Introduction
I will organize a FIFA World Cup Party in stadium “ Veltinsarena” in Gelsenkirchen, Germany on 11th July 2010, the day FIFA world cup ends in south Africa.
The theme of the party will be Peace and Harmony. This theme is selected keeping in mind the violence which is taking place all over the world among different communities and countries. This theme will be given shape by having a band of international appeal, international food, multiple colors, guests from all over the world, using multiple flags in the stadium and number of other things as well.
Justification
FIFA world cup is being held in South Africa this time and there are a lot of people all around the world who want to watch the football world cup and celebrate but are not able to get Tickets or Visa to South Africa to watch the event.
Hence FIFA World Cup party will be organized on 11th July 2010 with a view to get participation from all over the world and football loving countries like Arab countries, Eastern Europe countries, Asian and African Countries. This will be multicultural even where citizens of different countries can watch the finals live, support their teams and at the end of the match celebrate in a big manner. This will be like a potpourri where different culture and come and merge which their love for football acting like a catalyst.
Stadium “ Veltinsarena” in Gelsenkirchen, Germany has been chosen because it is accessible from all parts of the world. At the same time this is one of the most modern football stadium of the world with a roof which can cover the stadium in case it rains. Apart from the expandable roof stadium has all the amenities one can need while relishing a football match.
Stadium also organizes hockey grand prix apart from football.
Facilities
The seating arrangement in the stadium are of the world class quality and the seating capacity is huge. Special arrangements are made in the stadium to handle huge crowd (60, 000 ) during football matches. Stadium already has good arrangements for eating in the form of 15 restaurants, café houses, grilling stations.
It also has a Beer line connected with a brewery nearby, resulting in the huge capacity of the stadium to serve beer to more than 50, 000 people at a time.
Figure 1: Stadium Layout
Assumptions
The following assumption have been made while planning for the event
This will be a half a day event. It will start before starting of the match.
The stadium has number of huge screens where football match could be watched
Tickets will be required to attend this event
Venue could be used to organize such kind of events
Present time is Feb 2010
Feasibility Study
These kind of parties are organized at various places in the world during major sports events like Olympics, Football world cup and Ice hockey events etc though on a little smaller scale. But the concept is not a new one. Hence to organize event of this kind will be a tough but not impossible.
Project Description
Organize a FIFA world cup party on the day of FIFA World Cup finals being held on 11 July 2010 in South America. It will attract people from all over the world who will celebrate this occasion together in peace and harmony.
Mission Statement
To ensure that all the guests of the party spend one of their best times of life and go back home with great memories of the party.
Project Scope
The following are the activities that are in the scope of the project (What’s In):
Select a Team which will work on the this project
Decide on Ticket Price
Decide on event Theme
Tie up with FIFA
Marketing of the event
Print Advertisement
TV advertisement
Online Marketing
Find Sponsors to fund some part of the event
Invite Celebrities to attract huge crowds
Logistics handling
Find a company to arrange all the logistics
Audio and Lights will be handled by this company
Security Arrangements
Tie up with German Authorities
Decide the food menu
Look for a food catering company
Obtain the rights from the broadcaster to screen the live football match
Select a music band to play songs during the event
The following are the activities that are not in the scope of the project (What’s not):
Designing of Advertisement
Audio System will be taken care by selected band
Critical Success Factors
Getting People from all the world
All tickets sold out
50% of the total budget through sponsorship
Goals and Objectives
Goals
To organize FIFA football party on 11th July 2010
To get participation from people from all over the world
Objectives
Make the venue ready by 7th July 2010 including all the testing and trail runs
Run a huge media campaign in the month of May and June 2010 using all the media
Find Sponsors by 10th March 2010
Start the ticket sale by First June 2010
Milestones and Completion Criteria
Decide the venue and theme of the event
Commitment from Sponsors to fund 50% of the event
Hiring of company to do entire logistics including light and sound
Confirmation from FIFA to make the event more authentic
Confirmation from at least 5 celebrities to attend the event
Hiring of food caterer
Launch of marketing campaign
Start of ticket sale
Completion Criteria
Sponsors on board
Theme of the event decided
Logistics and Food caterer decided
Celebrities confirmations
Assumptions and Constraints
Delay in getting permission from German Authorities on the venue and various other permission
Difficulty in obtaining Visa for Germany particularly citizens of Arab Countries
Security concerns due to scale of event
Marketing of the event is a big challenge due to global scale of the event
FIFA might refuse to have tie-up
Broadcaster may refuse to give rights
Constraints
Operational Constraint
It might be difficult to manage a huge crowd in the stadium. Everyone will expect a royal treatment and will have high hopes which will make it even more difficult to complete the event smoothly. Help from the local administration would be needed to manage the event successfully.
