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Transcript of Music Festival
Date: Friday (02/06/2015) evening to Sunday (02/08/2015) afternoon (2 nights)
Musicians / DJs: 3 or 4 main groups and 2 or 3 sub groups per day
Place: Palm Springs (open field)
Other: Serving alcohol (21 years+), raising money (profit) for charity (Heart Foundation)
Project kickoff date: 06/17/2014
Project duration: 8 months
Project A: Location set-up. Includes stages, crowd control, land permit.
Project B: Entertainment. Includes musicians and DJs, food and drinks, contracts and sponsors.
Project C: Business and revenue. Includes marketing and advertising, merchandise sales, project administration, company coordination.
Yuta, Jae, Estelle, Guilherme, Maximilian, Kazuo.
Transportation set-up(including musicians and DJs)
“Setting-up the huge music festival at the right place, on the right schedule, and at the right circumstance.”
Project A's constrain is the schedule. Within this three project, this project A has an important role in terms of basic and fundamental factors. We have to plan in order to avoid the problems. the delay of this project results in the fail of whole three projects.
Land Permission Finish-2/9/15
Web Page Preparation Finish-9/11/14
Location set-up Finish-1/30/15
Crowd Control Preparation Finish-2/1/15
Transportation preparation Finish-2/2/15
1st day Implementation Finish-2/6/15
2nd day Implementation Finish-2/7/15
3rd day Implementation Finish-2/8/15
After making the contract with city government, landowner, and sponsors. We have to up-date the detail of the usage of the land and the scale of the festival to city government and landowner especially. For the sponsors when we finish the detail of the cost estimate and schedule, we are going to send the detail about the benefit for them.
2. Sending mail
We have to send the information about this festival to the neighbors. We must include the information about the time schedule, rules to organize the festival and how to contact us. This information announcement should be sent more than three times to remind them.
3. meeting face to face
communication between fire and police department should occur face to face. I must let them know the situation before the festival. And moreover we must have a close relationship with them in case some accidents happen. Of course monthly sending email is required at latest two months before the festival.
Project B encompasses all of the administration, organization and procurement management for the entertainment provided at the music festival. Entertainment includes musicians and DJs, food and beverages, contracts and sponsors. As this is the essential function of the music festival, it is considered a high-regard and important project to the entire program.
The most significant constraint in Project B is cost. While time and quality can be controlled quite heavily (DJs have a set time according to the day schedule of the entire festival and the quality of the entertainment is already expected), it is the cost which may be of great concern and less easily controlled. This is because the price of hiring certain famous DJs and musicians is quite high. Also, extra entertainment such as rides and photo booths are also extremely costly in nature. The project will need to remain under budget and thus the amount of spending allocated to entertainment will be monitored greatly.
Project Kickoff – 06/17/2014
Food vendors and entertainment vendors contracts established and signed – 7/28/2014
Musicians / DJ’s booked – 10/20/2014
Musicians / DJs contracts established and signed – 12/15/2014
Staff training complete – 1/29/2015
All safety and health checks, inspections, and arrangements complete – 02/05/2015
(Implementation) Festival Day 1 – 02/06/2015
(Implementation) Festival Day 2 – 02/07/2015
(Project End) Post-Festival Wrap-Up – 02/11/2015
C.1.1 Competitor Research
C.1.2 Trend Research
C.2.3 Online Advertising
C.2.4 News Paper and Magazine
C.2.5 TV and Radio
C.3.1.1 Retail Ticket Sale
C.3.1.2 Online Ticket Sale
C.3.1.3 Ticket Sale for Group and Organization
C.3.1.4 Profit Report
C.3.2 Food and Beverage
C.3.2.1 Profit Report
Sponsors: Reunion each 2 weeks to arrange and update advance
Label records and artist: Email and phone interviews each month, unless there’s an emergency or big changes.
Financial Manager: coordinate on daily bases due to the revenue streams of food and ticket purchase.
Cancer Research Foundation: 2 appointments per week
The most important constraint of Project C is quality. Since this project includes competitor, trend and sponsor research, we are required to have accurate and reliable information. These qualities will strongly affect the success of this project. In addition to that, the invitation of sponsor, design of website for ticket purchasing will directly impact on scale of this music festival.
C.3.3.3 Other Shopping centers
C.3.3.4 Profit Report
C.4 Project Administration
C.4.1 Human Resource
C.4.2 Land Renting
C.5 Sponsor Recruitment
C.5.1 Other states
C.5.3 Other countries
Total cost is $ 245,800
Musicians / DJs (around 3 major, 3 minor a day)
Food and entertainment vendors
Transportation and accommodation for performers and staff
In-house health inspection and garbage control
Out of Scope:
Transportation and accommodation for attendees
In-house set up of vendor facilities
Accommodation and transport for both festival days for the musicians / DJs
-Marketing finish - 6/27/2014
-Advertisement finish - 12/10/2014
-Ticket finish - 1/13/2015
-Food and Beverage - 2/3/2015
-Goods - 1/30/2015
-Project administration - To the end
-Sponsors requirement 1/8/2015
-1st Implementation - 2/6/2015
-2nd Implementation - 2/7/2015
-Project finish - 2/11/2015
Food and Beverage Vendors
Total cost is $2,698,800
We are ranking the portfolio as follows:
1. Project B
2. Project A
3. Project C
Project B holds the most significance, because there would be no show without the entertainment, and the organization of this. Additionally Project A ranks second because stage and location is vital towards supporting the entertainment (Project B).
In order to prioritize for Project B, we are willing to sacrifice money and resources from Projects A and C, to support its critical path. No projects can be canceled.
Stake Holder Map