The project report conducts an in-depth analysis of the Portsmouth Festival of Lights, which is scheduled to be staged between 1st November and 3rd November 2020. The project team that compiled the report applied project such management tools as the Work Breakdown Structure, the Gantt chart, the analytical estimation technique, the modified waterfall model, and the iron triangle to conduct research on the project requirements, project activities, timescales, cost estimates, and success criteria. The report outlined the project objectives and the ways how the Portsmouth City council could attain them when organizing the festival. After the analysis of the event requirements, budget, timescales, financial benefits, and non-economic benefits, taking into account success criteria, the project team gives the following recommendations to the city council:
- I. Since the project will take place only in 2 years, the project team, which compiled the report, should manage its preparation because it comprises professional and experienced event organisers.
- II. The Portsmouth City Council should use three different locations for the event whereby each location will be utilized to stage the event once during the three days of the festival. The artistic display should be conducted at the South Sea Castle on the first day of the event, the Hot Walls on the second day, and the Portsmouth Guildhall on the third day of the event. The reason to use these three locations is to ensure that visitors move around the city and spend their money to boost the economy of the island.
- III. The city council should adopt the budget for activities and budgetary allocations for sponsors, because it is not above 3.000.000 and it also has a surplus of 112.500 that could be applied to cover any unexpected expenses that might arise while preparing the project.
- IV. The WBS, Gantt Chart, and the analytical estimation technique, which are project tools, will facilitate the perfect execution of the project.
- V. It is of great significance to ensure that the required finances are prepared on time, which is July 2020. The availability of the 3.000.000 budget will facilitate the activities of the festival and ensure that it performs well.
- VI. It is imperative to mobilise adequate security personnel that could ensure the event is well secured, and any incidences that might arise will be dealt with appropriately. Security is a crucial factor for the success of the project, because any form of chaos or disorder could result to the bad reputation of the city. Due to such reasons, the city could be denied to host international festivals in the future.
- VII. The project objectives must serve the demands of all stakeholders to ensure that they all contribute to the success of the project.
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Portsmouth Festival of Lights
1.0 Project Brief
The Portsmouth City Council would like to stage a unique ‘Festival of Lights’ that is expected to run from 1st November to 3rd November 2020, which will commemorate exceptional progress of the city in the UK. The largest lighting festival in the UK, which showcases astounding artworks by the UK’s exemplary artists, is expected to display the phenomenal iconic buildings and culture phenomenal the city. Moving and still artworks are to be projected on historic and iconic buildings around Portsmouth, which will help the city attract more people who are expected to spend money on the event, as well as attend local businesses. Over the years, the ‘Festival of Lights,’ which is a significant arts spectacle has proved to be successful across the country where it has attracted thousands of spectators. For instance, in 2011 more than 150.000 spectators attended the similar festival in Durham and contributed more than 4.3m to its economy (Giordano & Ong, 2017). The county council and culture authorities in Portsmouth would like the city to reap both high financial and non-financial benefits by attracting many visitors and tourists to the event, which could act as a massive boost for the city.
The city council requires a comprehensive plan, as it will host the largest festival of lights. It should be noted that the city council is inspired by the success of similar festivals organized in London and in Durham where there were about one million people. As much as the Portsmouth city council can replicate plans used in other cities, it needs to think out of the box to make the event much more successful and memorable than those in other cities. The project plan has an in-depth work breakdown plan, required timescale, budget, forecasted revenues, projected financial benefits, expected non-economic benefits, and success criteria. Each component of the project plan is further outlined using project planning tools or estimation techniques, as well as the justification for the necessity of such tools. Therefore, the plan will help the council to have a clear picture of the requirements, constraints, certain problematic issues, costs, schedules, marketing strategies, and revenue generation techniques. The plan will also assist the city in staging its own kind of ‘Lumiere Festival of Lights’ that will display the phenomenal architecture of the city and attract approximately 300.000 people.
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The project objectives have been outlined below in a detailed manner to ensure that the event will be successful.
