Resource Planning for Music Festival - Case Study Example

University> By Resource plan This resource plan describes all the preparation and planning processes involved in the Music Festival. It also documents all the important information required by various stakeholders such as the partners, customers and well-wishers of the event. Additionally, it makes it possible for them to plan for the available resources and utilize them effectively. Overview of the Resource Planning The country has limited resources to facilitate all the operations of the event adequately. Therefore, there is a need for an excellent resource planning to ensure that the limited resources can be utilized effectively. There are several resources that are required for this event to be successful. These include human resource, accommodation facilities, and space for the audience, food and drinks and other resources. This calls for a dare need to ensure that planning is carefully done. Resources planning, therefore, require the establishment of a team and also scheduling of non-labor resources such as equipment and tools (Almeida, 2014 p.4). Determining the size of the team The previous records show that 8,000 to 12,000 individuals attend the music festival event. Therefore, there is a need to determine the number of tasks to be done. By so doing, it will be very necessary to know the amount of human labor to require for completing all these tasks. Due to the limitation of the available resources it is worth to schedule allocation of the resources. For instance, the number of audiences that can be accommodated in the venue is estimated. It is also necessary to plan how the audience will utilize the available resources within the three days of the festival (Gelder at el., 2013 p.185). Determining the required skills It is one of the most critical parts of the project. There is a need to find qualified staff that can run the operations of the event. For instance, there is need to hire qualified technicians to control the music systems. These are the people who will be responsible in ensuring that the audience can get information clearly. There duties and responsibilities will also include ensuring that the equipment’s such sound systems are audible enough. All the other required staff must be well allocated to their responsibilities for the three-day event. Identifying required non-labor assets There is a necessity that all the equipment and the necessary human labor is available for use. This will ensure that the project team works efficiently and effectively. For instance, the venue must have enough seats to accommodate all the audience of the event. The venue also must have enough space for various performances. All these require that the human labor and the equipment are scheduled accordingly. Defining Resource plans Here the staffing plan is developed. This is a clear indication of the person in charge of every event during the music festival. For instance, the staffing must show the responsibilities of each assigned the work. Forming the team This is the final process of the resource planning. A group must be formed to ensure that all the activities run smoothly as planned. Here each must ensure that the given duty and responsibility assigned is done. The success of the team will ensure that the festivals run successfully. Risk management plan Introduction This is the risk management plan for the Music Festival to be held at Victoria. It defines and illustrates the risk management approaches and processes to be used throughout the three-day event. However, the project manager has the responsibility to review this document in the course of the event. Aims, scope, and objectives The risk management plan aims at managing all the feasible risks that can occur during the music festival. This will ensure that the project achieve its objectives and minimize all the expected risks. To ensure that this is possible, the plan will engage all the stakeholders. These include the representatives of the event, the planning committee, and all other stake holders (Tarlow, 2002). Application of the ATOM process The project is considered to be small. The music festival will only take three days. The risks expected will, therefore, be not so much critical for the smooth running of the event. However, ATOM process will be used in the management of risks. The first three steps of the process include initiation, identification and assessment of the expected risks. Under the assessment, the qualitative approach will be used. Here, the risks are identified individually. Then they are prioritized depending on the effect or impacts expected (Siedentop et al., 2011). For instance, there is a security risk during the music festival. If this occurs, it can disrupt various events leading to the cancelation of the event. The best approach to be taken to manage this risk is to employ enough security personnel to secure and mane the venue. Additionally, there is the risk of malfunction of the equipment. Such equipment such as the cables and sound system can malfunction during the music festival. However, to manage this risk, qualified technicians will be hired to ensure that all the equipment functions are expected. All these risks must be well managed to ensure