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PROJECT MANAGEMENT

CODE: BMT1023

SLOT: E2

PROJECT REPORT

ON
ISKCON EVENT MANAGEMENT

DONE BY

S.G SARATH 15BBA0036

G.A SREERAM 15BBA0047

PRITHIVI RAJ 15BBA0058

LOKESH 15BBA0065

AKHIL 15BBA0093

SUBMITTED TO

Dr. STEPHAN THANGAIAH


(VITBS)

November 2017

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TABLE OF CONTENTS:

S.NO TOPICS PAGE


NO
1 CHAPTER 1 3-6

1.1 INTRODUCTION

1.2 ROUGH DRAFT OF EVENTS TO BE CONDUCTED

1.3 PRE-EVENT MEASURES

1.4 DONATIONS
2 CHAPTER 2 7-10

2.1 MARKETING&PROMOTION

2.2 PERMITS & LICENCES

2.3 RISK MANAGEMENT

2.4 REQUIRED SERVICES


3 CHAPTER 3 11- 18

3.1 EVENT PLANNING

3.2 FOOD DETAILS

3.3 LAND ALLOCATION


4 CHAPTER 4 20-27

4.1 COST MANAGEMENT AND BUDGETING

4.2 KEY ACTIVITIES

4.3 PARELLEL AND SEQUENTIAL ACTIVITIES


5 NETWORK DIAGRAM 28

6 PROJECT PLAN 29

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ISKCON (THE INTERNATIONAL SOCIETY FOR KRISHNA
CONSCIOUSNESS)

Hare Rama Hare Krishna

Celebrating our Bhakti Vedanta swami Prabhupada guru birthday from 08-042017 to
10-04-2017

Venue: near vallururama thalli temple, south bypass road,Ongole.

EVENTAGENDA:-

Goal of your event


Iskcon agenda to control and enjoy matter is not an innocent one. It has
consequences. It robs us of peace. It contributes to strife, both individually and
collectively. Through yoga knowledge and practice, we can relinquish this
agenda, and revive our genuine blissful mission in life.

ROUGH DRAFT OF EVENTS TO BE CONDUCTED:

07-04-2017-FRIDAY

6:00 am to 7:00 am- Guru Dhyanam


7:30 am to 8:30 am -Yoga Session by Arvin swami
8:30 am to 10.30 am breakfast
11.00 am to 11:45 am welcome speech, autobiography of Bhakti Vedanta
swamiji and devotional speech by ram guru
12.00 pm to 1:00 pm -Windows to the Spiritual World
pm to 2:30 pm-lunch break
2:30 pm to 4:30 pm after noon break session
4.30 pm to 5.30 pm-snacks
5:45 pm to 6:30 pm- ISKCON Boston Narasimha Chaturdashi 2017
6:45pm to 7:30 pm-ISKCON Chariot Festival & Festival of India 2017
7:30 pm to 10:00 pm- dinner
08-04-2017-SATURDAY

6:00 am to 7:00 am dhyanam


7:30 am to 8:30 am -Mantra Yoga
8:30 am to 10:30 am breakfast
11:00 am to 11:45 am Chant for Change
12:00 pm to 1:00 pm- Gaura Vani & Kindred music Spirits
1:00 pm to 2:30 pm-lunch break
2:30 pm to 4:30 pm after noon break session
4:30pm to 5:30 pm- snacks
5:45 pm to 6:30pm a skit and motivational speech by Indradyumna Swami
(IDS Team)
6:30 pm to 7:30 pm-ISKCON Baltimore Chariot Festival & Festival of India
2017, Windows to the Spiritual World
7:30 pm to 10:00 pm- dinner

09-04-2017(THE DAY OF CELEBRATIONS)