2.0 Work Breakdown Plan
2.1 Work Breakdown Structure
A work breakdown plan or Work Breakdown Structure (WBS) is a project deliverable that splits project tasks into smaller sub-components (Harrison & Lock, 2004). The WBS is a significant project deliverable that structures numerous tasks of a project into sections that are easy to manage. It is a hierarchical decomposition of the project scope that entails the various tasks to be carried out by a project team to attain the set goals and objectives. The WBS acts as the foundation of project planning, because it can help determine the needed resources, estimate the required duration, and schedule the level of work at hand. The WBS facilitates the summing of subordinate tasks, costs, materials, and other resources into higher tasks and materials where each description of the task acts as a system breakdown framework. Therefore, the WBS will help the city council acknowledge the significance of planning, capture task requirements, and identify the tasks involved.
2.2 Project Requirements
The requirements for the project include the identification of the ideal locations for the event, the type of artworks to be displayed, lighting security measures, entertainment, marketing strategies revenue generation strategies, and businesses to partner up with, such as cafes and restaurants. The spectacular event is expected to inform people about Portsmouth, as well as its sightseeing and citizens. Unlike previous events in Durham and London, which were free, the visitors should pay ten pounds to be allowed to attend the holiday in Portsmouth (Giordano & Ong, 2017). The event should be conducted at different locations around the city that include the South Sea Castle, the Portsmouth Guildhall, and the Hot Walls. These locations will act as the backdrop for the creative pieces of art. The purpose of various locations application is to ensure that the visitors move around the city and spend their money to boost the economy of the city. Lighting displays and installations can be done on the iconic buildings around the city, such as the Emirates Spinnaker Tower, the Cathedral of St. Thomas of Canterbury, The Point, the Round Tower, and the South Sea Castle. As Portsmouth is an island, it provides a perfect landscape for artistic shows, lightings, and fireworks displays. The lightings will create a nocturnal trail of art through the city, which will engage the phenomenal architecture to create a perfect display. Therefore, many people would like to explore the urban landscape of the iconic island. The highlights for artistic works include a painting of a 3D elephant staged slightly above the city by Top’la and an interactive model by renowned artist Rafael Lozano Hemmer. Moreover, the event will turn the city into illuminated artworks that will make it a world-class festival through a mix of spectacle and technology. Therefore, the project requirements need to be turned into various activities that will be discussed in the WBS.
2.3 Project Activities
The activities include assessing the viability of the chosen locations factoring in their advantages and disadvantages. Different types of artistic works will be displayed at various locations during the three-day event. The artistic display will be conducted at the South Sea Castle on the first day, at the Hot Walls on the second day, and at the Portsmouth Guildhall on the third day of the event. The locations will act as backdrops for different pieces of art that portray a high level of creativity. Budgeting the funds is a major activity that will guarantee the success of the project, because all resources should be allocated appropriately to ensure everything runs smoothly as planned. Lighting displays should be done carefully whereby iconic buildings can have different lighting colours that capture well the landscape of the island and the phenomenal architecture. The entertainment activities can include performances organized by various musical artists, and games to make the festival a thrilling event. Currently, the musicians that could help to attract many people to the festival include Sports Team, Young Fathers, and Charlie XCX. The musicians should be booked in advance, and if they are not available, other famous artists in the UK could replace them. The games at the event will be for different age groups, including children that are below nine years, and children that are nine years and above. The games for children under nine years include the Holiday Train, the Spinning Berry, the Cars Double Slide, the Beagle Belly Bounce, the Pirate Ship Bounce, the Zoo Fun Time, the Mickey Mouse Bounce, and the 12’ Fun Slide. The games for children nine years and above will include the Mega Obstacle Course, The Vortex, Extreme, the Jr. Double Slide, the Polar Bear Slide, the 4-Person Wizzer, the Jump for Fun, the Candyland Bounce, the Hungry Hippo, the vertical obstacle course, the Jumbo Dome Bounce, and the Hamster Ball. The games for adults will not be provided, because most of the adults attend to enjoy the artistic displays, performances, and other activities. A marketing campaign could use various platforms to advertise the event through social media, print media (magazines and newspapers), and digital media (television and radio). One of other main activities, which are of great significance, is the provision of security at the event to eliminate all forms of threats, such as terrorism and hooliganism that might arise and cause the loss of hundreds of lives. Therefore, security should be enhanced by having 800 police officers at the event and 200 private security personnel. The project team will should mobilise enough security personnel to manage the event successfully. Professional event organisers will be needed to ensure the smooth running of the project from its beginning to its end, which should be the project team.
The project team will also have to look for sponsors to facilitate other activities of the event, because the 3 million pounds cannot be allocated to all the activities outlined above. For example, the official sponsor of the event could cater to all the expenses that could be incurred by performing musicians. The games could be sponsored by different organisations in Portsmouth and other parts of the UK. The sponsors will be allowed to advertise their products during the event, which will enable to reach out thousands of people that will attend it and millions that will watch it through television and the internet. On behalf of the city council, the project team will write letters of invitation to the interested sponsors. Since the tickets for the three-day event will be sold for three different locations in the city, they should be priced in a manner that could make the city council maximise revenues and make profits from its initial expenditure of three million pounds. Any company or business should also be allowed to advertise their products at the event but at a certain fee in case they do not sponsor any part of the project.
The diagram below is the WBS:
- Festival of Lights
- Information gathering
- Request letters
- Offer letters and Sponsorship negotiation
- Raising Funds
- Portsmouth Festival of Lights
- Promotions (marketing strategies)
- Performers Advertisements
- Games Ticket sales Sponsors
- Portsmouth University
- County Council
- Businesses (cafes and shops)
2.4 Strengths and Weaknesses of the WBS
The strengths and weaknesses of the WBS should be analysed to ensure any problematic issues will be handled or solved appropriately. Sutrisna, Ramanayaka, and Goulding (2018) assert that the main advantages of the WBS are that it boosts productivity, has detailed steps, enhances transparency and accountability, suites well for time estimates and cost allocation, risk identification, and allows the monitoring progress (p. 15). The WBS structure improves productivity, because it enables the identification of skills and resources required to accomplish the project. The skills identification allows determining the skills required and the right number of people needed to complete the set task or project. The availability of the required resources increases the productivity of the project team. The detailed steps will help the project team to carry out each task appropriately and meet the needs of all stakeholders. It also shows the relationship between the activities, steps, and requirements, which makes it easy for the project team to handle ambiguities through clarifications. The tool also facilitates transparency through the numerous details of each undertaking that makes it easy to manage huge projects. It also points individual responsibility for the team members and makes them accountable for any issue that arises. Transparency is enhanced, because everyone is aware of what the other team members should do and their progress. It facilitates efficient delegation, which makes it easier to identify certain tasks. It is also easier to establish efficient systems training frameworks that can be used to train project team members easily. The WBS is good for the allocation of costs and time estimates for all the project requirements. Moreover, it also creates a good audit trail that can be applied to monitor how the available funds have been used. The time estimates help project teams to create a realistic schedule, as well as a detailed budget that takes into consideration all requirements. The WBS identifies risks in a better manner that can be spotted in the comprehensive details and mitigated appropriately. The WBS also enhances the monitoring progress of all tasks that make it easier to identify any delays and sort them out on time. The faster identification of the sources of delays ensures that all the project tasks are accomplished on time.
The WBS has several disadvantages. Firstly, it needs continuous monitoring of all the activities and thus increases work burden. Secondly, it can create conflict in the implementation of activities that overlap each other. Thirdly, it is too detailed. The WBS needs all-time monitoring of activities to ensure the success of the project. It should be noted that the entire project can fail due to the interdependence of different activities. It also increases the work burden because of the numerous activities that arise from using the structure. The WBS also creates conflicts in the activities that might overlap one another, thus leading to a lot of confusion and the failure of the project. Lastly, the disadvantage of the WBS is that it is difficult to develop and use because it is an overall summary of the project and requires many details.
The project uses the waterfall lifecycle model to run various programs, which include requirements, specifications, design, build, and test. The waterfall project lifecycle can help to identify project requirements and convert them into different manageable tasks. However, each phase of the project cycle must be completed before moving on to another one, and it does not allow overlapping, which means that it is a linear sequential flow. The model is applied in all kinds of projects where one phase is used as inputs for the next phase. The first stage entails gathering the needed information and making analysis of all possible project requirements that should be documented appropriately. All the requirements for the project have been outlined above under the WBS needs. The project team will be required to gather relevant information about the different project requirements. The process of information gathering should be conducted holistically to ensure that each factor is captured and decisions are made based on the analysis of comprehensive facts. The specification phase involves outlining the exact needs of the project. There must be no ambiguous requirements to confuse during the design phase. The waterfall model should serve well the project due to its advantages that clarity, simplicity, and manageability.
