PROJECT MANAGEMENT

ACADEMIC YEAR: 2020-2021 / 2nd Semester

FINAL ASSESSMENT: PROJECT

TOPIC: PLANNING A PUBLIC EVENT

Project title:

“EVENT PROJECT MANAGEMENT. Case study: ………………..” (mention

the event type).

Project structure:

1. Introduction (max. 2 page)

An argument about WHY did you choose to plan a certain event

(market context – 1-2 phrases), WHICH is the main purpose of this
event and WHERE/WHEN will it take place.

Mention the EVENT TITLE and the role of each team member inside the
project.

You can try to the idea of event by:

- Having in mind a dream of creating a certain type event and

checking if something similar exists
- Analysing a certain market and seeing that a certain event is
requested by the public.

Mention the OBJECTIVES of this event using the SMART technique (4-5
objectives) and the OUTCOMES (RESULTS) that you hope to register the
end of the event.
 2. Market context (max.3 pages)

Expand on why this event should be created.

Focus on the NEEDS of the market and the COMPETITION (identify

other similar events).

Build a SWOT analysis for the best example of an existing event (from
the same type) that you can find (even if it is NOT a direct competitor
for your event). If the event is not included in the COMPETITION section
above, please provide a short description of the event (max.1/2 of a
page).

3. Analysis of Target Market (max. 1 page)

Think about who will be your public? Make a CUSTOMER PROFILE.

Describe the MARKET SEGMENT that could be interested in this
event: Where do they come from, how wealthy are they (if it
matters), how easy/difficult is for them to attend the event, what can
you say about their lifestyle, mentality, personality?

4. THE EVENT PLANNING

4.1. Activities

Create a LIST OF ACTIVITIES (in a logical and chronological order)

that should be done in order to organize the event:

- searching for the money, for the collaborators (safety and security
measures), for the suppliers, for the human resources
 (employees) which will perform the project activities, searching
for the location
- searching for the public that could be interested in attending the
event
- planning and attending team meetings from time to time to
discuss about how things work
- negotiating and signing contracts with collaborators (celebrities,
artists, suppliers)

4.2. Time planning

Each activity from 4.1 should be placed on a certain moment (or

period which can vary from one day to several months).

Create the Gantt chart connecting the activities with the time.

4.3. Communication strategy

DESIGN a LOGO for the event and explain its meaning.

Create a SLOGAN/ MOTTO for this event (to attract the public).

Decide on the COMMUNICATION TOOLS AND CHANNELS that

you will use (traditional: TV or radio commercials, billboards,
flyers; or online tools: online ads, newsletters, e-mail campaign,
online banners, social media ads).

Mention the PERIOD OF TIME for the communication campaign,

the audience reach rate, frequency for the ads and commercials,
number of pieces for flyers, billboards, and so on).
 Motivate your choice making the connection with the target
market. Don’t forget about viral marketing – a very efficient tool!

4.4. Budget plan

Present as detailed as you can the COSTS for this event (costs for
people involved, for equipment, materials, services etc.). Don’t
forget about the communication campaign costs!

Mention the FINANCIAL RESOURCES you will use for this event
(sponsors, own budget, tickets).

4.5. Deliverables

Clear results delivered based on the activities.

5. POTENTIAL RISKS
Identify all kind of RISKS that could appear during the project
planning and organizing and then during the event. There could
be issues related to the financial aspects, human resources,
natural causes, unexpected problems.
Provide SOLUTIONS for diminishing the risks.

6. Monitoring activities
Explain how will be monitored and controlled the tasks
accomplishment and the people. Focus on the monitoring
TOOLS/METHODS, FREQUENCY of controlling, PEOPLE
responsible for monitoring.
Mention the MILESTONES of the project organizing.
 7. SWOT analysis of the project

8. Appendix: Project Charter

TECHNICAL ASPECTS:

Text: TNR/ARIAL, 12, Spacing: 1.5

Margins: 2.5 cm (top/bottom/left/right)

Header: containing the logo and the name of the event.

Cover page: project title, team (students’ name), affiliation

(institution, study program, year of study), group no. for each student

Table of contents: chapters and pages

Project text

References (according to Harvard style)

Appendix