Response Time Constraint
Stating February 2010 preparation time of 6 months might be less when one looks at the various permission that have to be taken to conduct the event successfully. Visa clearances will be tough to obtain by the guests as granting of Visa is a long and slow process.
Financial Constraint
Money will be raised through Sponsors and ticket sale. Hence the budget will be a constraint because ticket price can be increased too much. Too much ticket price may result into low turnout of people which might lead to loses.
HR Constraints
Lots of people would prefer to sit back and enjoy the match rather than working on the final day of the event. Hence finding a manpower on the final day will be a challenge. At the same time this constraint could be handled by going for an advanced Human Resource plan.
Work Breakdown structure (2 levels)
Work Breakdown structure follows the 100% rule. All the work which is not given in the Work Breakdown structure is out of the scope and collectively Work Breakdown structure should form the entire work. Hence it is the most important part of the entire project management planning.
In our case Work Breakdown structure up-to two levels has been shown.
Project Management
Planning
Project Cost and Schedule Management
Project Scope Management
Resource Management
Quality Management
Risk Management
Theme
Decide the theme
Food Menu
Music Band
Layout of the entire space
‘ Approvals
Venue
FIFA
Broadcasting rights
Sponsors
German companies
International companies
Logistics and Food
Find Caterers
Make the Venue ready
Light and Sound
Seating arrangement
Advertising
Hire a marketing and advertising company
International campaign
Website
Ticket Sale
Through Website
Tie up with FIFA
Security
WBS Pictorial Representation
Due to space constraint Work Breakdown structure of only first level is shown
First Level
Figure 2: WBS
Activities
Only major activities are considered in this part to ensure number of activities is less than 40, because too many activities make it difficult to interpret Gantt Chart.
Project Management
Planning
Prepare Project Charter
Project Cost and Schedule Management
Estimate the cost of the entire project
Estimate deadlines of each activities
Create a Gantt chart
Project Scope Management
Prepare WBS
Resource Management
Estimate the different resources required for the project
Quality Management
Develop QFD document
Risk Management
Develop a Risk and Risk Mitigation document
Theme
Decide the theme
Decide the food menu
Selection of Music Band
Approvals
Get the approval to use the venue from the German Authorities
Get affiliation of FIFA
Get the broadcasting rights
Logistics and Food Caterer
Find a Logistics caterer
Find Caterer for food
Advertising
Hire a marketing and advertising agency
Discuss the theme, scale and budget
Review the advertising plan
Launch of advertisement
Ticket Sales
Through Website
Through FIFA tieup
Security
Security drills
Sponsors
Make list of potential Sponsors
Prepare a proposal for sponsorship
Approach sponsors
Organization Chart
Flat structure will be followed to manager this kind of a event with lots of responsibility on the Project Manager. At the same time Project Owner will share responsibilities of Project Manager. Head of each division will be reporting to Project Manager who will further report to Project Owner.
Figure 3: Org Chart
Responsibility Matrix/Human Resource
The following table gives a glimpse of the Human Resources and their prime responsibilities. This list is not exhaustive and only indicates main responsibilities.
Role
Responsibility
Project Owner (PO)
Plan the project
Approval of funds
Review and Signing of the contracts
Theme and Venue
Project Manager (PM)
Plan the project
Coordinate all project activities
Keep track of any changes / new developments
Monitor project progress
Allocating and recruitment of resources
Periodic review of the work
Get all the approvals
Decide the food menu, Music Band
Advertising and Sales Head (ASH)
Identify the agency for advertising
Decide on the theme along with Project Manager and Project Owner
Collaborate with agency to create campaigns
Monitor advertising activities
Handle Ticket sales
Finance Planning Head (FPH)
Budgeting
Arranging Funds and mobilization of funds
Resource Planning and Monitoring Head (RPM)
Hire a Logistics and Food Caterer
Ensure that work is on track on these fronts
Get the stadium ready with food and light
Overlook all the work
Quality Control Head (TQC)
Check & Monitor quality at all stages of the project
Ensure that all technical and qualitative aspects of the project adheres to standards
Sponsorship Head (SOH)
Get sponsors
Relationship management
Security Head (SH)
Make sure everything goes fine during the day of the event
Before event make sure all the property is protected
Project Costing
The following are the major expenditures that will be incurred during the life time of the event.
