A Three-Day Music Festival Plan - Case Study Example

A Three-day Music Festival Plan By Student’s Name Code + Course Name Instructor’s Name University Name City Date of Submission A Three-day Music Festival Plan Introduction Most events in the contemporary society such as music festivals needs a prior plan to have things move as planned and work as per the available resources (Waterman 2008). Therefore, as a project manager for the coming three-day music festival, I will need to construct a plan that will comprise of the resourcing plan, risk management plan and a leadership plan. The plan will be essential in budgeting within the available resources and foreseeing the whole event for the scheduled three days. A good event program is useful in ensuring that necessary measures are put in place to limit any inadequacy during an event (Morgan 2008). Therefore, as a project manager, it will of good to the whole event for me to involve a good event plan that will ensure that every bit of the festival goes as planned. This article seeks to provide an outline of an event plan for the three-day music festival that will be held on the Australia weekend 2016. The main objectives will be to develop a resourcing plan that will allow us budget as per the available resources to make sure that the stakeholders through the management avail all the useful resources before the start of the event (Yeoman 2004). Another plan that will be beneficial for the success of our event will be a risk management plan that will seek to foresee and prevent any risk that would be associated with the music festival. Finally, as a manager who will be coordinating the whole event, I will also need a leadership plan that will be a guideline on how I will conduct my duties to ensure that no sector remains unattended. A Resourcing Plan Resource planning is the most crucial thing in an event to ensure that the whole event is successful and that would mean that every resource would be budgeted for in advance (Getz 2010). Getz (2010) holds that a good plan will include a timetable of the resources that will be required and what will need to done at each given time of the event. Therefore, I will develop a calendar that will be indicating all the crucial elements of the event which will include fundraisings, the booking of the artists that will perform at the festival. Developing a good plan will be critical to ensuring the success of the whole event as the information that will be written in this document will be walking our team through the three days of the event and will also be used as a checklist (Getz, Andersson & Carlsen 2010). I will ensure that I consult with the available authorities and seek the permission to conduct the music festival within the Australia Day Weekend 2016. Event Details: When it comes to the details of the event, the music festival that has always been organized in Australia have been having crowds that ranges between 8,000 – 12,000 people. Being that the number has been significant, we will need a thorough plan to ensure that all the visitors do not get inconvenienced in any way. The music festival will start on a Monday where there will have three of our artists perform. We will hire a public address system and tents from the local church where we always get one on a Sunday before the date of the festival. We have budgeted for a maximum of 14,000 visitors as we expect that this year’s event will be a massive one that is likely to have the largest crowd ever. The first artist that will be expected on stage will be Usheer who will perform as from 0800hrs to 1030hrs together with a group of young talented youths around the local community and then there will a tea break. The second artist on stage will be Rihanina who will on as from 1200hrs to 1400hrs and she has promised that she will donate some music instruments to the local youths who are aspiring to be musicians. In the afternoon hours of Monday, there will be a competition between the local communities’ artists who will be competing for the awards. The final artist of the day is expected to perform at night between 2000hrs to 2200hrs and he will be non-other than Jey Zees who has already his attendance through a phone call to the organizing committee. The next two days will also follow a similar protocol and in the long run, all the nine artists that we have planned to hire will have performed together with the local upcoming artists. We have confirmed that there will no other events that will clash with our music event. It is important for us to provide the details of the events set ups and the dismantling period together with the actual timings of the event to assist in scheduling the work during the whole festival (Laing & Frost 2010). Leadership Plan It is the job of the project manager to oversee all the activities in an event (Asmus 2009). Asmus (2009) believed that the responsibilities of an event project manager include organizing, resourcing, human resource management, and financial management and the troubleshooting. Therefore, as a project manager of the music festival, I have developed a plan that will enable me conduct my duties without any difficulty. First of all, I have availed my contacts that will allow everyone to reach me whenever there will be any issue that will need to be addressed during the event. The contacts are available for both the organizing committee members and the general public. I will not be working alone throughout the event; therefore, I have a group of organizing committee members who will assist in ensuring that everything is in order during the festival. Groups of people do form the desire to manage a festival or event with the celebration of a theme or sport in mind. The formation always starts as an informal group but as soon as the members begin to handle any finance then there is a need to form a formal statement of duties which makes decision making much easier (Thrane 2002: 283). We have formed a committee because we have realized that for our event to be a success there will be a need for a combination of organizational skills that will only be available from the different understandings of the members. The committee members will be designated duties depending on their knowledge and expertise. In however much the committee members of an event is a set-up, the manager have to allocate clear roles to each one for every member to understand what is expected of them (Thrane 2002). The committee members will comprise: The Event Manager who will be responsible for ensuring a smooth running and coordination of the whole event, The Treasurer who will ensure that necessary financial resources are available for the funding of the event and also ensuring safety of the event’s finances (Felsenstein & Fleischer 2003). The treasurer will also ensure that the financial planning and the budgets of the event match the available funding. The other committee members will also play their parts as schedule and everyone will work towards the general success of the whole event. However, it will not be necessary to offer training to the committee members on what is expected of them as I will be involving the already qualified individuals. Additionally, being that the event will be a three day festival, I will not require a permanent structure or a personal public address system the hired tents and address system will be useful and economical. Risk Management Plan There is a need to take control of some unforeseeable risks that in that in any case they occur, there will be some necessary measures to control them. A risk management plan is essential for ensuring the safety and welfare of the in attendance of an event and the general public members (Carlsen et al. 2010: 123). In an event, the potential risks that need preparations may include slip, trips and falls, the proximity to water bodies, the intensity of the noise from the events, the closure of the traffics from the access of the general public members, and the extreme temperatures for non-resident visitors among other risks and the conditions of the roads. Therefore as the event manager, I will make sure that all the potential hazards are addressed whenever they occur and this will require a thorough preparation. For instance, I will ensure that we play our music within the set volume to ensure that we do not violate the rules that governs noise pollution within Australia. Playing louder music may cause noise pollution which is harmful to human health and welfare (Yalch & Spangenberg 2009). We will make sure that we operate within the music volume limits that will be provided by the responsible authorities. Being that our weather is now settled and fine at this moment of the year, I will only need to inform the visitors of the status prior to the event so that whoever will feel uncomfortable with such whether to take necessary precautions. However potential sources of problems will the roads and the inadequacy of the local accommodation. The local roads in this area of Australia are narrow, winding and hilly; therefore, it will be necessary to alert our visitors who will be travelling from different parts of the world in the conditions of our roads for them to be cautious when they will be attending the meeting. Additionally, as we currently expect a huge number of visitors, we will need to alert them of the inadequacy of the local accommodation. However, we will organize for some accommodation for the local youths and hired artists who will be accommodated within the structures where the event will be hosted. There are some risk management strategies which are however not relevant for our music festival like roads closures and bushfire potentials. There are rear chances of the occurrences of such problems; therefore, there will no need of alerting the visitors the possibility of their occurrences. List of References Asmus, E. P. (2009). Music assessment concepts. Music educators journal, 19-24. Carlsen, J., Andersson, T. D., Ali-Knight, J., Jaeger, K., & Taylor, R. (2010). Festival management innovation and failure. International Journal of Event and Festival Management, 1(2), 120-131. Felsenstein, D., & Fleischer, A. (2003). Local festivals and tourism promotion: The role of public assistance and visitor expenditure. Journal of Travel Research, 41(4), 385-392. Getz, D. (2010). The nature and scope of festival studies. International Journal of Event Management Research, 5(1), 1-47. Getz, D., Andersson, T., & Carlsen, J. (2010). Festival management studies: Developing a framework and priorities for comparative and cross-cultural research. International Journal of Event and Festival Management, 1(1), 29-59. Laing, J., & Frost, W. (2010). How green was my festival: Exploring challenges and opportunities associated with staging green events. International Journal of Hospitality Management, 29(2), 261-267. Morgan, M. (2008). What makes a good festival? Understanding the event experience. Event Management, 12(2), 81-93. Thrane, C. (2002). Jazz festival visitors and their expenditures: Linking spending patterns to musical interest. Journal of Travel Research, 40(3), 281-286. Yalch, R., & Spangenberg, E. (2009). Effects of store music on shopping behavior. Journal of Consumer Marketing, 7(2), 55-63. Yeoman, I. (2004). Festival and events management: an international arts and culture perspective. Routledge. Waterman, S. (2008). Carnivals for elites? The cultural politics of arts festivals. Progress in human geography, 22(1), 54-74. Read More