Project Management

Group 12 (Sec 1a)

Name Roll Number

Aritra Mitra UM18013
Rabi Narayan Behera UM18038
Tanuj Vinod Rathi UM18064
Isha Parasramka UM18089

Project Title- Organizing college cultural fest

Budget- Rs. 55,00,000
Schedule- 180 Days
Organizing College Cultural Fest Project Proposal
Executive Summary
1. Project Scope Statement
Design blueprint, perform requirement analysis, feasibility study and execution/organization
of college cultural fest along with other auxiliary events in Xavier Institute of Management,
Bhubaneswar to extend the college’s brand recognition and increase event participation and
footfall, during the second week of November 2019, at a total project cost not exceeding Rs.
55,00,000.

2. Project Objectives and Criteria for Project Success

No Project Objectives Criteria for Success

1 Complete fest planning and meet all
requirements by June 26, 2019
2 Ensure effective fest coordination and host
the events on Nov 7 to Nov 10, 2019 at XIMB
3 To complete the project within estimated
budget
4 Use trained staff and sound event
management to obtain an 80% attendee
satisfaction rating of 4 out of 5
5 Meet the projected 20,000 footfall over 3
days through creative marketing, and an
entertaining and educational event schedule
6 Collect Rs 55,00,000 worth sponsorship
amount in cash or kind for accomplishment
of the fest
7 Heighten brand recognition of the college,
thereby increasing the website hits and likes
in social media platform
8 Proper delivery of sponsors’ deliverables
within 2nd week of January,2020
Fest steering committee selected
along with blueprint and scheduling
of the events within the deadline
Smooth conduct of the events with
100% adherence to planned schedule,
with proper crisis management
Complete the fest within +/- 5% of
budgeted cost of Rs 55,00,000
80% of fest attendee satisfaction
survey results should indicate a 4 out
of 5 rating
Attendee registration figures over 3
days should be within 15% of 20,000
attendee turn-out projection
Sponsorship amount collected within
+/- 5% of the budgeted target of Rs
55,00,000
Achieve 10% increase in website hits
and likes in social media platform
All deliverables satisfactorily
delivered to sponsors within the
deadline to maintain a sustainable
relationship in future

3. Customer/Project Sponsor
Customer/End User:
The business competitions and cultural events are targeted for students of XIMB, students
from other Business Schools across India and delegates, corporates, authorities and students
in Bhubaneswar and its vicinity

Project Sponsor:
The project will have multiple sponsors with deliverables and basket of benefits according to
the sponsorship criteria (Title Sponsor, Associate Sponsor, Co-Sponsors, etc.)
4. Summary of Economic Viability

Estimated Investment (Sponsorship) Rs. 55,00,000

Investment (Sponsorship) in Kind Rs. 10,00,000
(based on non-cash investment in form of
kind out of Rs. 55,00,000 investment)
ROI 10%
(based on brand recognition, website hits
and likes in social media platform)

5. Preliminary Stakeholders Analysis

Project Sponsor
Multiple brands and corporations investing on the fest for branding and CSR (to be decided)

Project Team
Project Manager: Student Executive Council and Core Members of the Fest Steering
Committee of XIMB
Key members of the project team: The shadow members of the Fest Steering Committee
deputed to the cross-functional project team consisting of 9 verticals (Procurement, Stage
Events, Operations, Celeblitz, Media & PR, Business Events, Finance, X-Cops, Services) and
other core, functional and interest committees’ members of colleges conducting business
competition and cultural events during the fest

6. Fit with Current Operations/Similarities to Previous Projects

 The project has a very close fit to the previous fests conducted in XIMB in past in
terms of team composition, planning and scheduling of the events and other
operations activities
 However, the outcome will be unique every year having a new team (Organisational
Structure) and unstandardized operations (Procedures and Policies)
 Some modifications might be carried out in current project since the activities are
non-routine and fest planning is subjected to change in case of any unexpected
difficulty (Progressive elaboration of the scope)

