Event management is a program, which includes managing an event planned, organized, monitor, and controlled effectively. An event manager plays an important role in this case. In the report, event management with six major techniques will be discussed. Events could be a festival, ceremonies, weddings, concerts, conventions, and conferences, which are created and implemented effectively, and completed on time and within the budget decided.
Project management has various techniques, which will be helpful in managing the project effectively, and competition of the event on time and within the estimated budget. The major six techniques included in the report are SWOT analysis, Work breakdown structure, Gantt chart, Risk analysis, RACI matrix, and stakeholder management strategy. Through these techniques, the project strengths, weakness will be identified, which may be used to gain opportunity and avoid threats related to the project. The activities and task to be performed for project management, their scheduled activities, and who will perform the activities are identified through these techniques. Moreover, the strategy to manage various stakeholders of the projects is also planned for the successful completion of the project. Three major things needed to implement a project plan is money, people, and schedule, which will be included in the report while discussing the project management techniques (Kerzner, 2017).
In the report, the project to be managed and taken for discussion is a local art festival event that is to be created and managed for environmental sustainability promotion that has to be held across the city next summer, which will be conducted from May to September. The Chief Executive of Metropolis City Council is willing to organize these events. The project plan is to be developed, for the Culture and Leisure Committee that will include the way the team is going to manage the project for timely completion of the project and with the budget estimated that is £ 50,000.
The activities or task that needs to be included in the project is identifying a theme for the festival; managing relationships with stakeholders; planning appropriate events; ensuring licenses are in place; managing health and safety and developing media and publicity for events (Tuner, 2014).
The project plan and methods used for project management are taken because the major aspects to consider for management of the project were time, budget, schedule, and activities. For this, the SWOT analysis was done for internal and external analysis of the project. The activities to be conducted and managed are analyzed through a work breakdown structure. The schedule of the activities, to ensure that they are completed on time is done through Gantt chart understanding. The personnel and its due responsibility are delegated with the use of the RACI matrix. The risk which can be responsible for crossing the budget were analyzed and mitigate through risk management strategies, and the stakeholders, who are important aspect in the project, needs to be managed, for which they are classified according to the priority, and the respective strategies are formed through stakeholder management strategy method (Lock, 2017).
This technique is helpful in identifying the key strength and weakness of the project that has to be managed, and major opportunities and threats are identified which are attached to the event. From Appendix 1, SWOT table key points to be discussed are:
Strength
Weakness
Opportunity
Threat
This technique of project management, explains the work or activities to be conducted for the project through a structure. From Appendix 2, WBS structure for local art festival management includes seven major work, which will further be diversified into activities:
This technique of project management is a graphical representation of activities involved in the project and the time of execution of each activity. This is a bar graph, which represents the schedule of the project. Henry Gantt propounded this method in 1910. This technique is helpful in planning, coordinating, and tracking a particular task to be conducted in the project on time. From Appendix 3, the Gantt chart for the local art festival represents various activities, for which Gantt char from January 2019 to October 2019. Those activities were:
According to this technique of project management, the risk that is involved while implementing and completing the project manager identifies the risk at the earlier stage, so that the risk can be mitigated or minimized largely, for more effective and efficient completion of the task. For this purpose, risk management strategies are created to manage the risk. The risk analyzer, as conducted in appendix4 were:
This technique of project management includes the graphical presentation of the activities to be performed in the project and the person who is responsible, accountable, consulted, and informed about the activity. Therefore, the delegation of the authority and responsibility of personnel is clearly specified. The four major aspects of the matrix is
From Appendix 5, there was some key personnel, who were responsible, accountable, consulted, and informed related to different activities that are to be performed while project management of local art festival. Some of those key personnel were:
This technique of the project management, explains the classification and identification of various stakeholders of the project management and for the strategy, a matrix is used, as presented in Appendix 6 through the power and index model. Managing the stakeholders is a difficult task, and the strategies are to be formed according to the classification of the stakeholders
The internal stakeholders of this event were:
The external stakeholders of this event are :
From Appendix 6, power and interest model, indicates that while managing the stakeholder the stakeholders can be prioritized according to their interest in the project and impact of them on the ability to influence that is a power of stakeholders. The four strategies according to the matrix is
This model is helpful while creating strategies because it is ensured that the time is not consumed with the stakeholders, which are least important according to the project, and the management does not ignore the stakeholders, which are most important (PMI, 2018).
Conclusion
To conclude the report, it can be said that project management plays an important role in planning and implementing an event. The report included the management of a project of a local art festival event. For the project management, six techniques were analyzed, first one was SWOT analysis. The strength of the project analyzed was a natural attraction, cultural attractions, institutional infrastructure, and environmental sustainability. The weakness was lack of publicity, lack of stakeholder’s participation, lack of shopping points, lack of entertainment, limited resource capacity, coordination, and funding limitations. The opportunities identified were employment opportunities, cultural tourism integration, and accommodation opportunities contribution towards culture, historical value, and natural value of the region, economic growth, creative exposure, and sponsorship. The threats observed were inadequate governance, loss of unique historical values, and disruption of cultural and ecological structure, environmental impact, and political effect.
The activities to be conducted were identified, which were project theme, budget estimate, team formation, event planning, stakeholder relationship management, venue preparation, refreshment preparation, sponsorship, health, and safety management, promotional activities, actual event execution, and post-event management (review meeting). Through the Gantt chart, these activities were scheduled, and through a RACI matrix, the desired personnel for respective activities were delegated. Moreover, the four stakeholder management strategies identified through the priority matrix were keep satisfied, monitor, keep informed, and manage closely.
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