6:00 am to 7:00 am- spiritual mediation


7:30 am to 8:30 am -Bhakti Yoga by DC swami
8:30 am to 10:30 am (but continues till 8:30 am) breakfast
11:00 am to 11:45 am Gaura Vani &as Kindred Spirits performance
12:00 pm to 1:00 pm-introductory dance performance from different states and
countries based on their culture.
1:00 pm to 2:45 pm-lunch break
3:00 pm to 4:00 pm -Festival ofColours ,an event with dance, drama, singing
performance at live
4:15 pm to 5:00 pm- githopadesam by Prof. Joe Samuel from gita reading
society Singapore. (Hare Krishna temple)
5:00 pm to 6:30 pm snacks
6:45 pm to 7:45 pm -- Windows to the Spiritual World
8:00 pm to 10:00 pm- dinner
PRE-EVENT MEASURES
LOCAL GOVERNMENT REQUIREMENTS
permission from government (district colecrate and local police)
Inform local government of event and gain approval (if required)
Location
location north Bypass road, near Sai baba central school (approx... 5 km away from
city)
Transportation 40 buses services are operated from different locations of city
the event location
No parking- near the event location
1. Token system for the vehicles
2. Announcements are given to in parking locality for to pick up their
respective once
3. Only organisation vehicles drop devotes nearby the event

DONATIONS
AVAILABLE DONATION PROPOSAL

Vishnu Priya TVS showroom Samsung Smart Plaza


Chakravathi TATA showroom Joyalukkas Jewellery

Ramya food catering Lekahna Automotives


Reliance Trends, Digital &
Renault services showroom
Footprint
Sneha Electronics
Mahindra
Sono Vision
Motorcycle Showroom
Vijay Digital
Srichakra Hyundai
Associated Hero
BIG C
Pioneer Honda
Lot Mobiles Pvt. Ltd
POTENTIAL DONATORS
Reliance Trends, Digital & Samsung Smart Plaza
Footprint Chakravathi TATA showroom
Srichakra Hyundai Renault services showroom
Ramya food catering
Sono Vision
Lions club, ongole
Heritage mineral water
Pioneer Honda

Following them up within 1 week


Use donators testimonials and always acknowledge donators
MARKETING&PROMOTION
Marketing / Communication Plan
Traditional Marketing like sending SMS to all the registered devotees numbers
through jio sim
Social Media like on Face book, twitter
Create a page for the event on Face book.
Use the Masses to share the face book pages, information by followers
Wearables -to promote your event is to have T-shirts printed up.
Taking volunteers for the events they act as word of mouth
Design promotional material, basic text, logo
Displaying in official website and optimise it for search engines
Distribution to flyers/posters/email/brochures to community
Submitting event information to local events calendars and websites
PERMITS & LICENCES
APPLY FOR ANY FOOD PERMITS REQUIRED
o Ordering for prasadam to devotees who are attending for any part of events
o Packages who want to buy laddu etc.
o Opening registrations for Stalls for selling devotional books, pens and products
etc.
APPLY FOR ANY TRAFFIC PERMITS REQUIRED
o Applying for noise permit
o Approval for erect promotional signage
o Police security (Road closures, applying for traffic police to control the crowd
and to applying for control rooms)

PARTICIPANT REGISTRATION AND INVITATIONS


Building an online event registration form
Hosting in our online registration form in our website
Determine what is included in the cost of registration (event t-shirt, pre-event
dinner, etc)
Deliver an email announcement of our past participants with link to our online
registration form
CONTRACTORS
ordering for equipment like stage, lighting, PA system etc
Arrangements for Book portable toilets, fireworks, marquee, generators and
confirming them all contractors in writing

RISK MANAGEMENT
Booking first aid officers and arranging two first aid centres.
o 2 ambulances with
o 2 assistant doctors and
o 4 nurses in ambulance area
Asking for 1 fire engine with allotted staff
Arranging police control desk for security and traffic management
Arranging barricades on either sides of event control speed vehicles on
highway
Notification signs go slow
Close the road, traffic control is necessary normally with barriers and signs.
Training all the volunteers, way to respond for any against activities like fire
breakout etc.
Plastic mat to cover stage and god ideals in odd weather conditions of wet
weather, low attendance
signage may be required for intersections and pedestrian crossings
level of change to road use

SECURITY PLAN
Booking Security from private company providers who provide security on
contract basis
Mick announcements for finding missing once
30 help desks for providing information and to answer crowd
Crowd control management by SIS security and volunteers
Training and development program for volunteers to answer and manage crowd
Cash security: arranging small counter for collection of donations, arranging
hundi for accepting donations from devotees.
High towers for security to watch crowd.