Salaries
Project Manager, Advertising and Sales head, Finance planning head, Resource planning and monitoring head, security head and quality control head,
Advertising budget
It will be decided based on the ticket price and the money received from the sponsors in discussion with the advertising agency
Cost of Food
It will be decided based on the ticket cost. It will also include the cost of serving the food.
Cost of Music Band
It is the cost that music band will charge for performing during the event
Logistics cost
It will include cost of getting the stadium ready, installing sound and lights, rent of the stadium.
Sources of Revenues
Ticket sales
50% of the total budget money will be collected from the selling of the tickets
Sponsors
Sponsors will have to roped in to recover the other 50% of the cost of the project. Sponsors will get a good place to show case their brands to an international audience.
Merchandize
Selling of merchandize like, T-Shirts, Caps etc at premium price can also serve as a small stream of revenue and will help in meeting some of the expenditures.
Project Scheduling
Activity No.
Project Initiation
Resources
Predecessor
Optimistic time (Days)
Most likely time (Days)
Pessimistic time (Days)
1
Project Planning-Charter preparation
PO, PM
NA
5
7
9
2
Project Scope document preparation
PO, PM
1
3
5
7
3
Project schedule preparation
PM, RPH
2
2
3
4
4
Resource Planning-Team structure
RPH
3
5
7
8
5
Project budget preparation
FPH, PM
3
6
8
11
6
Project quality planning
QCH
5
3
5
8
7
Risk Management planning
QCH
1
3
5
7
8
Project plan approval
PO
4, 6, 7
1
2
3
Activity No.
Project Execution
Resources
Predecessor
Optimistic time
Most likely time
Pessimistic time
9
Selecting the project team
PM
8
1
2
3
10
Approval for project team
PO
9
4
5
6
Theme
2
8
3
11
Decide the theme
PO
8
5
7
9
12
Decide the food menu
PM
11
21
28
33
13
Selection of music band
PM
11
12
15
17
Approval Process
14
Use of Venue
RPM, PM
8
11
12
15
15
Approval from FIFA
PM
8
22
25
30
16
Get Broadcasting Rights
PM
8
22
24
30
Logistics and Food
17
Find Logistics Caterer
RPM, PM
8
20
22
30
18
Find Food Caterer
RPM, PM
8
7
10
13
Advertising
19
Hire an Advertising Agency
ASH, PM
11
14
10
8
20
Discuss the theme, scale and budget
ASH, PM, FPH
19
6
4
3
21
Review the advertising plan
ASH, PM
19
16
8
4
22
Launch Advertising campaign
ASH, PM
21
22
15
12
Ticket Sales
23
Start ticket sale through website
ASH, PM
21
15
6
4
Security Drill
24
Execute security drills
SH
23
5
2
2
Sponsor
25
Prepare list of potential sponsors
SOH, ASH, PM
8
15
9
7
26
Make Proposal for sponsors
SOH, PM
25
9
6
4
27
Approach Sponsors
SOH
26
45
30
20
Activity No.
Monitoring and Control
Resources
Predecessor
Optimistic time
Most likely time
Pessimistic time
28
Logistic and Food Catere Audit
TQC
17, 18
3
3
4
29
Financial audit
TQC
5
4
4
5
30
Legal audit (Contracts)
TQC
17, 18, 19
9
8
6
Activity No.
Closure and Review
Resources
Predecessor
Optimistic time
Most likely time
Pessimistic time
31
Hand Over of the Project
PM. PO
End of Project
Gantt Chart
Quality Plan
Deliverables
Acceptance Criteria / Applicable Standards
1. Business concept Document
In conformance with guidelines of Project Management Body of Knowledge for formal concept documentation.
2. Risk management document
Risk Management document should deal with probability of occurrence, severity, detection possibility, and mitigation strategies.
3. Project Proposal
Project Proposal should Include: 1. Project Scope 2. Objective 3. Justification 4. Resource estimation 5. Financial projections 6. Project Milestones
4. Approval and clearances
The following approvals are required
German Authorities
FIFA
Broadcasting
5. Budget Document
This document should contain all budgetary constraints and allocations, Cost analysis, and cost structure, resources to which budget is allocated.
6. Logistics Caterer
Logistics caterer should at least 10 years of work experience and minimum 5 years experience
Preference will be given if it has done projects on the similar lines in the past
7. Food Caterer
Food caterer should at least 5 years of experience in this industry and should have good reputation in the market place.
Food Caterer should specialize in serving cuisines of different countries.
Music Band
Music band with universal appeal irrespective of political boundaries
Advertising Agency
It should have minimum 10 years of experience
Preference will be given if it has done projects on the similar lines in the past
Sponsorship proposal
Clear value proposition for the sponsorship money being requested, Crisp, Personalized
Risk Management
Risk Estimation and Quantification
Sl. No
Risk Description
P(Occurrence)*10
Severity
A priori detection possibility
Final RPN Score
1
Permission for Venue
5
10
2
100
2
Visa clearances for guests
7
10
5
350
3
Human Resource constraints
5
6
3
90
4
Lack of interest from Sponsors
8
10
2
160
5
Refusal from FIFA to get associated with the event
7
6
5
210
6
Refusal from Music Band at last minute
3
10
9
270
7
International Terrorism event
1
10
9
90
Risk Response Development
Sl. No
Risk Description
Response Type
Owner
Response
1
Permission for Venue
Mitigate
PM
Approach well before time through contacts in Government
2
Visa clearances for guests
Accept
PM
Provide evidence to the German Authorities related to Visa Clearance well in advance about the organization of event
3
Human Resource constraints
Mitigate
Respective Heads
Hire people well in advance
4
Lack of interest from Sponsors
Mitigate
SOH
Hire talented Sales head who can sell the event
5
Refusal from FIFA to get associated with the event
Mitigate
PM
Refusal from FIFA to get associated with the event
6
Refusal from Music Band at last minute
Accept
PM
Keep a back up of local bands
7
International Terrorism event
Accept
PO, PM
Keep a contingency plan ready
Monitoring & Control
Activities
Methodologies
Timelines set for various activities are being met
Weekly updates from all the members who hold key positions
There are no cost over-runs
Weekly updates from all the members who hold key positions
Project milestones are being met.
Complete review of the project on a fortnightly basis
There is no scope creep
Strict adherence to the WBS document
Negotiations and awarding contracts to various vendors are happening in a fair and transparent manner
Internal Audit Mechanisms
The quality acceptance standards defined in the Quality Plan are being met
Comparing the procedures being followed with the Quality Plan Document
Project Closure
Objectives
Checking whether all the criteria for success have been fully met
Resolving all the open ended issues
Documenting the best practices and key learning for future use
Communicating all the stakeholders about the project closure
Demobilization of resources
Resource Management
The project manager and the entire team can be deployed for a new project
Deployment is possible only after meeting the criteria of completion
Issue Management
Documenting all the issues encountered, which can be used in future projects
Resolving all the issues with Vendors and Contractors as per the contract document
Make an alternate plan for those unresolved issues after getting inputs from the concerned team
Risk Management
Document all the risks which are avoided/mitigated during the project
Document all the risks that might occur in the future
Provide a risk mitigation plan for all the identified risks in the future
Quality Management
Review whether all the guidelines specified in the manual are followed
Preparing a comprehensive Quality Manual
Document all the key challenges encountered during the Quality check in all the stages
Communication Management
Document all the feedbacks and comments received during the course of the project
Initiate a communication plan to inform that the project is formally closed
Communicating all the stakeholders about the project closure
Stakeholders Expectation Management
Document all the expectations which are met in time and the ones which the team is not able to meet in time
Use the issue management documents for resolving issues during the closure of the project
Initiate a Communication plan among all the stakeholders to share their expectations
Conclusion
The document gives insight into how to go about the planning of a FIFA World Cup party keeping in mind the scope of the entire event and sources of revenues. Objectives to be achieved and various milestones which will be achieved during the course of the project are also listed. Organization structure has been created to handle this event management project and responsibilities of various positions is fixed. After creating the work breakdown structure various activities to be performed in order to make the event successful are listed down and scheduled.
Various budget items are discussed without discussion of actual cost which might vary depending on the circumstances. Then various risk have be identified and prioritized and comprehensive risk management plan is developed to handle the risk. Quality plan is also provided to make sure certain level is maintained in the way activities are done.
In the end project review and closure have been given to make sure proper handoff and demobilization of resources happens at the time of end of project.