that the objectives of the project are achieved. Risk tools and techniques There are various tools and techniques that will be used in the management of risks during the three-day music festival. Firstly, the team members have the responsibility to use ad hoc identification of the risks. Any team member can, therefore, identify any risk and report to the manager for action. Secondly, brainstorming will be used. All the team members and the representatives of the audience will be brainstormed for the potential risks (Renz and Herman, 2010). Table showing the potential risks expected: Risk Risk Impact Action 1 Security Interference and disturbance Cancellation of the event Hire enough security personnel 2 Weather Disruption of the event Ensure that the venue is flexible 3 Equipment malfunction Poor sound systems Hire qualified staff 4 Transport Expected audience might find it difficult to access the venue Ensure that the roads are passible 5 Population increase All the audience will not be accommodated at the venue Ensure proper scheduling of the events for the three day event Leadership and management plan Stettler argues that “Data collected from the open response portion of the survey and supplemented with interview data gave way to very interconnected results that inform the barriers associated with the sustainable event management of music festivals” (Stettler, 2011 p.73). The research conducted reveals that there are several barriers that are associated with leadership and management of events such as music festivals. These barriers or problems are not exceptional to the music festival held at Victoria (Smith and Lockstone, 2012). The most notable barrier is cost-prohibitive sustainability solutions. Stettler argues that “The combination of increased costs of sustainability initiatives and limited resources to put toward sustainability initiatives creates the greatest barrier associated with sustainable event management of music festivals” (Stettler, 2011 p.84). This is a clear indication of the idea that there are several resources that are required but goes for costly prices. For instance securing a venue to accommodate more than 10, 000 people might be very costly. It, therefore, calls for an intervention of a leader who can manage these costs effectively. Additionally, the music festival will delegate duties and responsibilities in terms of departments. The supervisors of the specific segment will report to the chair of the department. In turn, the department heads will report to the chief project manager. For instance, there will be specific heads of various units such as accommodation, scheduling of events, and arrangement of the venue and music sound systems. All these leaders have the responsibility to report to the project manager. Participative leadership and management are highly recommended. Here the opinion of every stakeholder of the event will be highly valued. Participative leadership and management ensure that all the decisions made are quality and engages all the stake holders (Pedersen, 2011). Comparison Under the resource planning, teamwork was chosen for it has several benefits. When the staff works as a team in doing the event tasks, there is greater productivity. Teamwork also ensures that time is saved when carrying out the duties and responsibilities. For example, the staff will work as a team in arranging the venue. Here, teamwork will ensure that the work is done efficiently (Royer, 2001). For risk management planning, ATOM process was selected. This is one of the most widely used methods in risk management. The team members handle initiating, identifying and assessing of the expected project risks. This will ensure that all the risks that can potentially happen during the music festival are managed well. Finally, for the leadership and management plan participative leadership and management was recommended. All the stakeholders of the event such as the audience, managers and partners have a say in the operations of the event. Here the decisions will be of high quality ensuring that the Music Festival runs smoothly as planned. References Almeida, A. 2014. An Introduction to Integrated Resource Planning. Integrated Resource Planning, 1-34. Gelder, G., & Robinson, P. 2013. A Critical Comparative Study of Visitor Motivations for Attending Music Festivals: A Case Study of Glastonbury and V Festival. Event Management, 181-196. Tarlow, P. E. 2002. Event risk management and safety. New York, Wiley. Smith, K., & Lockstone, L. 2012. Involving and keeping event volunteers: Management insights from cultural festivals. People and Work in Events and Conventions: A Research Perspective, 154-167. Siedentop, D., Hastie, P. A., & Van der Mars, H. 2011. Complete guide to sport education. Champaign, IL, Human Kinetics. Royer, P. S. 2001. Project risk management: a proactive approach. Vienna, Virg, Management Concepts. Renz, D. O., & Herman, R. D. 2010. The Jossey-Bass handbook of nonprofit leadership and management. San Francisco, CA, Jossey-Bass. Stettler, Stephanie L.,.2011. "Sustainable Event Management of Music Festivals: An Event Organizer Perspective". Dissertations and Theses. Paper 257. Pedersen, P. M. 2011. Contemporary sport management. Champaign, IL, Human Kinetics. Read More