Management Case Study About Organizing Jazz Event (Case Study Sample)

ORGANIZING JAZZ EVENT TOUR
For Best Events Inc.
by
Class:
Course:
Professor (Tutor):
The Name of the School (University) The City and State
The Date
The Purpose and Goal
The objective of this project is to ensure the success of a Jazz musical performance in Switzerland by Best Events Inc. The focus of the project is the successful implementation of this end plan. Plan highlights ways in which the event can take place within the specified time and resource limits.
The scope of the project revolves around the planning, implementation and coordination. Its challenges includes making time, effort and resource estimates CITATION pro12 \l 1033 (project management guru, 2012). The purpose of this project is to meet the business objectives for Best Events Inc. The management plans to host a global Jazz festival at the Montreux Jazz Foundation. This is a global event targeting an audience of 1000 Jazz fans. Effective management calls for the assignment of responsibilities and keeping the stakeholder interest as a best practice.
Brainstorming
New Zealand is a popular location for the event and this makes it easy to market the event venue. The performers are available, the announcement of dates is underway and. The final event of the tour marks the completion of the project. The end of the project is parallel to the clearance of the accounts at the end of the project. Consideration for the effective management and coordination optimizes on portfolio management for the performers and the professional employees CITATION Las10 \l 1033 (Laslo, 2010).
Planning
At this stage, the design of a work structure highlighting the planning, supervision and coordination CITATION Zwi04 \l 1033 (Zwikael & Globerson, 2004). This prevents disappointment in the project. The following are the deliverables:
* Confirmation of the Participants
* Workers contracts signed
* Booking of the entertainment equipment
* Organizational support services and applications
* Quality control
Activity

Time Schedule

Cost

Target Returns

Plan development

10-20th Oct

$10.5m

$200m

Budgeting and Procurement

27 Oct-1st Nov

$5.7m

N/A

Staffing

5-10th Nov

$1.7m

N/A

Communication/Marketing

11-20th Nov

$1m

$32m

Event ( performance, catering, security, logistics)

19-20th Nov

$7.5m

$80m

Risk Management

10th Oct-21stNov

0.83m

N/A

Figure SEQ Figure \* ARABIC 1 : Activity plan with time schedule
The stakeholders in the project are suppliers in event services, caterers, and employees. The government of Switzerland, Best Event Inc. Jazz performing artists, local entertainment and the business community are the major stakeholders CITATION Cla89 \l 1033 (Clark, 1989).
Scheduling
This is a plan whose completion is within the set period. The event planning starts on 10 October and lasts for ten days. The procurement process and staffing follow next. The communication and marketing plan starts on 11 November and continues onto the 20th of the same month. The event is set on the 20th. The plan take full force for a period of one and half months.
Budget Control
The creative team, technical team and marketing control most of the budget. The whole project costs about $27.23m. A contingency kitty caters for any deficits. The project expects to raise over $200m with advertising and performances raising the largest amounts. The Gantt chart ensures that project remains within the schedule and within the budget limits CITATION Gan12 \l 1033 (Gantt Chart, 2012). Suppliers play a significant role in the success of the plan CITATION Cla89 \l 1033 (Clark, 1989).
Project management team
The success criteria adopted makes use of the management support and the alignment of the project for success CITATION Atk06 \l 1033 (Atkinson, Crawford, & Ward, 2006).
Planning is important because it saves time, resources and it helps to align the right skills in the right tasks CITATION Ben10 \l 1033 (Bendoly & Banchrach, 2010). The budget for this project includes estimations based on stakeholders and the workflow. This is a project done within a controlled environment therefore it features the classification of roles, tasks, risks and management costs.
SWOT
Evaluating the strengths and weaknesses helps to prioritize the projects CITATION Bjo10 \l 1033 (Bjornar, 2010). Coordination units need to compare the pros and cons for opportunities and threats in the planning and function s of the global event. Best Events Inc. is a leading event’s organizer in music performance and live events. This regional brand has a reputable brand name, the necessary structures and employees. The Jazz event is not the first in the region and Switzerland is a popular destination for the performance. However, it faces security threats as terrorism affects the global management strategies.
Project Tools
Work Breakdown Structure (WBS)
In order to breakdown the work schedule into smaller components. Liaising with the stakeholders in the project is necessary because it predicts situations. For a good outcome, a distribution of the work, milestones, costs and tasks through a hierarchy helped to reduce project milestones into control points.
Figure SEQ Figure \* ARABIC 2: WBS for Best Events Jazz concert
Risk Management
Some of the risks the even prepares itself for include changes in weather patterns and skills deficit. Unexpected events like skill deficit. The WBS helps to break down the risk into manageable and possible areas. From the table, it is possible to classify the technical risks into smaller categories such as black outs, function delays, schedule mix-ups and reservation issues. This saves costs because it is clear to view who is in charge and the money allocation segments for specific tasks CITATION Cla89 \l 1033 (Clark, 1989).















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