Bachelor of Business Administration
Final Assignment
Event Management
“Big Band – July” Concert
Final Assignment |Event Management | Mariyam Shifana (A295381)
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Contents
1.
Introduction .......................................................................................................................................... 3
1.1 The Concept and Target audience ...................................................................................................... 3
1.2 Desired Impact .................................................................................................................................... 4
2.
Project Scope Statement ...................................................................................................................... 4
2.1 Objectives............................................................................................................................................ 4
2.2 Expected Outcomes ............................................................................................................................ 4
3.
Project Plan for the Concert.................................................................................................................. 5
3.1 Project Breakdown Structure.............................................................................................................. 6
3.2 Planning............................................................................................................................................... 6
3.3 Marketing ............................................................................................................................................ 6
3.4 Management and Operations team ................................................................................................... 8
3.5 Venue & Date .................................................................................................................................... 11
3.6 Project Timeline ................................................................................................................................ 12
4.
Estimated Budget ................................................................................................................................ 12
5.
Communication Plan ........................................................................................................................... 13
6.
Risk Management Plan ....................................................................................................................... 15
7.
Project Closure .................................................................................................................................... 17
References ................................................................................................................................................ 19
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1. Introduction
Various events bring people together, facilitate interaction, allow them to
experience diverse cultures, and create opportunities for creativity and innovation.
Bringing a community to life with tourism can increase economic activity and showcase a
destination's tourism experience. As well as enriching communities, lifestyles, and leisure,
preserving culture, promoting tourism, increasing visitations, and raising funds, events
contribute significantly to community development, economic development, and
volunteerism. Creating fun and vibrancy at an event creates a sense of community, pride,
and place.
1.1 The Concept and Target audience
ABC Group is an organization in Maldives, working for the rights and
empowerment of children worldwide. Our vision is a world where power and resources
are shared so every child can be nurtured and thrive with dignity, love, and respect. Our
organization collects funds for charity and works to provide money for the development
of children living in all underdeveloped countries. ABC Group is organizing this year's "Big
Band - July" concert to do good for the future of the children mentioned above. By bringing
many famous artists to this concert, it is hoped to collect a large amount of money and
spend it on children's education. This report contains information such as how to plan
everything needed for the concert, get the necessary resources, and budget.
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1.2 Desired Impact
Education is an essential and fundamental part of our lives and a fundamental
human right. Unfortunately, in many developing countries, people do not see the
importance of children's education. Often the reason is the cost of education. Parents
stop their children's education because they cannot provide books, proper clothes, and
other necessities. Moreover, depending on the location, the guardians also feel the
transportation cost is a burden. To support these children, our organization collects
donations from various events throughout the year and spends the proceeds to support
children's education in these underdeveloped countries.
2. Project Scope Statement
2.1 Objectives

We want to highlight this issue and raise charity for underprivileged children so
that they can easily exercise their right to education. We want to share stories that
inspire and educate children. Together we can empower children globally for future
generations.

This concert will serve as a fundraising platform for ABC Group in the Maldives. It
will give exposure to the community about our services and their benefits.
2.2 Expected Outcomes

With sponsorship, partnership, and adequate mentoring, children's hidden talents
should be equally exposed worldwide.
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
A strong personality should be developed in the spirit of self-challenge in the
children who deserve education but do not get the opportunity.

To improve the children's education and earn their livelihood with the help of the
money received from this project and to strengthen them to fight against poverty,
illiteracy, crime, and other abusive behavior in their particular communities.

In addition to marketing sponsor and partner products and services to the college
community, region, and nation, the project will increase their profile and visibility.
3. Project Plan for the Concert
The purpose of planning is to maximize the utilization of resources across the
board. Because decision-making is complex and variable activities are required, a crossfunctional team is needed. A significant component of any event that follows is preparing
the event budget, which includes understanding the client profile, the brief, the target
audience, and the expected number. Coordinating micro-level event details, including
technical specifications, sound, lights, staging, and sets with the creative team, is part of
the planning function. Shortlisting artists and sticking with their instructions are
challenging tasks for the planning function. Furthermore, information gathers to assist in
deciding whether the event will take place indoors or outdoors by assessing alternative
locations, venues, and conditions.
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3.1 Project Breakdown Structure
3.2 Planning
Organizing a music concert is not an easy task. Here, the musical show should be
planned first. The project proposal should give to the senior management of ABC Group,
and if the contents need to be changed, they should be changed, and approval should be
obtained from them. At this stage, the budget related to the project is prepared. Likewise,
the human resources needed to carry out this concert should be arranged at this stage.
3.3 Marketing
Marketing is a very important factor in carrying out a project like this. The main
purpose of organizing this project is to raise the education of poor children by making
more people hear about this show. There are three ways of marketing in this project. The
reason for using social media here is that the details of our project can be circulated
among people very quickly because most of the young generation spends most of the
day on social media. Similarly, nowadays, most people are used to using social media.
Print marketing refers to things like posters, banners, etc., needed for the concert. We
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hope to get media sponsorships as this project is just for social care. In this way, we hope
to provide information about our project to many people.

