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Liverpool John Moores University

[Document title]

Project Plan for a Music Festival
Word Count: 2,653

ID

Monday 6th April 2020

Contents
1

BACKGROUND
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2

3

4

2
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2

2
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2

2
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3

2
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3

2
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3

2
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3

OUTLINE BUSINESS CASE
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1

ESTIMATED COSTS
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2

TIMESCALES
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3

BENEFITS
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6
4
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6

5

KNOWN RISKS
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7

7

REFERENCES
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13

1

8
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13

8
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16

8
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8
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18

BACKGROUND

A project refers to a value creation undertaking based on a specific mission, which is completed in a given or
agreed timeframe and under constraints, including resources and external circumstances (Maylor, 2010)
...
The 4 phases of project
management are to define, design, deliver and develop
...
In In 2018, 49% of Generation Z (16-19-year olds) attended a music festival,
along with 43% of Millennials (20-39-year olds) (Mintel, 2019)
...
1 billion and the number of jobs sustained by music tourism was over 45,530 (Sweney, 2019)
...


2

PROJECT DEFINITON
2
...
The music festival is being held in Liverpool’s Sefton Park as it is known to be one city’s
premier parks (Liv Gov, 2020)
...
Having a set time frame means expectations are set as to what needs to be delivered, by
when, and how much it’ll cost
...
2%) of festival goers were aged 21-25
(Festival Insights, 2017), therefore the main focus will be for that age
...
D)
...
2 Scope
An efficient scope management is essential for the successful outcome of a project
...
The Project Triangle expresses the triple constraint of cost, time and quality; focusing
on one point of the triangle impacts the other two points (Lock, 2007)
...
g
...
if
the project scope is incomplete or under-assessed there are gaps in the planning phase which will lead to long
term issues while managing the event (A1Startributes, N
...

Key performance indicators of the project are; the project should not be behind schedule by more than 20% at any
one time (Zillcus, 2019); a risk mitigation plan with clear actions and the ability to communicate their decision is

Page 2 of 20

set in stone where All tests and pre-checks will be done during set-up to ensure the safety of all individuals at the
festival; and having good relationships and communication with all stakeholders
...
Another
important function of a festival is to provide additional time and space for attendees to explore
...

There will be a maximum of 10,000 attendees on the site, and an additional 1,536 people working
...
3 Deliverables
Food and drink from local vendors and drinks are all available for extra cost, a few free water stations will be
available in different areas of the festival ground and a number of sanitary facilities
...
The goal is to earn money and that is where the chosen artists and performers
make a difference to promote the festival
...

2
...

Around Sefton Park there are plenty of parking points around the park as well as some on street parking (LivGov,
2020)
...
Often for weekend events, a number of camping tickets are available
...

2
...
The latest completion date is Friday
30th July 2021, after project closure
...
D)
...
6 Interfaces
Shown in figure 3 are the stakeholders which need to be considered for the festival
...
The project manager controls all aspects of the festival,
before, during and after and is the most important in terms of achieving milestones across stakeholders and
management (Aston, 2017)
...
The project team are in control of the budget, marketing,

Page 3 of 20

volunteer recruitment and event evaluation
...

The stakeholder theory agrees that stakeholders are important influential resources and should be treated as
potential sources of risk and opportunity within the project
...
As more individuals and contractors work
together, there’s the increasing chance of miscommunication, lack of communication or the inability to stay within
scope, schedule and budget – proactive leadership from the project manager will lower risks and lead to the
success of the project (ThePD, 2019)
...
Customers
and suppliers need to be kept satisfied; the community, investors, environmentalists and staff all need to be kept
informed with the main details of the project; and the vendors require minimal effort in the organising of the event
...
1 Estimated Costs
The table below shows all expenditure and income of the project
...
72
£2,826
...
90
£37,800
£52,700

Total Expenditure

(Figure 2 & 3)

(Ticket Master, 2020)

= £769,534
...
D)
(Protectivity, 2020)
(Purple Guide, 2004)

£19,200
£30,000
£2,000
£1,500

(Soundstage One,
N
...
D)

£260,000
£102,000
£16,000
0

Page 4 of 20

Staff*
Project manager
Project Team (of 4)
First Aid
Stage Crew
Security
Bar Staff
Income
Money Generated from Sales of Tickets
Food and Drink Concessions
Sponsorship
Refundable bond after event

Total Income

5%
£98,000

(Gilliand, 2018)
(Borough Council,
N
...
90
Included in stage
price
£30,000
£9,000

(PayScale,
2020)

(CSS, N
...
Basic daily site hire costs £5,000/day for 1-7 days duration; £100 booking fee is needed along
with £625 for each set up and de-rid days
...
The stage price includes
extras such as lighting and set up costs, as it takes 2 days to set up and 2 days to load down, meaning a fee of
£2,500
...
As a general rule of thumb, one security guard per 100 people is needed (CSS, N
...
As of March 2020, the
average pay for security staff was £10 an hour (Indeed, 2020)
...
Budget awareness
is very important to ensure any overspends or potential overspends are identified early (Sherman, 2019)
...

3
...
Often the timeline will be
revised several times over the duration of the project as priorities change and new requests are added to the scope
(Bunner, 2016)
...

July is a popular month for music festivals to take place in Liverpool, ‘LIMF’, ‘Let’s Rock Liverpool’ and ‘Cream
Classical in the park’ being an example of some (Visit Liverpool, 2019)
...
Generally, ‘wrap up’ takes 2-3 weeks to complete; the project manager

Page 5 of 20

is aiming for the festival to be fully completed by 30th July 2021, by this time, post event surveys will have been
sent and received, all photos and videos from the event distributed, full invoices paid and a retrospective meeting
has been held
...
3 Benefits
As stated by Carneiro et al (2011), music festivals are important generators of economic benefit
...
Planning and directing festivals involve many members of the community, which
produce a number of socioeconomic benefits (UoME, 2012)
...
According to a 2019 Event
Marketing Report, 41% of marketers believe that events are the single most effective marketing channel over
digital advertising and content marketing (Kim, 2020)
...
Often food vendors at festivals have the ability to grow their brand
...
D)
...

Effective project managers should be able to negotiate reasonable and achievable deadlines and milestones
across stakeholders, teams and management
...
Many scenarios are common, however being aware of
things that can go wrong gives a chance to put procedures in place to make sure if something does, it won’t
negatively impact attendees experience (Eventbrite, 2015)

4

CUSTOMER QUALITY EXPECTATIONS

Customer satisfaction must be considered as first priority
...
D)
...
Good customer service is one of the most under-valued assets in business (Rosen,
2020), this generally means providing timely, focussed service and making sure needs are met in a manner that
positively imitates on the business (Lozano, N
...
Customers want to feel that they are in a safe environment,
enough staff and security are to be expected; crowd safety usually involves health and safety, fire safety, crowd
management and first aid which relate to risk management
...
Gathering feedback on a regular basis
determines how well you’re meeting customer expectations and use insight gained to make changes to the
approach
...
1 Acceptance Criteria
Customer quality expectations help to identify a more detailed acceptance criteria, which should be specific and
precise
...
80% attendance is to be expected, with the right entertainment offered tickets are expected to sell
out
...


Page 6 of 20

5

KNOWN RISKS

Everything carries a risk; risks can have a significant impact on the project
...
Only 22% of projects are entirely
successful (AMP, N
...
Figure 4 provides a risk analysis matrix which considers risks on the site, risks the event
can create and external risks that are out of anyone’s control but may need to be managed at the event
(Moreland City Council, N
...
Inspection of site and facilities will be made by Environmental Health before the
event is open to the public to ensure the festival complies with license conditions (IOW, 2020)
...
The Health & Safety Regulations 1981 require provision of
adequate and appropriate equipment, facilities and personnel to guarantee employees and non-employees
receive immediate attention if taken ill or injured (HSE, 2013)
...
Events can be cancelled for a
number of reasons that can or cannot be controlled
...
At the end, the project manager will be to blame for not supervising and
managing budget effectively; 1 in 8 projects fail to meet their budget (AMP, N
...
Many scenarios are common,
however being aware of things that can go wrong gives the project manager and project team the chance to put
measures in place to make sure if something does, it won’t negatively impact attendees experience (Eventbrite,
2015)
...
The goal is
to set up a festival in Liverpool’s Sefton Park with the aim to generate profit for the city
...
n
...
Music Festival Management Guide For Event Organisation
...
a1startributes
...

Allianceonline
...
uk
...
d
...
[online] Available
at:

...
co
...

Amber Valley Borough Council, n
...
Common Minimum Standards For All Events
...

Aston,

B
...
Why

Is

Project

Management

Important?

–

The

Digital

Project

Manager
...
com
...
com/why-is-project-managementimportant/> [Last accessed 1 April 2020]
...
, 2017
...
[online] Safe Events
...
safeevents
...

Brown, P
...
(1988)
...
” In A
...
Watson (Ed
...
Fort Collins: US Forest Service
...
, 2016
...
[online] Clarizen
...
clarizen
...

Cleland, D
...
(1986)
...
Project Management Handbook, Second Edition, 275-301
...
n
...
Caple Security Services
...
co
...

Carneiro, MJ
...
(2011)
...

International Journal of Sustainable Development 14(3/4)
...
, 2020
...
[online] Liverpool City Council
...
gov
...

Councillors
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gov
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n
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[online]

Available

at:

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Lecture
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Liverpool John Moores University
...


The

Definitive

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of

KPIs

for

Event

Management
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eventbrite
...
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Eventbrite

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Safety

In

Your

Events

Venue

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Eventbrite

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eventbrite
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uk/blog/fire-safety-ds00/> [Last accessed 6 April 2020]
...
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The New Era Of Concert & Music Festival Sponsorships - Eventbrite
...
eventbrite
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Gajanan, M
...
How Music Festivals Became A Massive Business In The 50 Years Since Woodstock
...
Available at: ...

Gilliland Construction Management
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d
...
[online] Available at:
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Goldstein, A
...
How Brands Can Work With Festival Sponsorship
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Available at:
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com/article/333113> [Accessed 30 March 2020]
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UK
...
Rest Breaks At Work
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gov
...

GOV
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n
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Entertainment Licensing
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Gray, C
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Health and Safety Executive, 2013
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[online] Norwich:
TSO
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Who

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Customer

In

Project

Management?
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inloox
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Insights,

F
...
The

UK

Festival

Market

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Available

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[online] The Atlantic
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1 Stakeholder Analysis Matrix

Page 13 of 20

Page 14 of 20

Page 15 of 20

8
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3 Insurance Cover

Page 16 of 20

Figure 3

Page 17 of 20

8

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Title: Project Management - Project Plan for a Music Festival
Description: Project Plan for a UK Music Festival THIRD YEAR / FINAL YEAR ESSAY 1ST CLASS GRADE ATTAINED

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