The disadvantages of waterfall model include its inability to accommodate changes in the requirements and failure to foresee future challenges. The challenge can be mitigated by means of other project management tools, such as the WBS, which can be modified whenever it is necessary. However, the project team has adequate time to plan the project. It can ensure every requirement is considered in advance and contingency measures are put in place to overcome various risks and uncertainties. The model is also unable to identify the risks and uncertainties that can make the project to slow down, because certain tasks should be repeated, which means a waste of financial resources, as well as time. The project team will adopt a modified waterfall model to avoid the waste of time by repeating certain tasks. The WBS will also enable the project team to consider all the weaknesses portrayed by the waterfall model.
3.1 Timing of Activities
The project involves numerous activities that need to be outlined in a timescale to ensure each task will go well. The project team will use the Gantt chart to showcase the project activities and their respective durations. The first phase of the project is devoted to the requirements that entail listing project needs, information about specific tasks, and time to complete each project activity. The project requirements have already been outlined above under the WBS. The project team should gather information about the different tasks that need to be carried out. The process of information gathering can take a maximum of three months where it will be documented appropriately for decision making. The information to be collected include the assessment of the viability of the chosen locations and highlights for artworks, the ways how to raise revenues for the event effectively, event promotion techniques, the ways how to attract sponsors and audience, types of lightings for different buildings, staging performances, the viability of the chosen games, the suitability of the chosen musicians, the efficiency of the event security, and other requirements of the project. Information gathering will run from December 2018 to February 2019. The next activity will be writing a request letter to the owners and government institutions that have the chosen buildings at their possession in order to seek their approval to showcase certain lightings and paintings on their premises. Request letters also have to be written on behalf of the city council by the project team to the owners and government institutions for them to guarantee the use of their premises to carry out the art event. They are expected to inform about their decisions within one month, which will make the activity take place in March 2019. The offer letters also have to be written to different sponsors to state if they have an interest in supporting the event and the kind of support they can offer to the project. The offer letters need to outline the different activities of the project, the amount to be used, and advertisement platforms the sponsors will be privileged to use. The sponsors are expected to give their feedback within three months. The entire process of writing offer letters and receiving feedback is expected to last between April 2019 to June 2019. The project team will also meet the potential sponsors and try to convince them to participate in the event, as they drop the offer letters. After having got the sponsorship offers with their feedback specifying their facilitation for the event, the team will focus on raising three million pounds for the event. The process of raising the required funds can take a maximum of one year, which will run from July 2019 to July 2020. The funds will be raised from contributions provided by the Arts Council of England, the Hampshire county council, grants, Portsmouth University, and business sponsorships. The promotion activities, such as advertisements and selling of tickets, will occur between August 2020 to October 2020. The games will be set up during the month of October. Security and implementation plans will be conducted from August 2020 to October 2020. The acquisition of musicians will be conducted from August 2020 to October 2020. The musicians will be booked by the end of September 2020. They will be asked to sign performance contracts. Fitting of artworks and lightings will be conducted in October, which will take about one month. After all preparations have been done, the festival will proceed from 1st November 2020 to 3rd November 2020.
3.2 Gantt Chart
The table below shows the project activities
|Gantt Chart Implementation Stages||DURATION (days)|
|START DATE||END DATE||DESCRIPTION|
|12-1-18||2-1-19||Information gathering and documentation||60|
|3-1-19||3-31-19||Request letters to the owners of premises||30|
|4-1-19||6-30-19||Offers to sponsors||89|
|7-2-20||10-31-20||Marketing / promotion||119|
|10-1-20||10-31-20||Fitting of lightings||30|
|10-1-20||10-31-20||Fitting of Artworks||30|
|10-31-20||11-3-20||Reporting, feedback, and enhancement of operations.||3|
3.3 The Justification for Gantt Chart
The Gantt chart has various advantages as a project management tool. It presents a clear picture of complexity that helps to showcase all the activities and the duration of specific tasks, thus making it easy to present project activities and schedules (Slack, 2014). It is also easy to represent tasks, milestones, projects, or sub-tasks visually through a graphical representation. The Gantt chart clearly portrays dates and times frames. It also helps project teams to visualise plans by timeframes and dates, which makes it easier to manage teams. The chart makes it easier to ascertain project status. Conversely, the disadvantages of the Gantt chart include the tediousness to update and manage the chart. It takes a lot of time to create this chart. The size of the bar fails to portray the amount of work at hand and frequent updates. In addition, it has incomplete visibility of projects tasks (Sharon & Dori, 2017). The size of the Gantt chart bar indicates the period that certain tasks can take to be accomplished, but it fails to capture the intensity of these tasks. Therefore, it cannot ascertain the number of resources needed to perform certain activities. A long bar in the chart can portray the intensity of the task, which is not the actual case. The chart needs to be updated continuously if there are any changes in project plans and activities. The disadvantages of the chart can be overcome by means of other project management tools, such as the WBS, which could supplement the weaknesses of the Gantt chart.
