Project Plan For An International Music Festival In Melbourne

Objective of the Project

Discuss about the Managing an International Music Festival Project.

The objective of the project is to bring together various indigenous music groups from Australia and from around the world, especially from the middle East and Asia, to take part in an international music festival to be hosted at the Melbourne. The event is to promote indigenous musical culture, share experiences and appreciate the musical cultures from other communities and people from around the world. Cultural exchange is an important facet of modern life and one way of promoting cultural awareness and appreciation is through music. To attain this objective, the envisaged international music festival will be undertaken and managed using project management principles (Pielichaty et al., 2017, p.1,81). This is to ensure the project is undertaken within budget and on schedule, with tasks being monitored and any risks effectively managed (Jones, 2010, p.3). The targeted ensembles to take part in the festival include wind bands, adult and youth orchestras, and choirs that will be willing to come for the event. The event is scheduled to run for five days and will be hosted at the Sydney Opera House, Of the 40 invited musicians, two will be from Lebanon to meet the objective of enhancing cultural exchange and diversity in the event; the musicians are Maritta Hallani, a rising singer for Lebanon of Lebanese genre music, and Yasmine Hamdan, a musician from Lebanon based in Paris.

The time line for the project is shown in the table below as well as in the Gantt Chart

Based on the time line of activities, the budget for the event is as follows;

Budgeting has been done using activity based costing and quotations/ charges for events such as hiring the venue (Wagener, 2013, p. 8-9)

The quality of the event will be achieved through an elaborate and detailed project management methodology. The project will be planned effectively, using planning principles and methods. The scope of the project will be defined and a work breakdown structure developed, with an effective stakeholder management plan, scope management plan, and change management plan. This is to ensure there are minimal changes to the project scope. As advised by Carstens, Richardson and Smith (2013), an effective communication plan will be used with the stakeholders and a project management tool including a Gantt Chart and project schedule used to track and monitor events and expenses. To obtain the best products and services, possible suppliers (such as security and advertisement) will be invited to submit quotations and the most competitive selected. All tasks will be reviewed regularly (every week) to monitor progress versus targets and adjustments made accordingly. An elaborate risk management plan will be used to mitigate and manage risks for the project. Performance will be evaluated at every stage, including during planning and based on the scope and deliverables to ensure all tasks are accomplished to standards, including the management of the budget and time. The overall quality management tool to be used is the Shewhart cycle comprising of planning, doing, checking, and acting (Rose, 2014).
5-CLIENT/STAKEHOLDER EXPECTATION

Timeline for the Project

The expectations of the stakeholders, especially the sponsors and the public, as well as the ensemble groups will be managed through an elaborate stakeholder engagement at the earliest stage of the project. His will ensure each stakeholder has a common understanding of the project scope, budget, timing, and resource demands. The project plan and schedule will be developed and shared with the stakeholders, as well as the scope of the project and risk management plan, with views also sought from the stakeholders. A collaborative approach and tools in managing the project will be used, with project team members kept abreast of the project schedule, scope, and deliverables. A collaborative tool for managing the project will keep everyone update of any changes in the project, for example, using a tool like Liquid Planner ^TM as advised by Crump (2015). I have past experience in managing projects, having worked in a family construction business in management n and marketing. Further, my past training in public relations and human resources have given me adequate skills that I will apply to meet the expectations of all stakeholders and ensure success of the project
6-ORGANIZATIONAL ALIGNMENT

The governance for the project will be based on project management principles, with all staff engaged in the project, the project planning and execution, and risk management (Perezzani, 2010). The chart below shows the organizational chart for the project and the team will be assembled based on the project objectives. The stakeholder plan is shown below;

The strategic plan will be developed based on project driven approaches ; the strategic plan pertains to conducting an international music festival over a six day period with forty persons attending. The event should run within the approved schedule, and have the event venue filled with event goers who will make a payment to contribute to for posterity. The functional and business attributes of the project will be based on a project charter, with stakeholders identified and all activities discussed and approved by the project team and project manager as advised by the ‘Harvard Business Review’, 2016).
8-RISKS

Implement and apply project management skills and tools in managing the event, starting with project inception, planning, management and execution, to completion. By undertaking this project, I gain an opportunity to deal with government officials and thereby enhance my interpersonal and communications skills, especially given the expected cultural, social and religious differences between myself and the Victorian government officials. This project will be a practical one where I will apply theoretical concepts on project management learned in class; in applying theory to practice, I will learn and gauge how well I understand and can implement theory and identify areas where I have weaknesses and therefore, make the necessary improvements. I will deal with several stakeholders to raise and so I have a great opportunity to apply, learn, and improve on my fund-raising skills and competencies. I will be able to learn how to manage events and projects successfully, and use project management tools such as Gantt and MS Project in a practical way to manage projects, monitor schedule, as well as allocate resources and monitor resource use. I believe this is an area I have a big learning opportunity: effectively manage the triple constraints of time, resources, and scope. If things go wrong, I have an opportunity to learn from it and make improvements

This plan is a project management framework to conduct and host an international music festival in Melbourne at the Sydney Opera House for six days. The event will target 40 people from around the world to take part in the event and has a budget of $ 366500. To enhance cultural exchange and appreciation, two Lebanese musicians, Maritta Hallaniand Yasmine Hamdan, will perform at the event. Project management tools including a work breakdown structure and Shewhart cycle will be used to ensure quality. An elaborate risk management plan will be used to monitor and mitigate the risks. The whole event will take 11 weeks

References

Carstens, D., Richardson, G. and Smith, R. (2013). Project management tools and techniques. 1st ed. Boca Raton, Fla: CRC Press, pp.9, 15.

Crump, K. (2015). How to Manage Stakeholder Expectations | LiquidPlanner. [online] LiquidPlanner. Available at: https://www.liquidplanner.com/blog/project-management-challenge-series-manage-stakeholder-expectations/ [Accessed 13 Apr. 2018].

‘Harvard Business Review’ (2016). The Four Phases of Project Management. [online] Harvard Business Review. Available at: https://hbr.org/2016/11/the-four-phases-of-project-management [Accessed 13 Apr. 2018].

Jones, M. (2010). Sustainable event management. 1st ed. London: Earthscan, p.3.

Perezzani, M. (2010). Organizational alignment as a pre-requisite for project success. [online] Pmi.org. Available at: https://www.pmi.org/learning/library/organizational-alignment-project-success-factors-6798 [Accessed 12 Apr. 2018].

Pielichaty, H., Els, G., Reed, I. and Mawer, V. (2017). Events project management. 1st ed. London: Routledge, pp.1, 81.

Rose, K. (2014). Project Quality management, Why, What, How. 2nd ed. Newcastle: J. Ross Publishing, p.38.

Wagener, D. (2013). Activity-based costing and its later development into activity based. 1st ed. Nordestedt, GERMANY: Grin Verlag, pp.8-9.

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