7. Major Deliverables

Deliverable 1: Requirement Analysis and Design/Blue Print of the project

Conduct detailed requirement analysis and feasibility study in term of finance,
operations, etc
Draft the roadmap and entire blueprint of the project with scheduling of the
events, team composition with roles defined, stage layout, crowd management
measures, etc

Deliverable 2: Procurement for Cultural events and Business competitions

Flex and other promotional materials
T-Shirts and caps for XIMB students and participants
Memento, prizes, notepad, pens, markers, name plates and other stationaries
Miscellaneous items
 Deliverable 3: Celebrity expenses and deliverables
Payment for stand-up comedy, band, DJ and Bollywood Night
Travel arrangement of the celebrities and crew members
Accommodation of the celebrities and crew members

Deliverable 4: Sponsors
Branding and Promotion of Sponsors via print and online medium
Hospitality of the sponsors during the event
Return sponsors’ properties like standees and other deliverables after fest

Deliverable 5: Stage events and Operation Management

Stage and auxiliary items set up
Decoration of the campus (Campus Décor)
Setting up of Website for Online Promotion and Branding
Food Stalls and Registration Desks set up
Miscellaneous items for other operational needs

Deliverable 6: Services
Room allocation to guests, alums, etc
Hospitality for guests, dignities, alums, etc
Mattress for participants from other B-Schools

Deliverable 7: Media & PR

Branding and promotion of fest and sponsors via offline and online medium
Increase in college brand recognition, website hits and likes in social media

Deliverable 8: Project Management

Receiving statutory approvals (Traffic Police, Municipality Corporations, etc.)
Effective Project Management to deliver the project on time within budget

8. Summary Budget (in Lakhs)

Celebrity
Stand-up comedy 0.5
Band and DJ 0.5
Bollywood Singer 19
Flights 5
Hospitality 1.5
Procurement
Printing (Flex and other Promotion Materials) 1.5
Printing (T-shirts) 4
Miscellaneous 0.3
Business Events 0.2
Marathon 1.2
Sponsors
Branding and Promotions 1.5
Hospitality 0.3
Stage Events and Operations
Event Management 8
Website 0.05
 Campus Decor 2
Services
Mattress 0.15
Hospitality 0.15
Manpower 0.15
Business Events 4
Provision for Contingency at approx. 10% 5
TOTAL ESTIMATED PROJECT COST 55

9. Summary Milestones
Selection of the Fest Steering Committee May 15, 2019
Blueprint and scheduling of the Fest June 26, 2019
Selection of Shadow Team July 11, 2019
Celebrities Launch/Confirmation September 13, 2019
Marathon October 23, 2019
Collection of entire sponsorship amount January 1, 2020
All approvals from authorities October 28, 2019
Comedy Night November 7, 2019
Day 1 Business and Cultural Events November 7, 2019
Band Performance November 8, 2019
Day 2 Business and Cultural Events November 8, 2019
Bollywood Night November 10, 2019
Deliverables to Sponsors January 13, 2020

10. Assumptions, Risks, and Constraints

SCHEDULE BASED ON FOLLOWING ASSUMPTIONS AND ASSOCIATED RISKS
(a) Entire sponsorship amount of Rs 55,00,000 is received latest by January 1, 2020
(b) Statutory approvals from Traffic Police, BMC and other authorities are approved latest by
October 28, 2019
(c) Event occurs weekend of November 7 to November 10, 2019
(d) Venue of event is XIMB
(e) The events are not affected by any unforeseen events like natural disasters, rains,
celebrity contract breach, etc
(f) The Scheduled event participants and audience are available to attend the fest
(g) The Sponsors will not be breaching the MOU signed and disburse the amount in time
(h) Entire amount is taken as loan from admin and is repaid back once sponsorship amount is
received
(i) Any excess amount will be carried forward for next year fest
(j) Any deficit amount will be taken from college admin

SCHEDULE CONSTRAINTS

(a) A large number of holidays would be in August-November period- the peak activity
period for project execution
(b) Technical rider of the celebrity will be subjected to availability with operation vendor in
Bhubaneswar
(c) Delays in getting approval from authorities is excepted due to Government Policies