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A breakdown of costs for the budget allocation includes up to 3 million, including support provided by the Hampshire County Council, the Arts Council of England, Portsmouth University, Business sponsorship, and grants. There will be a penalty for cost overruns. The proposed budget for the event is provided in the table below:
|Project team set up and facilitation||200.000|
|Request letters and negotiations||1.000|
|Looking for sponsorship||1.000|
|Marketing/ Promotion (advertising)||300.000|
|Fitting of Lightings||250.000|
|Payments for artworks||1.250.000|
|Revenue collections costs (ticket sales)||15.000|
|Setting up games||70.000|
|Performances by musicians||300.000|
|Other event entertainers, such as deejays, masters of ceremony, and other performers||200.000|
|Funds set aside for uncertainties||112.500|
Budgetary allocations to potential sponsors are outlined in the table below:
|Activity||Amount||Sponsor allocated to costs|
|Project team set up and facilitation||200.000||Hampshire County council|
|Request letters and negotiations||1.000||Grants|
|Looking for sponsorship||1.000||Grants|
|Marketing/ Promotion (advertising)||300.000||Portsmouth University|
|Fitting of Lightings||250.000||Arts Council of England|
|Payments for artworks||1.250.000||Business sponsorships|
|Revenue collections costs (ticket sales)||15.000||Hampshire County council|
|Setting up games||70.000||Portsmouth University|
|Performances by musicians||300.000||Portsmouth University|
|Other event entertainers, such as deejays, masters of ceremony, and other performers||200.000||Portsmouth University|
|City beautification||100.000||Business Sponsorships|
|Funds set aside for uncertainties||112.500||Hampshire County Council|
4.1 Estimation Techniques
The estimation techniques that the project team has used are bottom-up (analytical) where the project costs are derived using a detailed WBS. This technique can set the estimates related to the amount of work to be done, required duration, and costs at each task level that are used to sum up the estimates for the entire project (Robinson, Abbasi, and Ryan, 2018). Consequently, the following technique is ideal for complex projects that have numerous tasks or activities. Unlike other estimation techniques, such as parametric or historical that rely on data derived from secondary sources, which makes it difficult to reconcile with the actual scenario, this technique does provide the wrong estimates. The great advantage of the following technique is its accuracy, because it uses real-time data that can be used to derive new estimates whenever there are changes in conditions. The disadvantage of the above-indicated technique is its complexity. It is worthwhile noting that it requires a high level of expertise to ensure that it is utilised well. Besides, it also takes a lot of time to conduct the required analysis.
5.0 Financial Benefits
Various economic benefits can arise from the Portsmouth Festival of Lights that will change the status of the city. The main financial benefits from the event include ticket sales, expenditure by visitors, the increase in foreign exchange earnings, the provision of entrepreneurial opportunities, the creation of employment opportunities, and the contribution to revenues of the government. The Festival of Lights in Portsmouth will be the first main light festival in the island that will rival other international festivals, such as the Berlin Festival of Lights, the Vivid Sydney, the London Festival of Lights, and the Durham Festival of Lights. The event will engage many international artists who in their turn attract thousands of people that will spend their money in the city. The three-day event is expected to attract over 350.000 people who will pay for the tickets to attend all the performances organized in the city. Therefore, the project team expects to sell at least 1.050.000 tickets during the three-day event. Each ticket is to cost about 10 pounds. This festival will enable the city council to raise approximately 10.500.000 pounds. Tourists at the event are expected to be at least 25.000 people. They will generate income through their expenditures, such as hotel booking and purchase of various products. Their expenditure can facilitate the generation of adequate revenues that could be used to finance the growth of businesses and other sectors of the economy within the city. The expenditure made by foreigners will bring about foreign exchange earnings for the city that will boost its economy and spur growth due to the high demand for local currency in the city. The high cash flow circulation that will be caused by the high expenditure of the guests will make businesses to earn higher revenues during the event, which is referred to as a guest or tourism multiplier effect.