ESSENTIAL SERVICES
Notify Police for security
Reserving for Ambulance Service with staff og2 and
Fire engines - 2
Requesting for electrical supply permission.

TRAFFIC MANAGEMENT
Design traffic plan including:
Signage, disabled parking, VIP parking, pedestrian access, marshals, car
parking area, entry and exit points, lighting, road closures, promote alternative
transport
FOOD VENDORS
Ordering food for vendors for breakfast, lunch, snacks, tiffins and dinner
Request copy of Health Department Registration Certificate
Application for temporary food premises permit

CLEANING AND MAINTENANCE PLAN

Book toilet cleaners


Clean up venue/mow lawn/clear area of debris

OTHER
Organise volunteers and staff
Scheduling two shifts for volunteers and staff, knowledge them on their duties
Prepare scripts or run sheets for ceremonies
Organise awards/trophies/certificates & decorations
1. Volunteer certificates for volunteers
2. Momentum for donators who donated for the successful running
of the event
3. Providing special prasadham, wristband and mini bhagavath
geetha book to all donators.
ON THE DAY
Gather staff for full briefing
Organise volunteer registration area &entertainers area
Circulate contact list with mobile numbers to all staff / volunteers
Review chain of command in case of emergency

AFTER THE EVENT


Removal of all equipment and scrap(paper waste and plastic waste etc)
Informing and giving back all the cooking utensils, tents, water can, water
cooling machines etc
Thank you letters to staff, participation certificates for the volunteers,
performers
Thank your presentation to donators
Evaluation / debrief with key stakeholders
Close off budget
Hold a de-brief session to look at ways of improving the event

EXTRA INFORMATION

Check with the local Visitor Information Centre to see if there are
any other events scheduled for the same date and location
For 55000 people

DAYS TIFFIN LUNCH SNACKS DINNER


DAY 1 Poori, bread and Rice, papad, sambar, Bhel poori, Roti,
milk and
jam, milk and butter milk, halva coffee Carrot/beetroot/cucum
coffee ber, Curd rice, milk
and coffee.
DAY 2 Idly, bread and Rice, papad, aalu, Samosa, Roti,
jam, milk and sambar, butter milk, milk and Carrot/beetroot/cucum
coffee pheni coffee ber, Curd rice, milk
and coffee.
DAY 3 Pongal , bread and Rice, papad, aalu, Potato Roti,
jam, milk and sambar, butter milk, chips, Carrot/beetroot/cucum
coffee kesari milk and ber, Curd rice, milk
coffee and coffee.
TIFFEN
Poori: 1000(members)80kg
55000(members) 55*80=4400kg
Idly: 1000(members)95kg
55000(members) 95*55=5225kg
Pongal: 1000(members)80kg
55000(members) 4400kg
LUNCH
Rice: 1000(members)150 kg rice

55000(members) 150*55=8250 kg

Dhal: 1000(members)20kg
55000(members) 55*20=1100kg
Aloo: 1000(members)60kg
55000(members) 60*55=3300kg
Sambar:1000(members)20kg
55000(members) 55*20=1100kg
1000(members) 80liters of water
55000(members) 55*80=4400liters
Tomato: 1000(members)50kg
55000(members) 2750kg
Papad: 55000(members) 60000papads
Buttermilk: 1000(members)50liters
55000(members) 2750liters
Curd: 1000(members) 100kg
55000(members)5500kg

