Project Goal

The goal of the project is to make a project report for organizing and executing a charity concert for an estimated 1,500 spectators and 3 international artists. The concert will be held in Paris. 

Project Scope

The scope of the project includes:

1. Inspection of the venue site and finalizing the same
2. Securing 3-5 sponsors for the Charity event
3. Communicating with the international artists and finalizing three of them within the budget
4. Rent all materials and systems required for the concert
5. Ensuring sitting and standing arrangements for the spectators
6. Ensuring ticket pricing, collection points and collecting funds from the same
7. Marketing campaign for spreading the word about the concert
8. Contingency plan for allowing for risks as foreseeable

The scope of the project does not include:

1. Any other event, except the said charity event to be held in Paris
2. The budget constraint is 50,000 euros for all the tasks
3. All work limited to Monday through Friday, 8:00AM to 6:00PM

Project Objectives

The objective of this project is to ensure that the said charity event to be held in Paris is organized and executed smoothly. The project is anticipated to begin on 1^st June, 2020 and end approximately within 4 months as the City of Paris expects the event to be held somewhere in October, 2020. Hence, the deadline is September, 2020 before the event date as determined.

Further, the project budget has been determined at 50,000 euros and the estimate provided in the project report is not to exceed the budget.

Project Deliverables

1. Securing 3-5 sponsors for the Charity event
2. Charity event date as determined
3. Contract and permissions for the Charity event site
4. Contract with 3 international artists to perform at the event
5. Contract for hiring music systems etc. as required
6. Determined ticket pricing, printing tickets, selling points for the tickets
7. Fund collection system from the tickets
8. Execution of the Charity event with a contingency plan to accommodate for foreseeable risks

Project Team

1. Client (Project Owner): Gray Path (Manager, City of Paris)
2. Project Sponsor(s): To be determined. However, the targets include corporates such as Microsoft, retail companies such as, Coca Cola, Eminent public figures in and around Paris etc. Apart from this, the spectators buying the ticket will also have an option to become volunteer charity sponsors
3. Project Manager: XXXXXXXXXX
4. Marketing Team: Chloe Brett and 5 team members
5. Contractors 
6. Subcontractors

Project Schedule

Risk Strategy

Risks include:

1. Natural disasters or calamities
2. Delayed delivery of materials and equipment
3. Issues with the subcontractors or material received
4. Expenses exceed initial budget or unexpected costs arise
5. Late completion of the project
6. Damage or theft to equipment or material
7. Accidents on the site such that workers get injured or sick
8. The artists back-out from the commitment due to some reason
9. The sponsor interferes
10. The project owner changes plan due to some reason

Risk Matrix:

For countering the risks, such as,

1. Delayed delivery of materials and equipment: A buffer will be kept such that materials are called before the actual need. In case there is delay, the buffer can be utilised to get the delivery or arrange a backup.
2. Issues with the subcontractors or material received: A proper inspection must be done at the time of receipt of material. Also, a buffer must be kept to exchange or arrange for alternatives.
3. Expenses exceed initial budget or unexpected costs arise: More sponsors can be contacted or else, the funds from the ticket collection can be utilised to some extent. However, prior permission of the project owner will be required.
4. Accidents on the site such that workers get injured or sick: Proper safety procedures must be followed. It must be ensured that the workers are insured.
5. The artists back-out from the commitment due to some reason: A backup must be kept when screening and shortlisting is done so that the artists can be contacted for quick agreement. Also, the team must be in contact with the team of the signed artists so as to ensure that they are abreast with the situation.

Work Breakdown Structure

The work breakdown structure is presented as below:

Gantt Chart

Below are the screenshots from the Project Libre file for tasks, predecessors, resources assigned as well as the Gantt Chart:

The critical tasks are as in below screenshot. It can be seen that majority of tasks are over-allocated due to shortage of resources (mainly project manager and analysts) Hence, these tasks are lying on the critical path.: