Project Manager: Music Festivalinto Victoria, Australia - Case Study Example

Project Manager Essay Name Institution Introduction The case study is about management of a 3-day Music Festival in country Victoria across the Australia Day weekend, 2016. Past festivals had crowds ranging in size from 8,000 to 12,000. The weather is normally settled and fine at this time of the year. In addition, local accommodation is limited, as well as existence of typically narrow, winding, and hilly roads. Resourcing Plan Resourcing plan is one of the most effective tools, which is essential in the determination of the requirements for a successful event. In the first instance, the planning will incorporate human resources. This is essential in the assessment of the role of the staff members in pursuit of the goals and targets of the event. During this event, there will be an event committee charged with the obligation of overseeing daily activities and actions in relation to effective planning for the success of the event (Radbourne, Johanson, Glow, & White, 2009: 18). In addition, the event committee will liaise with the event coordinator for the effectiveness and efficiency in the execution of the goals and targets (Yeoman, 2004: 53). Thirdly, there will be team leaders charged with the responsibility of hiring various volunteers towards realization of the goals and targets of the event. These personnel will focus on the execution of the delegated duties and roles in accordance with the vision and expectations of the event (Wagen, 2007: 96; Silvers, 2009: 41). Secondly, the plan is vital in the integration of the financial resources. The size of the event is enormous, thus the need to seek substantive resources in relation to finance with the obligation of addressing the demands and expectations of the audience (Rowley & Williams, 2008: 783). The event committee will have the obligation of seeking donors and sponsors and donors for the event, thus the perfect platform for the marketing and advertising. In this context, financial resources will be ideal in the procurement of various tools for the event. Some of these tools include musical systems, speakers, electricity, tents, and other relevant gadgets, which will be appropriate in making the event a success (Bowdin, O'Toole, Allen, Harris, & McDonnell, 2006: 84). Risk Management Plan Title Description Mitigation Plan/Description Contingency Plan Human Resources Insufficient staff resources for size of the event Continuous liaison with the event committee on the work load and need for additional support Ensure small number of volunteers unallocated for the event duties Human Resources Key staff sick or leave in lead up to the event Event coordinator to utilize event-planning documents Ensure presence of a 21C Human Resources Key event staff do not show up because of illness Event coordinator to conduct staff briefing prior to the event Assigning of people where necessary by the event coordinator Power Power failure in the course of the event Electrician to note power requirements on site prior to the festival Integration of availability of additional power at short notice Toilets and Rubbish Toilets need cleaning and clearing of the rubbish Event coordinator to ensure that the venue has substantive rubbish bins and cleaners in place, as well as sufficient number of toilets and patrons Event coordinator to monitor during event and ask cleaners to rectify the situation as soon as it becomes obvious Toilets Blocking of the toilets Event coordinator will ensure awareness of the blockage by the hire company Availability of additional public toilets if need arises Theft of hire equipment Hire equipment is stolen from a venue or performers have personal equipment stolen Ensure availability of the security for the event, as well as informing performers on the need to take out instance cover for the theft in case of any need Have the affected person inform the relevant security authority Overcrowding (Getz, 2008: 412) The potentiality of the event to attract a larger audience than anticipated Focusing on the exploitation or full utilization of the grassed areas Engagement of the extra security to monitor crowds while alerting the stall holders increase in attendance for additional catering Alcohol Person is intoxicated and being socially irresponsible Ensure that the staff comply with the licensing condition while avoiding the tendency to serve intoxicated individuals Security to request person to evacuate the licensed area while also monitoring potential behaviors Drug Use Person uses illegal drugs at the event Briefing all team leaders, volunteers, and security on the need to be on the lookout for use of illegal drugs Security official to request person to evacuate the licensed area while also monitoring potential behaviors Bomb Threat Bomb threat called into the venue Ensure that all volunteers, team leaders, and security personnel have adequate information on the communication process, as well as evacuation processes Provide adequate information to the police and security personnel Public Conflict at the Event Development of a public conflict at the event Enhancing the awareness of the volunteers, team leaders, and staff on essential security arrangements and communication processes Inform the police and security personnel on the potential or outbreak of the public conflict Fire at the Venue (O’Donell, 2005: 180) Occurrence of fire on stage or temporary food outlet All outlets to comply with the regulations and have required fire-fighting equipment if necessary Attempt to extinguish fire using hand held extinguishers with endangering the audience Natural Environment Inclement weather requiring event cancellation such as heavy rain and strong winds Development of inclement weather plan and inform all suppliers and performers of arrangements Implementation of inclement weather plan inclusive of the cancellation process Emergency access Emergency vehicle needs to access the event Make relevant accessibility confirmation by the emergency vehicle to the event Availability of marshals to aid elimination of the barriers to accessibility of the event location Leadership & Management Plan For the event to be successful and effective, in accordance with the mission and vision there is need to decide on the implementation of effective organizational structure, which demonstrates appropriate leadership and management plan. In this context, the most appropriate leadership and management plan will incorporate an event committee. The event committee will have the obligation of overseeing the event, as well as day-to-day integration and implementation through the event coordinator, staff, and volunteers. This event committee will integrate diverse range of people with strong standing in the musical event, as well as effective mix of leadership, entrepreneurial, and decision-making. From this perspective, the critical role of the event committee members will be to offer direction to the musical festival event under the influence or assistance of the event coordinator. Moreover, the role of the event coordinator will to oversee the management, as well as direction of the team leaders responsible for diverse areas of the festival. Furthermore, the event coordinator will be vital in ensuring or overseeing the unification of the efforts towards the achievement of the vision and goals of the music festival as the event of interest. From this perspective, the event coordinator will report regularly to the event committee on the progress, implementation, and financial status of the music festival as the event of the interest in relation to this management plan. The delegation of duties will be one of the effective approaches towards enhancing efficiency in execution of the duties and responsibilities in relation to the achievement of success concerning the event. Each team leader will have the obligation of understanding his or her responsibilities and duties, thus work towards realization of the goals and targets. In addition, the team leaders will report to the event coordinator on the progress of the event or music festival activities. The approach will also be valuable in the improvement of effectiveness and efficiency in the management of the resources with reference to human resources, financial resources, and procurement of appropriate resources in accordance with the demands and expectations of the event. Analysis of Approach against Alternatives In the first instance, this mode of planning proves to be effective and efficient because of the ability of the plan to aid in the identification of the resources, management and leadership structure, and the potential risks, which might affect the success of the event. In addition, the approach is valuable in the assessment of the goals and targets of the event in accordance with the demands and expectations of the audience (Shone & Parry, 2004: 62). On the other hand, this assessment technique might avoid evaluation of factors, which might contribute to the failure of the event in the midst of various uncertainties. Nevertheless, I believe the approach is valuable towards realization of the goals of the music festival. In addition, this approach will be vital in the exploitation of the event experts in relation to the event coordinator and team leaders, as well as composition of the event committee. From this perspective, it is essential to exploit skills and knowledge in professional project management. The team has the appropriate mechanisms to ask the right questions. In addition, the committee will be highly organized, thus the perfect platform for the meeting the deadlines and effective management of the budget. Furthermore, the approach is valuable in comparison to the alternative because of the ability to facilitate saving of time and financial resources. This is through exploitation of the direct link of the venues and suppliers, thus the opportunity for the committee to obtain preferential rates in the course of negotiating for the procurement of the tools and equipment. Furthermore, the approach is valuable in ensuring increased creativity through covering all aspects of the event management. Skills management is also evident in this approach, thus effectiveness and efficiency References Bowdin, G., O'Toole, W., Allen, J., Harris, R., & McDonnell, I. (2006). Events management. Routledge. Getz, D. (2008). Event tourism: Definition, evolution, and research. Tourism management, 29(3), 403-428. O'Donnell, E. (2005). Enterprise risk management: A systems-thinking framework for the event identification phase. International Journal of Accounting Information Systems, 6(3), 177-195. Radbourne, J., Johanson, K., Glow, H., & White, T. (2009). The audience experience: Measuring quality in the performing arts. International Journal of Arts Management, 16-29. Raj, R., Walters, P., & Rashid, T. (2008). Events management: an integrated and practical approach. Sage. Rowley, J., & Williams, C. (2008). The impact of brand sponsorship of music festivals. Marketing Intelligence & Planning, 26(7), 781-792. Shone, A., & Parry, B. (2004). Successful event management: a practical handbook. Cengage Learning EMEA. Silvers, J. R. (2009). Risk management for meetings and events. Routledge. Van der Wagen, L. (2007). Human resource management for events: Managing the event workforce. Routledge. Yeoman, I. (2004). Festival and events management: an international arts and culture perspective. Routledge. Read More