BM522 Project Management Plan - London Marathon Foundation Event
Dear project manager,
I believe that this report finds you well. I have developed a comprehensive project management plan for the London Marathon Foundation open-air fitness event in partnership with XX charity. This plan is framed to align with LMF's organisational goal underscoring their commitment to promote healthy and active lives for people across the UK.
Task 1:
This event's primary objective is to enhance the awareness of LMF and honour their function as project major funder for promoting individual well-being and physical activity. This poses alignment with the company mission that focuses on increasing voice in support of an active lifestyle for all.
| Project Deliverables | Description |
| Proposal about the event concept | Supplying detailed records that outline the proposed concept for the program of open-air fitness including activity engagement and thematic element approaches |
| Developing a plan for stakeholder engagement | Strategic plan demonstrating stick holders' involvement including XX charity, greenhouse sports and LMS throughout the project. This is incorporated with regular updates feedback sessions and meetings |
| Proposal for budget allocation | A detailed budget breakdown for the program covering all expenses such as equipment marketing participant amenities and benefits is supplied. That budget needs to allow company constants and financial guidelines |
| to Plan for event marketing | Implement and develop an online register system for all participants to maintain an efficient and smooth registration procedure |
| Plan for event logistics | Comprehensive plan framing for event logistical aspects including participant flow, emergency protocol, safety measures and venue setup |
| Inclusivity initiatives | Different initiative implementation for maintaining the program is inclusive and accessible considering participants' diverse abilities, backgrounds and demographics |
| Post-event report | Detailed documentation on event outcomes that summarize all the elements including challenges achievement recommendations and lessons learnt for further event |
In project methodology selection it is need to carefully consider events' dynamic nature while maintaining flexibility. In this aspect, agile methodology is proposed due to its adaptive and iterative initiation permitting for continuous adjustment and improvement founded on stakeholders' feedback.
This methodology is selected for its inherent capability permitting the entire project to quickly respond to the evolving market in unexpected and requirement challenges (López-Alcarria, Olivares-Vicente and Poza-Vilches, 2019). The event's dynamic nature demands a suitable methodology that helps in accommodating adjustment without altering project success. On the other hand, this methodology holds a strong position in emphasizing open and regular communication with diverse project stakeholders (Alsaqqa, Sawalha and Abdel-Nabi, 2020). Providing the London Marathon Foundation's collaborative nature with greenhouse sports and XX charity is essential for making involvement and gathering feedback that is valuable for meeting organisation goals and stakeholder expectations. On the other hand, agile integrative characteristics help in promoting continuous development throughout the project life cycle, especially in the aspect of the event in that participants' preferences and engagement May be enhanced. Continuous retrospectives permit the project team to include experienced lessons with increasing events' overall quality
Numerous research underscores agile methodology's successful implementation in maintaining large-scale events. For intense this methodology is used for the Olympic games help to enhance events' adaptability toward evolving circumstances and meet stakeholders' expectations. Research conducted by Beerbaum, (2021), demonstrated that this methodology helped in increasing project outcomes in the aspect of stakeholders' satisfaction and adaptability and flexibility to evolving priorities. On another note, the corporation LMF also previously used this principle in their event execution and planning to help in ensuring large-scale event-associated complexity management.
Task 2:
Figure 1: Network diagram
(Source: Self-developed)
Above network diagram helps in emphasizing the crucial path for LMF's open-air fitness event. It clearly addresses all tasks that are involved in the project. The utilize note demonstrates arrows and the task denotes dependency between project tasks. This diagram also included milestones and task duration highlighting task sequence that reflects overall project duration.
Figure 2: Gantt chart
(Source: Self-developed)
The above Gantt chart demonstrated projector duration as a bar on the timeline that clearly demonstrate dependency between tasks. This gan chart includes fundamental deliverys and milestone. The project timeline is 71 days.