The contributions to revenues of the government can be either direct or indirect. The direct contributions could be generated through the taxes levied on ticket sales. The indirect government contributions could be generated through the value-added tax that will be obtained from the visitors’ purchases of goods and services around the city. The numerous activities that will be undertaken in the city during the festival will create numerous short-term job opportunities. Due to the high number of visitors, many businesses will require extra workers to enable them to handle the increased workload. The event could create over 10.000 short-term jobs for 72 hours. Therefore, such jobs can help many people, especially the youth, make extra income. The informal employment opportunities include jobs, such as drivers, street vendors, informal guides, and others.
The event will showcase the beauty of the city to the world, which can make it an ideal tourist destination that will attract thousands of people around the world. The increase in tourism activities can significantly contribute to the economic activities of the city and facilitate its economic growth and development. An increased rate of tourism will help the city diversify its sources of income and make it stop relying on few industries. The additional revenue to the city council through ticket sales and taxes could be used to finance the infrastructure of the city, thus resulting in the growth of its economy. The festival will also create entrepreneurial opportunities for new business people, especially the youth. They will be capable of selling certain products and services at the event, hence generating high revenues through high sales volumes. Therefore, the festival will enable the city to generate more revenues that will enhance the state of its economy.
6.0 Non-financial Benefits
The event will also bring about non-financial benefits to the city. These benefits include promotion and preservation of city culture, cultural exchange between guests and city hosts, civic involvement, and pride in certain cultural and environmental values. The function will promote and preserve the city’s culture that can be portrayed well throughout the event. It will also facilitate cultural interactions that can lead to the exchanges and integration of cultures between the hosts and the guests during the event. The massive advertising campaign aimed at popularising the event by the city council will significantly contribute to civic involvement and promotion of certain values that define Portsmouth residents. The festival will foster the preservation and conservation of natural resources, which can bring about eco-tourism. This will also lead to revitalisation and beautification of the city, because the city council will want to present a perfect natural scenery to the guests. It will also provide opportunities for voluntarism, because the project team will recruit some people to perform certain tasks on a pro bono basis. This measure will instil good moral virtues in people, especially the university students who will be approached by the project team to participate in the process. Fortunately, the team has sufficient skills that enable them to use necessary tools and strategies with ease.
8.0 Success Criteria
The success criteria for the project comprise the benefits that get realised, the satisfaction of stakeholders, iron triangle (time (schedule), cost, and scope), safety, strategic alignment, political goodwill, as well as architectural and artistic compliance. Therefore, the project team will strive to go beyond the established success criteria to guarantee success of the event. The iron triangle, which is the first success criteria, will be used to ascertain the project schedule, costs, and project scope that should be attained. For example, all activities of the project should be accomplished within the established deadlines to ensure everything turns out well. The completion of an activity on time and perfectly will be regarded as a success. However, finishing of a task past the set deadline could be taken as an opportunity for the project team to learn from the mistakes that lead to the delay and enhance their future performance. The costs for all the activities need to be within the budget estimates. Generally, the entire project should not the budget of 3.000.000, which will be considered a success for the project. The scope of the iron triangle refers to the project objectives re set by the council that should be attained at the end of the project. The objectives were to create a WBS, timescale, the budget for activities, budget allocation to sponsors, financial benefits, and non-economic benefits that have been outlined extensively in the project plan. The appropriate implementation of all the set objectives by the project team will act like the success criteria for the iron triangle scope. The safety of the project can be measured regarding the level of security accorded during the event. Any threats should be handled by the security experts guarding the event. They are to be able to stop any chaos that might arise. Strategic alignment implies that the project is in line with the demands by stakeholders and can satisfy them appropriately. For example, the advertisement platforms should be able to satisfy the sponsors to be approached where they can reach their target customers and create full awareness of their products and services, which should, at the end, increase their revenues and profits due to an increased demand for their services and products.