Ticket Sales - Ticket sales can be a critical stage in organizing a music concert. It
is because it affects the success of all endeavors. When ticket sales are low, we
may even lose money by spending. Therefore, the number of tickets sold depends
on the artists brought in and the price of the ticket. A VIP ticket for this concert
expects to sell for MVR500. Similarly, a Normal ticket expects to sell for MVR250.
Virtual tickets also expect to include in this concert. Anyone who buys a ticket will
get a chance to watch the show online from their home. The price of this ticket is
MVR50, and it hopes to provide the facility to purchase all these tickets online.

Artists - Participating in a concert depends on who shows up, which determines
the number of people. We hope to bring the following world-famous artists to these
concerts.
o Pop Singer Alicia Keys
o Singer Billie Eilish
o Singer Taylor Swift
o Singer Ariana Grande
o Pop Singer Justin Bieber
o Team BlackPink
o Team BTS
o Singer Selena Gomez
o Guitarist Anna Lawson
o A Turkish Artist by the name of Nina Ahlaan
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o Singer Dua Lipa
Apart from these exceptional artists, several local dancing teams are expected to
participate in this concert. Bringing such famous artists is not an easy task. Even
contacting them can be very difficult. Nevertheless, it must be done somehow to make
our project as successful as we want.
3.4 Management and Operations team

Project Team Roles and Responsibilities
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
Staffing Plan
Role
Project responsibility
Required Skill
Number
of staff
require
d
Project
1. Plan and Develop the
1. Good communication
Manager
Project Idea
2. Leadership
2. Monitor Project Progress
3. Scheduling and time
and Set Deadlines
management
3. Create and Lead the team
4. Risk management
4. Manage the Money
5. Critical thinking and
5. Evaluate Project
problem-solving
2
Performance
HR team
1. Working with peoples
1. Good communication
2. Working with Artists
2. Time management
10
3. Teamwork
Administrativ
1. Working with staff
1. Good communication
e team
2. Working with peoples
2. Time management
8
3. Teamwork
Finance
1. Working with sponsors
1. Good communication and 3
team
2. Handle money
attitude
2. Time management
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3. Teamwork
4. Knowledge of finance
Designing
1. Designing and printing
1. Good communication
10
team
ticket
2. Time management
2. Designing and printing
3. Teamwork
banners, posters, and other
4. Designing skills
stuff
5. Creativity
Planning
1. Planning the concert day
1. Good communication
team
2. Planning Artist’s food,
2. Time management
health, and other stuff.
3. Teamwork
3. Planning marketing
4. Decision-making skills
schedule
5. Creativity
8
6. Risk management
Marketing
1. Working with social media
1. Good communication
team
marketing
2. Time management
2. Working with TV, and
3. Teamwork
radio marketing
4. Marketing skills
7
5. Creativity
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3.5 Venue & Date
Logistics is also a significant factor in this show. The reason is that even if
everything mentioned above is done, we cannot do the concert without this. This is in 2
parts. First, we need to choose the venue for our concert and hire it. When choosing this
venue, we should consider the following points.

Must be able to accommodate 5000 people.

It should be a place easily accessible to people.

It should see whether the necessary facilities can be provided to the artists.

It must be a safe place.

It should see if there is a parking space for the venue.

It should find whether there is space to park food trucks.
It is easy to choose the required venue after finding out about the points mentioned
above. Considering all the above information, this concert expects to hold on the 5th of
July at National Stadium ground. Likewise, this concert expects to be held at night, so a
permit must be obtained. Similarly, on the day of the concert, a request should be made
from the security forces for its security. Alternatively, a private security service should
hire. Food trucks also expect to be brought on the day of the concert. Therefore, food
trucks such as pizza, noodles, burgers, soft drinks, etc should invite. A food truck expects
to charge MVR1000 to park on the concert grounds.
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3.6 Project Timeline
4. Estimated Budget
Requirements
Estimated Cost ($)
Venue
50000
Music equipment
20000
Musical band
20000
Audio
15000
Marketing & Advertising
25000
Artists
100000
Artist’s beverages & other facilities
25000
Allowance for all project staff
30000
Security services
25000
Ticket design & printing
Healthcare expenses
5000
10000
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Online Video Streaming
Total

