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Project Report for Organizing and Executing a Charity Concert Assessment Answer

"Please write a project report of a minimum of 5 pages and a maximum of 6 pages double spaced (1000 words)
You are to organize and execute a charity concert for an estimated 1 500 spectators and 3 international artists. You have been requested to do the project by the City of Paris. The concert will be held in Paris. You must choose a venue and dates, artists, advertise, collect funds and any other task you consider necessary. (Hint: you do not need to name the venue, artists, etc. rather indicate the tasks necessary for the project plan.)
Provide the following:
1. Scope, objectives, identification of customer and sponsor
2. Stakeholder analysis (identify and describe 5 major stakeholders; one stakeholder must be opposed to the project)
3. Risk Strategy (identify at least 10 risks, put them in a risk matrix and prepare risk response strategies for 5 risks)
4. Provide a Work Breakdown Structure of around 15 lines.
5. Using ProjectLibre create a Gantt chart with Task Dependencies and Durations for your WBS. Use a screenshot to Copy and Paste the Gantt chart into your project report. Indicate in your report the critical path and float of one task.
Answer
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:
- Inspection of the venue site and finalizing the same
- Securing 3-5 sponsors for the Charity event
- Communicating with the international artists and finalizing three of them within the budget
- Rent all materials and systems required for the concert
- Ensuring sitting and standing arrangements for the spectators
- Ensuring ticket pricing, collection points and collecting funds from the same
- Marketing campaign for spreading the word about the concert
- Contingency plan for allowing for risks as foreseeable
The scope of the project does not include:
- Any other event, except the said charity event to be held in Paris
- The budget constraint is 50,000 euros for all the tasks
- 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 1st 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
- Securing 3-5 sponsors for the Charity event
- Charity event date as determined
- Contract and permissions for the Charity event site
- Contract with 3 international artists to perform at the event
- Contract for hiring music systems etc. as required
- Determined ticket pricing, printing tickets, selling points for the tickets
- Fund collection system from the tickets
- Execution of the Charity event with a contingency plan to accommodate for foreseeable risks
Project Team
- Client (Project Owner): Gray Path (Manager, City of Paris)
- 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
- Project Manager: XXXXXXXXXX
- Marketing Team: Chloe Brett and 5 team members
- Contractors
- Subcontractors
Project Schedule
Duration | Start | End | |||
Project Start | 78 days | 01-06-2020 08:00 | 16-09-2020 17:00 | ||
Define Charity cause and theme of the event | 2 days | 01-06-2020 08:00 | 02-06-2020 17:00 | ||
Create a budget and get signoff | 2 days | 03-06-2020 08:00 | 04-06-2020 17:00 | ||
Define the core team members | 5 days | 05-06-2020 08:00 | 11-06-2020 17:00 | ||
Define Target audience | 5 days | 12-06-2020 08:00 | 18-06-2020 17:00 | ||
Determine charity concert date | 4 days | 19-06-2020 08:00 | 24-06-2020 17:00 | ||
Determine charity venue | 8 days | 25-06-2020 08:00 | 06-07-2020 17:00 | ||
Identify and secure event sponsors | 19 days | 07-07-2020 08:00 | 31-07-2020 17:00 | ||
Talk to targeted sponsors to see who is interested | 7 days | 07-07-2020 08:00 | 15-07-2020 17:00 | ||
Shortlist the sponsors | 2 days | 16-07-2020 08:00 | 17-07-2020 17:00 | ||
Negotiate the sponsorship amount | 5 days | 20-07-2020 08:00 | 24-07-2020 17:00 | ||
Sign contract and acquire the money | 5 days | 27-07-2020 08:00 | 31-07-2020 17:00 | ||
Get permissions from legal authorities | 5 days | 07-07-2020 08:00 | 13-07-2020 17:00 | ||
Sign contract & down payment for venue | 5 days | 03-08-2020 08:00 | 07-08-2020 17:00 | ||
Determine international artists | 23 days | 10-08-2020 08:00 | 09-09-2020 17:00 | ||
Talk to targeted artists to see who is interested | 8 days | 10-08-2020 08:00 | 19-08-2020 17:00 | ||
Shortlist the artists | 5 days | 20-08-2020 08:00 | 26-08-2020 17:00 | ||
Negotiate terms & conditions | 5 days | 27-08-2020 08:00 | 02-09-2020 17:00 | ||
Sign contracts & advance payments | 5 days | 03-09-2020 08:00 | 09-09-2020 17:00 | ||
Determine ticket pricing | 2 days | 10-09-2020 08:00 | 11-09-2020 17:00 | ||
Determine ticket selling points | 5 days | 10-09-2020 08:00 | 16-09-2020 17:00 | ||
Marketing Campaign | 25 days | 03-08-2020 08:00 | 04-09-2020 17:00 | ||
Source the music systems etc. | 5 days | 07-09-2020 08:00 | 11-09-2020 17:00 | ||
Project End | 1 day? | 01-06-2020 08:00 | 01-06-2020 17:00 |
Risk Strategy
Risks include:
- Natural disasters or calamities
- Delayed delivery of materials and equipment
- Issues with the subcontractors or material received
- Expenses exceed initial budget or unexpected costs arise
- Late completion of the project
- Damage or theft to equipment or material
- Accidents on the site such that workers get injured or sick
- The artists back-out from the commitment due to some reason
- The sponsor interferes
- The project owner changes plan due to some reason
Risk Matrix:
Impact | ||||
Probability | Low | Medium | High | |
High | Risk 5 | Risk 7 | ||
Medium | Risk 10 | Risk 4,9 | Risk 2,8 | |
Low | Risk 3,6 | Risk 1 |
For countering the risks, such as,
- 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.
- 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.
- 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.
- 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.
- 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:
Project Start | ||
Define Charity cause and theme of the event | ||
Create a budget and get signoff | ||
Define the core team members | ||
Define Target audience | ||
Determine charity concert date | ||
Determine charity venue | ||
Identify and secure event sponsors | ||
Talk to targeted sponsors to see who is interested | ||
Shortlist the sponsors | ||
Negotiate the sponsorship amount | ||
Sign contract and acquire the money | ||
Get permissions from legal authorities | ||
Sign contract & down payment for venue | ||
Determine international artists | ||
Talk to targeted artists to see who is interested | ||
Shortlist the artists | ||
Negotiate terms & conditions | ||
Sign contracts & advance payments | ||
Determine ticket pricing | ||
Determine ticket selling points | ||
Marketing Campaign | ||
Source the music systems etc. | ||
Project End |
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.:
