The report consists of an in-detail plan of the execution of the Mid-Autumn Festival 2021. The report starts with a brief introduction about the theme and the aim behind the festival, further moving into the stakeholder management plan, the marketing and logistics plan, budget and risk management plan. The report follows a step-by-step plan of how the particular festival will be executed. Various steps have been taking to ensure that the festival is as risk-free as possible with maximum planning and detailing. This report should be followed rigorously by all the planning and executing team members. It is essential that this detail in discussed in depth before finalizing the proposed plan.
Table of content
Stakeholder Management plan
Work Breakdown Structure
Risk Management Plan
The Mid-Autumn festival is an event that is being planned for the year 2021 in Sydney. The festival will present an opportunity for the citizens, local and visiting, to interact with one another within Sydney’s community and engage in fun conversations and activities. This event is focused at improving the cultural profile of Sydney and attract various tourists and other visitors. This event will take place in the month of September, when the weather in Sydney will be pleasant with a tinge of westerly winds (NSW, 2020). The Mid-Autumn festival is inspired from the Chinese Autumn Moon festival, and will mirror a few details of the same. This will not only pay respect to Asian cultures but also promote interactions and formation of bonds amongst various cultures. The festival will be a place for exciting collaboration between various cultural organizations. The festival will not only promote harmony but also celebrate diversity and the right of people to believe in different beliefs. The festival will focus at inspiring people to study other traditions, learn more about them and embrace the unique traditions of different cultures.
This report will briefly state the execution of this particular festival. The marketing and logistical plan, stakeholder management plan, worker breakdown and other such details have been highlighted in this project report. This report needs to be studied by all the organizing team members and followed rigorously. Any changes in the report have to be approved by all the organizing team members.
The Mid-Autumn festival will take place over a period of two days in the month of September 2021. The dates for the festival are the 25th and the 26th of September. The event will take place at one location in Sydney, from morning to evening. Both days will have proper schedules full of various interactive activities, food stalls and performances. The festival will take place at the Arthur Street Cabramatta City. The festival will only occur annually and will be executed only in one location.
The main mission and objective of the Mid-Autumn festival is to foster new connections amongst individuals from various cultural backgrounds along with creating unforgettable memories. The aim is to not visit with peers but to attract individuals and promote conversations with different individuals. Like the idea of a “melting pot of cultures”, this festival will act as a barrier-breaker in between individuals from different cultural backgrounds.
The event will consist of a lantern display that will consist of various lanterns from different cultures. This will set up the atmosphere for the festival and present opportunities for the attendees to click pictures and make memories for themselves. The activities that will take place in the festival will include lantern making competition, live performances pertaining to stories related to different cultures, traditional dance and music performances along with favour other interactive activities. Food stalls will also be present at the festival along with some other stores including ethnic outfits, posters, accessories etc. A proper schedule will be fixed for the entire two days that will be made available to the public so that they can attend various performances according to their convenience.
The Stakeholders of an event are essentially a group of individuals that have a shared interest in any activity or decision of an organization or event (ASQ, 2020). These are individuals that are impacted by any decision that will be taken by the management team of the festival. The stakeholders for the Mid-Autumn festival includes:
For effective management of all internal stakeholders, effective communication, identification and risk planning will be utilized (Smith & Love, 2004).
For management of the external stakeholders, the stakeholders will be divided into groups according to the phases of project management they are a part of and accordingly their value, influence and contribution will be determined (Eskerod & Jepsen, 2013). An effective communication plan and strategy has been formulated according to the phase a particular stakeholder is present at.
Phase 1: Initiation phase: Local Community
The local community will be contacted during the initiation phase. Major interactions will occur in between the community members and the project manager himself where all the essential details about the program will be set in accordance with the local community. For permissions and a few other logistical requirements, the communication will directly happen in between the local community members and the logistical head of the planning and execution team. Since the inputs of the local community are important, they will be taken into consideration (Olander & Landin, 2008). Engagement with the local community will be intact till the execution of the festival.
Phase 2: Planning phase: Sponsors, Stall Owners, Partners
The planning phase will involve engaging and attracting various partners, sponsors and stall owners. The marketing team will be required to attract various individuals that are interested in being partners, sponsors or stall owners for the Mid-Autumn festival and accordingly various contracts will be signed and sealed with the respective parties. Since all the contracts will be finalized and signed by the manager, it is essential to keep the manager in communication with all the updates (Olander & Landin, 2008). It is essential that the beliefs and values of the event planning team resonate with that of the sponsoring companies and partners (Masterman & Wood, 2005). The sponsors and partners will be engaged, subsequently bargaining and finalization of the details will follow and by the beginning of the execution phase the mentioned parties will be disengaged once the stated clauses have been completed. As for the stall owners, the marketing team will have to devise a pitch that will be utilized for the stalls. No bargaining shall be entertained for the purposes of the budget and subsequently, stall spaces will be lent to the stall owners (Masterman & Wood, 2005).
