BM522 - Project Management: Open-Air Fitness Event Plan Assignment Sample

Event Planning Insights for BM522 – Project Management

Task 1: Essential Elements for Successful Project Execution

Project Objectives

• The objective is to stimulate and encourage individuals throughout the United Kingdom to engage in sports and physical activities, with a particular emphasis on highlighting the significance of an active lifestyle in promoting both physical and mental well-being.
• The objective is to enhance the reputation of the London Marathon Foundation and XX Charity by highlighting their endeavours in advancing community health and fitness via focused advertising and marketing strategies.
• The establishment of an inclusive atmosphere that fosters engagement in sports and physical activities among a heterogeneous population encompassing persons of varying ages, skills, and backgrounds is of paramount importance. This can be achieved through the organisation of a personalised event that caters to the numerous interests and requirements of these communities.
• The objective is to generate financial resources and assistance for XX Charity utilizing interactive events and sponsorships, furthering the organization's objective of advocating and facilitating active and health-conscious lifestyles.

Project Deliverables

Methodology Justification for the Project

The Agile methodology offers significant benefits in the management of intricate events such as the London Marathon Foundation Open Air Fitness Event, owing to its adaptable and iterative characteristics.

The imperative of adaptability

The intrinsically variable characteristic of event planning frequently necessitates prompt and efficient modifications (Menezes et al., 2020). The flexible nature of Agile methodology enables continuous planning and iteration, facilitating the ability to adapt to evolving stakeholder requirements and unanticipated external circumstances. The team's flexibility enables them to adapt their methods effectively as required.

Progressive enhancement is a web development approach that involves designing and building websites in a way that ensures basic functionality and content accessibility for all

The Agile methodology encourages step-by-step improvement, which is well-suited for the layered planning needed for an event(Ullah, 2019). This methodology facilitates the methodical enhancement of diverse components of events, including marketing strategies, team collaboration, and attendee involvement.

Collaboration and communication are crucial components in various academic and professional settings (Ullah, 2019b). Collaboration refers to the process of individuals or groups working together to achieve a common goal.

The emphasis placed by Agile on collaboration aligns with the imperative to engage in inclusive work practices that involve a wide range of stakeholders (Kumar Ranjeet and Sinha, 2023). The cultivation of effective communication and collaboration is crucial for facilitating the coordination of activities among the LMF, XX Charity, Green House Sports, sponsors, and the wider community (Proquest, 2022). The concept of proactive risk management refers to the practice of identifying and addressing potential risks before they occur, to minimise their impact on an organisation or project. The iterative cycles and feedback mechanisms employed by Agile methodologies are advantageous for the early identification and resolution of risks, which is a crucial element in effectively managing the uncertainties associated with event planning, logistics, and the overall experience of attendees (Rotondo and Quilligan, 2020). The use of a proactive approach is crucial in effectively managing the intricacies involved in the successful execution of live events.

Task 2: Critical Path Analysis and Project Duration

Figure 1: Network diagram

The activities comprising the critical path, which are represented by values of zero slack, are as follows: 1, 2, 4, 5, 6, 7, 10, 12, 13, 14, 15, 17, 18, 19, 20, 21, and 22. The total number of days allotted for the undertaking is 71.

Task 3: Stakeholder Analysis and Strategic Engagement

Stakeholder Analysis

The stakeholder analysis conducted for the open-air fitness event arranged by the London Marathon Foundation reveals the intricate nature of stakeholder management, which is assessed and categorised based on the power and interest matrix. The LMF, Greenhouse Sports, and XX Charity, being influential and highly invested entities, play a pivotal role in ensuring the success of the project (Linkdin, 2019). It is imperative to maintain ongoing and comprehensive communication with these organisations to ensure that their needs and expectations are fully integrated into the project's planning and execution. Although the Project Management Team operates within the organisation, it can be classified within the high-power, high-interest category, necessitating effective coordination and continuous communication.

However, it should be noted that while the event staff and participants play a crucial role in ensuring the seamless execution and overall attractiveness of the event, they are typically classified as stakeholders with limited decision-making authority but high levels of interest. An alternate communication strategy is needed that prioritises information sharing and involvement over strategic guidance. Local authorities play a significant role in the regulatory landscape, making them crucial stakeholders with considerable influence (Tevapitak and Bert Helmsing, 2019). As such, it is necessary to adopt a communication strategy that is specifically tailored to address their compliance-related concerns. Sponsors and media entities require a well-designed strategic communication strategy that effectively manages varying levels of influence and interest. This plan should aim to strike a harmonious equilibrium between providing possibilities for visibility and involvement while also ensuring regular and timely updates.