DINNER
Carrot/beetroot/cucumber: 1000(members)150kg
55000(members) 8250kg
Curd rice: 1000(members)150kg
55000(members) 8250kg

LAND ALLOCATION

Stage area = 20 acres


Parking = 30 acres(for either sides)
Food dinning= 9 acres(for 3 points)
Health center= 1acre
Food preparation= 1.8 acres
Information center= 1 acre
Sleeping= 20 acres
Ground = 1 acre
Toilet=2500

Toilets area near accommodation= male/800=0.64 a

=Female/800=0.64 acres

Beside stage (toilets) = (200+200) =0.32 acres

At the entry (toilets) = (200+200) =0.32 acres

Wash rooms= 1.5 acres (6*0.25)


Waste management= 1.5 acres
Emergency= fire + ambulance + police= 1 acre
Water service station= 0.25*6=1.5 acres
Stalls= 0.25*12= 3 acres
Children playing area = 2 acres
Roads &pathways= 15 acers

TRANSPORTATION:

5 buses, 2 ambulances, police jeeps and battalions, 6 tractors, 5 trucks, 2 fire vans

WATER TANKS:

Distributed tanks = 32 , 1 tank = 100lit


Dinning (3 dinings) = 15 tanks (each 5)
Food preparation = 5 tanks
Sleeping area = 4 tanks
Others = 2 tanks
Bore (B) = 4 (depth of 1 bore = 300 mts )
1. 1 bore capacity = 25 acres ,
2. 1 bore cost = 90000 (including all charges like electric, pipes etc.)
i.e., 4 bores = 360000 rs
pipes
6mts = 200 rs;
B1 pipe line = 406 mts
B2 pipe line = 406 mts
B3 pipe line = 786 mts
B4 pipe line = 786 mts
Extra pipe line = 300 mts
Total = 2684 mts
Total cost of pipes = 90000 rs
Labour cost = rs 10000
Total cost of bores and pipe line = rs 460000

VOLUNTEERS:

2000 members volunteers(2 shifts per day)


1. First shift: 6AM to 3PM
2. Second shift: 2PM to 11 PM
Stage security = 25 volunteers
Ground and crowd control = 130 volunteers.
Front stage
1. 50 tanks *2 members = 150 volunteers
2. 25 tanks *2 members = 50 members
Food supply 500 volunteers are required
Information desk: 30 desks * 4 members = 120 volunteers
Entrance: 2
1. Gate keeper and checking = 20members
2. Back entrance = 5 volunteers
Security:
At parking (2) = 20 members (10 in each parking)
Labour 500 is required for taking waste, cleaning

DECORS:

Audio &videos: TV and monitor = 4


Podium = 1
Technical staff = 15
Lighting:
1. Special lighting = 4
2. Fled Lights = 150 acres * 6 light per acre = 690
Fans = 1000
Carpets = 1000
Tents = 350

RENTAL NEEDS

furniture (80 rs *175 chairs*3days) = 42000


carpeting (50rs* 1000 carpets*3days)=45000
tents (2500rs*350tents *3days) =2625000
stairs (200rs*2 stairs*3days) =1200
cc camera (150rs*20 cameras*3days)= 9000
beds and pillows(20rs*50000)=100000

ELECTRICITY EQUIPMENTS

As the event is held on highway, power supply from main sub supply(high
tension wires)

fled lights = (200rs*690lights*3days)=414000


1 acre= 6 flood lights
light poles= (100rs* 115poles*3days)=34500
1 acre= 1 lights pole
special lighting =(300rs*4lights*3days)= 3600
Near stage
Electricity energy charge
The outdoor floodlight uses 0.12 kW and is operated for 10 hours per day, so it
uses 1.2 kWh of energy a day (0.12 kW x 10 hours),
1.2 kWh per day
For 3 days, 1.2 kWh per day *3=3.6kWh
For 690 flood lights,
3.6kWh *690=2484 kWh
1 kWh = Rs 8.28
For 2484 kWh, 2484 kWh*8.28= Rs 20,570

For stage
0.12kWh*4*10*13*8.28=Rs861.12
The outdoor special floodlight uses 0.367 kW and is operated for 10 hours per
day, so it uses 3.67 kWh of energy a day (0.367 kW x 10 hours),
For 4 lights
3.67kWh*10 hrs*3 days*4 lights*8.28=Rs3646.50
Total electricity bill =Rs25, 077
Installation charges=Rs5000
Total=Rs30, 077
The high speed uses 0.067 kWh and is operated for 8 hours per day, so it uses
0.536 kWh of energy a day (0.367 kW x 10 hours),
For 3days, 0.536*3=1.608
1.608*8.28= Rs13.314
generator=(20000rs*2 generators* 3 days)=120000
1 LTR DISEL=61 rs

COLLATERAL MATERIAL
Advertising
Social media like face book pages twitter etc
Pamphlets (1 pamphlet=0.5rs) = 100000 are required
Registration slips (1 slip=0.4rs) =50000 slips off book is required
Postures (1 posture=20rs) = 250 postures
Id cards (volunteers) = 2500
Thanking certificates = 2500

Waste management

Place recycling and composting bins around the event grounds


Make sure all containers are clearly labelled
Hang educational posters about recycling and composting in visible areas
Paper plates and paper glasses sent to centres recycling.
Leftover food is sent to old age homes, orphanages.
Food waste is sent to animal culturing (cows, pigs).

ENTRANCE 3 3500000
FEES RS 700/PERSON 50000 DAYS 0

BUDGETING
food for
55,000/-
no of total
cost quantity/ time no of amount(
items measurement /kg once(kg) /day days Rs)
Tiffins
1 kg = 11
idly members 22 5225 1 1 114950
poori with oil 1 kg= 5 members 37 5500 1 1 233500
pongal with oil 1 kg=8 members 40 6250 1 1 290000

1kg = 20
Sweet halva members 100 2750 1 1 275000
1kg = 10
pheni members 120 5500 1 1 660000
1kg = 20
kesari members 100 2750 1 1 275000
1 lit = 10
Milk items milk members 40 5500 3 3 1980000
Lunch &
dinner
1 kg rice = 6
rice members 40 9167 2 3 2200080
1 kg =50
dhal members 70 1000 2 3 420000
1 kg = 16
aloo members 13 3000 1 3 117000
pappad 0.75 60000 1 3 135000
1 kg = 6
curd rice members 120 8250 1 3 2970000
carrot/beetrot/cucu 1 kg = 6
mber members 20 8250 1 3 495000
Prasadam
1 kg = 50
rava(tiger rice ) members 25 1100 1 1 27500
1 kg = 50
halva members 35 1100 1 1 38500
1 kg = 50
tamoto rice members
snacks
1 kg = 15
bhel poori members 22 3700 1 1 81400
4 pieces = 1
samosa member 10 51000 1 1 510000
1kg = 10
potato members 12 5000 1 1 60000
1 liter= 10
milk members 40 5500 1 3 660000
usables for
food
1 plate = 1
plates member 1.25 55000 3 3 618750
1 glass = 1
paper glasses member 0.75 75000 3 3 506250
1 glass = 1
tea glasses member 0.5 55000 3 3 247500
potential
loction cost
site rent 700 115(acrs) 3 241500
permits 30000
labour 150 50 1 2 15000
2865
rental needs 00
chairs
furniture 80 175 3 42000
lockers 150 3 7500000
carpeting 50 300 3 45000
250
tents 0 350 3 2625000
stairs 200 2 3 1200
320
bio toilets 0 200 1 3 1920000
cc camera 150 20 3 9000
Beds & pillows 20 50000 100000
food &
beverages
water 450000 108000
equiptment 3 1000000
mischellous 10000
labour 3 10000
health care
health care and their 100
equipment 000 4 400000
playing kinder garden 100000
audio &
videos
600
tv monitors 00 4 3 720000
speakers 200 45 3 27000
podiums 100 1 3 300
techinical staff 200 15 3 9000
electricity
equipments
1 acre= 6 flood
flood lights lights 200 690 3 414000
1 acre= 1 lights
light poles pole 100 115 3 34500
special lighting 300 6 3 5400
200
generator 00 2 3 120000
200
computers 0 10 3 60000
fans 250 1000 3 750000
labour 150 5 3 2250
electricity
charges
stage decoration 861.2
flood lights 20570
spl flood lights 3646.5
installation changes 5000
high speed fans 133.14
decoration &
supply
stage decoration 150000
carpets 150 1000 3 450000
1 tent=140 250
tents members 0 350 3 2625000
labour 150 10 2 3000
trash removal
consideration
water hook up
drinking water 25 litters = rs 6 0.24 150000 3 108000
25000 litters = 1 100
bathing & toilets tank 0 1400000 3 168000
rest rooms 100 2500 3 750000
trash service,
disposal
service&clean up
crew 1 labour ,Rs 150 150 500 3 225000
water
900
boar 1 boar = 90000 00 4 1 360000
tanks 200 66 3 40000
pipes 6 mts = 200 34 2684 1 90000
electricity 10000
security parking 1 security,250 250 20 3 15000
facility(private) 250 30 3 22500
collateral
material
advertising
social media
pamphlets 1 pamplet,0.5 0.5 100000 50000
registration slips 1 slip,0.4 0.4 50000 20000
postures 1 posture=20 250 5000
(over head charges) 2000
t shirts 100 2500 250000
id cards(volunteers) 1 id card=RS3 3 2500 7500
1 certificate= Rs
thanking certificates 5 5 2500 12500
mischelous charges 10000
3451829
total 0.84
DONATIONS 2000000

TOTAL ENTRY
FEE
COLLECTED 35000000
TOTAL
DONATIONS 2000000
TOTAL
INCOME 37000000
TOTAL
EXPENDITURE
INCURRED 34518290.84
SURPLUS 2481709.16
4.2 KEY ACTIVITIES
ACTIVTY PREDECESSOR DESCRIPTION DAYS
A SELECTON OF LOCATION 1
B A Permission from land owners(120 ACERS) 7
C Online registration ,volunteers application and fund collection 2
Applying for permission from government (district collector and
D B local police) 5
E C Promotion and fund raising 14
F B Cleaning and arranging of barrel land 10
G F Underground boring for water supply 2
H G Pipeline for water supply 3
I f Ordering for equipments like stages,lighting,etc etc. 4
J I Receiving equipments of stage and lighting 2
K J Making stage and lighting 1
L E Ordering of livestock(cereals) 2
M F Ordering of utensils 4
N M Receiving cooking utensils 2
O N,L Arranging cooking area 1
P F Ordering for large carpets, AND MATIRCES 6
Q P Receiving matrices 2
R Q Arranging sleeping area 2
S F Ordering of bio toilets 4
T S Receiving bio toilets 2
U T Arranging toilets 2
V C Collecting volunteer groups 30
W v Scheduling of volunteers 1
X D,O,H,K,R,U,W Organising the event 5
Y X Removing of stage and lighting etc. 1
Z Y Returning of stage and lighting 1
ZA X Cleaning and return of utensils 1
ZB ZA Returning of utensils 1
ZC X Cleaning of bio toilets 1
ZD ZC Retiring of bio-toilets 1
ZE X Return of machinery 1
ZF X Clearing of land 5
ZG ZF Thinks giving certificate to volunteers 01-Jan
ZH Z,ZB,ZC,ZG Evaluation / debrief with key stakeholders 1

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ZI ZH Close off budget 1

4.3 PARALLEL AND SEQUENTIAL EVENTS

27 | P a g e
NETWORK DIAGRAM

28 | P a g e
PROJECT PLAN

29 | P a g e