014 Formation of planning committee 01/ 12/2014 Booking of venue 13/12/2014 Public health department applications 10/02/2015 Enactment of incident management plan 13/02/2015 Commencement of promotion activities. 13/03/2015 Approval of noise control facilities 13/03/2015 Acquisition of police and security permits and services. 13/03/2015 Reminder to those that were reached during promotion. 20/03/2015 Kick off of sale of tickets 06/04/2015 Acquisition of signage materials. 13/04/2015 Festival day 20/04/2015 Evaluation References FULLMAN, J., & STRACHAN, D. (2013). Frommer's London 2013. Hoboken, NJ, Wiley.. HOYLE, L. H. (2002). Event marketing: How to successfully promote events, festivals, conventions, and expositions. New York: Wiley. LEVY, B. R., & MARION, B. H. (1997). Successful special events: planning, hosting, and evaluating. Gaithersburg, Md, Aspen Publishers. MCCLOUD, N. S. (2010). Successful secrets of festival, concert and special event productions: the ultimate step-by-step guide to festival, concert and special event production. [United States], N. Skye McCloud. QUINN, S. E. (2009). Criminal law in Ireland. Bray, Co. Wicklow, Irish Law Publishing. ROUND TABLE ON TRANSPORT ECONOMICS. (2003). Report of the Hundred and Twenty Second Round Table on Transport Economics held in Paris on 7-8th March 2002 on the following topic Transport and exceptional public events. Paris, France, European Conference of Ministers of Transport. http://books.google.com/books?id=hDRPAAAAMAAJ. SCUTCHFIELD, F. D., & KECK, C. W. (2003). Principles of public health practice. Clifton Park, Thomson/Delmar Learning. STEPHENS, A. (1995). Assessing the public library planning process. Norwood, N.J., Ablex Pub. Read More