Task 4: Musical Festival by Bucks Students Union

Figure 1: Musical Festival by Bucks Students Union

Task 5: Identifying and Mitigating Key Event Risks

Conclusion

The strategies for risk mitigation that have been covered are comprehensive and involve taking proactive measures to address any unfavourable outcomes. It is assumed that each party is successfully handled and communicated with based on their interest and level of influence by conducting a thorough stakeholder analysis. Tight control protocols and clear acceptance standards ensure that the event meets and exceeds the targeted quality standards. With these well-considered tactics and a solid operational and communication structure, the event is well-positioned to achieve its objectives. This will ensure a safe, well-managed fitness program that advances the LMF's goal of encouraging wellness and health across all demographic groups.

References

• Bodyfelt, M. (2022). A Reflection on Stage Managing at the University Level. [online] ir.library.oregonstate.edu. Available at: https://ir.library.oregonstate.edu/concern/honors_college_theses/tq57p021z [Accessed 8 Nov. 2023].
• Kumar Ranjeet and Sinha, K. (2023). Science, Technology and Innovation Equity and Inclusion in Electric Vehicle Sector. Integrated Journal for Research in Arts and Humanities, 3(5), pp.15–39. doi:https://doi.org/10.55544/ijrah.3.5.2.
• Linkdin (2019). Greenhouse Sports - Developing young people through sport on LinkedIn: Greenhouse Sports is an inspirational charity that helps young people…. [online] www.linkedin.com. Available at: https://www.linkedin.com/posts/greenhousesports_home-greenhouse-sports-activity-7122551597028495360-Bedw [Accessed 8 Nov. 2023].
• Menezes, A., Lima, R.M., Aquere, A.L. and Amorim, M. (2020). An Adaptation of SERVQUAL for Events Evaluation: An Environmental Sustainability Addon. Sustainability, 12(18), p.7408. doi:https://doi.org/10.3390/su12187408.
• Proquest (2021). Crisis Management Strategies for Sustaining Organizations During a Crisis - ProQuest. [online] www.proquest.com. Available at: https://search.proquest.com/openview/3c30965930774021c97bac8a7c90d8d1/1?pq-origsite=gscholar&cbl=18750&diss=y.
• Proquest (2022). Ibero-American Short Films Online as Indicators of (Trans)Nationalism in Web 2.0 - ProQuest. [online] www.proquest.com. Available at: https://search.proquest.com/openview/17e256cbc313ec39ac029922fed15243/1?pq-origsite=gscholar&cbl=18750&diss=y [Accessed 8 Nov. 2023].
• Rotondo, A. and Quilligan, F. (2020). Evolution Paths for Knowledge Discovery and Data Mining Process Models. SN Computer Science, 1(2). doi:https://doi.org/10.1007/s42979-020-0117-6.
• Suvathi, S. (2020). Factors affecting sports sponsorship alliance formation. Chulalongkorn University Theses and Dissertations (Chula ETD). [online] doi:https://doi.org/10.58837/CHULA.THE.2020.436.
• Tevapitak, K. and Bert) Helmsing, A.H.J. (2019a). The interaction between local governments and stakeholders in environmental management: The case of water pollution by SMEs in Thailand. Journal of Environmental Management, 247, pp.840–848. doi:https://doi.org/10.1016/j.jenvman.2019.06.097.
• Tevapitak, K. and Bert) Helmsing, A.H.J. (2019b). The interaction between local governments and stakeholders in environmental management: The case of water pollution by SMEs in Thailand. Journal of Environmental Management, 247, pp.840–848. doi:https://doi.org/10.1016/j.jenvman.2019.06.097.
• Ullah, R. (2019a). Agile Analytics: How organizations can benefit from the agile methodology for smoother delivery of data-driven analytics projects. kola.opus.hbz-nrw.de. [online] Available at: https://kola.opus.hbz-nrw.de/index.php/frontdoor/index/index/year/2019/docId/1918.
• Ullah, R. (2019b). Agile Analytics: How organizations can benefit from the agile methodology for smoother delivery of data-driven analytics projects. kola.opus.hbz-nrw.de, [online] 165(52). Available at: https://kola.opus.hbz-nrw.de/index.php/frontdoor/index/index/year/2019/docId/1918 [Accessed 8 Nov. 2023].