Task 3
| Stakeholder | Interest | Power | Management Strategy |
| LMF Team | High | High | Make collaboration in continuous communication and engagement with supplying detail update on project outcome and progress. Seeking for approval and input on main decisions |
| XX charity | High | Medium | Developing transparent communication channel to make engagement. Main collaboration on supplying even details and aligning initiative for inhansing shared goals Keep up to date about the fundamental milestone and enhance engagement during decision-making process |
| Local community | Medium | Low | Conducting an outreach event in involve and inform the local community Identifying in concerns and maintenance minimal disruption Representing the positive influence of the program on the community |
| Greenhouse sports | Medium | Medium | Establish open collaboration and communication with sharing 11 project information and gathering feedback Alliance initiativeLogistics support and joint funding |
| Participants | High | Low | Incorporated efficient communication channel for providing update and information about events Supplying scope for environment and feedback in certain decision such as activity choice |
| Event managing team | High | High | Motivating with decision making authority in the aspect of domain with supplying regular update about project Fastering transparent and collaborative working environment |
Task 4
Figure 3: WBS
Task 5
| Risk Description | Probability | Impact | Risk level | Risk Management Strategy/Mitigation |
| Uncertain weather conditions | High | High | High | Observing weather forecasting in a continuous manner Have contingency initiative for inter activate with making communication for weather relevant up to dates to participants |
| Technical issue with registering online | Low | High | Medium | Continuous update and monitor the registration system Possessing a backup plan for manual registration in case there is requirement with supplying technical support for participants |
| Minimum participant registration | Medium | High | medium | Incorporating lowest marketing initiative to boost registration with supplying promotional incentive and discounts. Making collaboration with diverse sponsor for enhance outrage |
| Withdrawal of sponsorship | Low | High | Medium | Diversification of sponsorship sources with making a clear agreement with sponsor |
| Inadequate volunteer support | High | Medium | Medium | Hire volunteers in project planning phase with supplying them clear instruction and training |
| Venue availability challenges | Medium | High | High | Alternative plant with developing transparent contract |
| Health and safety relevent incidents | Medium | High | Medium | Incorporated through burst measures and safety protocols with conducting safety drill |
| Technology failure during the program | Low | Medium | Low | Monitoring the technology cal equipment and will Trend technical team for backup plan |
| Participants injury | Medium | High | Medium | Incorporated several risk assessment initiative with supplying safety briefing to all the participants |
| Governmental regulation cahnges | Medium | Medium | Medium | Monitor infor m regulatory transfer formation for maintaining up to date about the regulatory changes |
| Regulatory approval delays | Low | Medium | low | Early starting with approval procedure with handling regular communication with regular authorities |
| Equipment malfunction | Low | Medium | Low | Continuous monitoring in maintaining event equipment and posing backup |
| Participants disengagements | Medium | Medium | Low | Main clear communication and seeking for feedback for maintaining this issue |
| Transportation delays for all project stakeholders | Medium | Low | Low | Supply transparent transportation information with posing contingency plan for any residual concern |
| Negative media coverage | Low | Medium | Low | Establish a robust media relation initiative with identifying any concern |
Task 6
| Quality Expectation | Acceptance Criteria | Quality Specification | Control Measures |
| Financial accountability | Need to maintain the budget within allocated funds 20% | All financial expenses and transaction are recorded and audit continuous manner | Continuous financial audit conducted through independence auditor and finance team |
| Accessibility and incluesity | 100% compliances with maintaining accessibilities standard | Accessibilities standard demonstrated within documentation of the event | Accessibility audit conducted during project planning stage |
| Participants satisfaction | Participants 90% supplies positive feedback about the wind | Analysing the survey feedback with identifying the improvement area | Survey conducted among participants with analysing the result |
| Events safety | Zero safety events occurs | comprehensive safety initiative established | Regular subsiddles are maintained by health and safety officer |
| Schedule communication | Adherence of the communication schedule by 100% | Develop a communication schedule with proper deadlines and milestone and maintaining communication channel | Setting meetings in a week for maintaining all project teams are up to date |
Conclusion
In conclusion it can be stated that London marathon foundation need to consider several aspect for their open air fitness event. The primary fundritiser XX charity needs proper communication. And the other hand effective risk management approaches are crucial for smooth conduction of the event. Evaluation and identification of challenges and opportunities are help to gain knowledge about effective initiative. With applying appropriate risk management initiative and event planner can minimise all potential risk with optimizing programs achievement.
References
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