20000
345000
The Source of Funding - Most events use corporate sponsorship to fund critical
aspects of their events. However, sponsors usually come on board after the event
has gotten off the drawing board. An event sponsor will want to know how many
attendees there will be, when and where the event will occur, what the agenda will
comprise, and what the marketing plan will look like. Getting some core funding in
place – or having people already signed up for the event – will probably be
necessary before approaching sponsors.
5. Communication Plan
Proper verbal exchange is essential in venture management, permitting projects
to progress quickly and on time. It ensures team participants are aligned on assignment
dreams and understands precisely what expect of them. It also allows the construct of
trust, so all people work better collectively from the undertaking begins. Communication
in assignment management refers to sharing thoughts and critiques among professionals.
It enables experts to work extra efficiently and frequently improve the pleasant in their
paintings as nicely. Stakeholders have access to a robust communication control plan,
which allows them to learn how to communicate effectively with other team members.
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Communication
Frequency Goal
Owner
Audience
Weekly
Evaluation mission
Project
Team
repute
manager
Sponsor
Discuss with each
Project
Team
crew member about
Manager
Email
Project status
report
Meetings
Standup
Daily
meetings
yesterday and what
they may do today.
Project review
At
Gift task deliverables,
Project
Team
milestones
acquire feedback, and
Manager
Sponsor
Team
talk about next steps
Post-mortem
At the end
Discussion of
Project
meeting
of the
actionable takeaways
Manager
project
should follow the
analysis of what
worked and failed.
Team Gantt
Task Progress
Updates
Daily
Share everyday
Project
development made on
Manager
Team
venture duties.
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6. Risk Management Plan
Risk
Degree of
Control measure
Consequence
probability
Loss of life
Law
The
police
should
and
notify,
ambulance High
and
an
emergency team management
assembly should maintain. An
incident control assembly needs
to call to speak about the
incident's circumstances and
take similar steps.
Serious injury
Medium
The control crew should be Medium
answerable for handling their
students by alerting them to
return to an ambulance.
Earthquake/Tsunami Law
All individuals have to counsel High
to transport to a safe vicinity. At
the equal time, an emergency
movement plan ought to use.
The problem
Medium
After
notifying
the
security Medium
between groups of
forces, if there are injured
people
people
at
the
collision,
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necessary measures should be
taken.
We can put in force the above danger plan while an incident happens.
Nevertheless, it is far essential to prevent any harm before it occurs. That is why it is miles
imperative to apply the risk evaluation for the following before the musical display hold.
Risk
Consequences
Tick when
checked
Have all the things ready at the entrance
High
Artist’s change rooms are available.
Law
All lighting working
Medium
All sounds working
Medium
Gender-specific toilet facilities are available,
Medium
and clean and all taps, drains, and flushes are
working
The door to the musical equipment shed is
Medium
appropriately closed, ensure no persons
remain the inside
All the music equipment is ready?
Medium
First aid room available
High
Food safety
High
Artists on the stage on time
Medium
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Rubbish bins available in each area
Law
The parking area is ready
Medium
7. Project Closure
Task closure is the procedure of ending a challenge. It includes tasks that help
shut lingering troubles and keep undertaking files and documents. There ought to always
be a formal task closure. In any other case, we cannot recognize the validity of the
completed mission, matters to be learned from the assignment, the things to develop, the
degree of the executed challenge, and the matters to be up to date. The following tick list
may use to complete a challenge correctly.
Criteria
Completed/
Task
Not
Transfer project ownership to ABC Group.
Tell the organization of any unresolved
problems and issues they have encountered.
Formally hand off the
project
Any issues that arise during the handover
should be resolved.
Get a signature from the corporation that each
deliverable has been finished and submitted.
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Create a survey and include questions to
collect lessons learned.
Send it to everyone who worked on the project
Review lessons
and collect the results.
learned from the
Have a meeting with the project team to
project
discuss lessons learned.
Discuss the items at the listing and prioritize
them. Add notes, causes, and hints for
improvement.
Create the project closure report. The report
should contain a summary of the project,
Prepare the project
closure report
objectives, expected outcomes, how the
project achieved the goal, risks encountered,
lessons learned, etc.
Put it in the hands of senior management and
stakeholders who sign off on the project.
Archive the project in your project
management software.
Archive the project
Index and fill out all documents, contracts, and
agreements.
Close remaining project accounts.
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