Phase 3: Execution phase: Attendees
The attendees will be engaged by the hospitality team during the planning phase. However, major interactions and communications with the attendees will take place exclusively during the execution phase of the festival. Various target audiences will be engaged for the festival and various strategies will be implemented in order to gain the attention of the potential audience members (Daniel et. al., 2012). Due to the presence of a minimal entry fees, a fixed number of tickets need to be sold in order to ensure that the festival does not collapse (for further information refer to the Marketing Plan). During the execution phase, the attendees need to be engaged properly and efficiently in various activities. Proper communication must take place in between the team members and audience members in order to ensure a positive experience (Daniel et. al., 2012).
The marketing plan has been constructed in order to list down the desirable outcomes of this festival and effectively achieve all of them. A marketing plan is essential not only to systematically achieve the success but also measure the success in measurable terms (Chernev, 2020). The marketing plan for the Mid-Autumn festival will focus on targeting the potential audience members, potential sponsors and partners and the potential stall owners. The marketing team along with the marketing head will be responsible for ensuring that the marketing strategies are properly implemented and in case of any failures, alternate marketing strategies are immediately utilized (Cherney, 2020).
The marketing strategies that will be followed are the following:
The Logistics team and Logistics head are responsible for ensuring that all the logistical requirements are ready before the days of the festival. The Logistics team will be required to submit an estimate of all the expenditure and get it approved from the event manager. Further, every requirement will have to be met by the team and it has to be ensured that all the raw materials are ready on the respective date. The logistical requirements of the festival include:
The budget for this two-day festival has been tentatively estimated depending on the current pricing. However, the budget is required to be properly studied by the finance head and changes should be made accordingly. Measures should be taken to ensure that the budget is not exceeded in any said circumstances.
Estimated budget for the Mid-Autumn Festival:
Total Estimated money spent: $22,000
Estimated money earned by the festival:
Total Estimated money earnt: $28000
An effective risk management plan has been set in case any difficulties are faced by the team members on the days of the festival. This plan should be rigorously followed in order to tackle any disturbances that might be faced during the festival (Reid & Ritchie, 2011). All potential risks have been listed along with the steps that need to be taken in order to ensure that the risks are minimized to a large extent.
Steps to tackle the risk
1. Bad weather accompanied by rain and wind
· The team should ensure that they have thoroughly checked the weather reports for the days of the festival.
· Accordingly, an email and various social media messages should be posted by the team in case the predicted weather is windy in order to caution the audience to dress appropriately and carry the essential objects.
2. Accident of any sort
· Fist aid kits should be immediately ready at all the corners of the festival.
· Along with that, numbers of the nearest hospitals should be ready with all the team members in case of any emergency.
· The team members can also hire a nurse to be available at the festival if the budget allows.
3. Delay in the schedule to any emergency
· Every team member should have a schedule. The hospitality team should ensure that all activities start and finish on time.
· A 15-minute buffer time should be kept in between all activities in case there is a small delay in any activity,
· The hospitality team should ensure that all performers have reported at the venue at least an hour in advance.
4. Food safety
· In order to avoid food poisoning or any related issues, all the food stalls and food materials should be personally checked by the team members before the event.
· The team should also be prepared with emergency medicines and first aid kits in case there are any emergencies.
All the team members should be well-versed with each and every word in this document. It is essential that all members understand the idea behind this particular festival and subsequently put in their best efforts in order to ensure that the Mid-Autumn festival is successful. Mid-Autumn festival is not a one-time festival, but something that should be made an annual ritual in Sydney. However, for that to happen the first Mid-Autumn festival has to be successful and properly received by the local communities and tourists. Since this event involves interaction in between different individuals, there might be a clash of opinions or a brief argument of sorts. These situations have to be tackled carefully by the team members without losing their patience and acting in a very civil manner. This festival is focused at respecting all cultures and rituals associated with said cultures. Hence, it is essential that all team members show tolerance towards the visitors and towards one another. The team members should ensure that no sentiments are hurt throughout the entire festival. In no way should any ritual be discussed or performed without proper information and research. It is also very important that the idea behind the festival is spread amongst the audience members in order to build harmony and unity amongst the diverse crowds.
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