Political goodwill refers to obtaining the approval of the project by the city council, and support provided by the Hampshire city council. The attendance of the event by the county leaders can be considered as a form of supporting it.
Artistic compliance refers to displaying works of art that can be approved by the Art Council of England. The images should not spark any form of controversy that might result in the dismal performance of the event.
Architectural compliance implies ensuring that the artistic works and lightings on the buildings and other premises meet the required structural standards and do not pose any danger to the audience.
After analysis of the event requirements, budget, timescales, financial and non-economic benefits, and success criteria, the project team gives the following recommendations to the city council:
- 1. As the preparation of the project will last for two years, the project team that has developed the report should manage it. It should be stressed that the project team comprises very experienced and sophisticated specialists in organizing different types of events.
- 2. It is also recommended to use three different locations for the event whereby every location will be utilized to stage the event once during the three days of the festival. The artistic display should be conducted at the South Sea Castle on the first day, the Hot Walls on the second day, and the Portsmouth Guildhall on the third day of the event. The reason to use the three different locations is to ensure that guests and citizens move around the city and spend their money to boost the economy of Portsmouth.
- 3. The city council should adopt the budget for different activities and budgetary allocations for sponsors because it is not above 3.000.000. It also has a surplus of 112.500 that would be applied to cover any unexpected expenses that could arise during the project.
- 4. The WBS, the Gantt chart and analytical estimation technique should be used as project tools that will facilitate the ideal project execution.
- 5. It is of great importance to ensure that the required finances will be mobilised on time – by July 2020. The availability of the 3.000.000 budget will facilitate the activities of the festival and ensure that it will perform well.
- 6. The mobilisation of adequate security personnel will ensure the festival will be well secured and that any incidences that might arise will be handled accordingly. Security is a crucial factor for the success of the project, as any form of disorder or chaos can result in a city’s bad reputation.
- 7. The project objectives should follow the demands of all stakeholders to ensure that they all contribute to the success of the project.
10.0 Project Summary
Portsmouth Festival of Lights is expected to be an international event that will attract over 350.000 thousand each day during the three-day event. The project team expects to sell at least 1.050.000 tickets during the three-day event that might raise 10.500.000 for the city council. The city is expected to gain economic and non-economic benefits that will enhance its global image and even make it not only one of the best tourist destinations in the UK, but also an ideal location for different international festivals. However, the project team faces constraints that should be addressed to ensure that the set objectives are met precisely. The logistics of the event are very complicated due to the complexity of the festival that attracts thousands of spectators not only from the UK but also from other parts for the world. The project report is a comprehensive paper that will guarantee the success of all activities outlined above.
The application of project tools was to enable the project team to evaluate the set objectives and derive plans on how to attain them. For example, the use of the WBS helped to ascertain all the requirements for the team along with their respective activities, as well as the ways how they can be attended to professionally. The Gantt chart helped to attain the project of timescale, because all the activities have been allocated to adequate time needed to accomplish them. The justification for the application of each project tool has been outlined appropriately. Moreover, the project team discussed all the strengths and weaknesses of each tool in detail. The project management tools are also compatible whereby the weaknesses of one tool can be covered up by the strengths of another tool. For example, the Gantt tool fails to capture the work details or intensity of a certain activity that is well elaborated under the WBS. This makes it easier for the project team to address all the issues in a holistic manner where all perspectives of a certain issue are taken into consideration. This helped the project team to identify potential issues that might arise and the ways that can be used to solve them. The project has a long timescale of two years, which is sufficient time to plan and implement it successfully. The project team can also attend the Festival of Lights 2019 in Durham where it can provide insights on how to further modify or improve the project plan. The project team will also be able to identify potential risks and uncertainties and create strategies to overcome them. The project team should stick to the proposed budget and budgetary allocation to ensure that the project scope is achieved. The estimation technique used in the project gave accurate estimates of the required funds for each activity. The project budget has a surplus of 112.500 that can be used to cater for the inflation in prices or any changes in economic conditions, as well as cover unexpected costs that might arise during the project preparation.
The festival will confer monetary and non-monetary benefits that will enhance the economy and welfare of Portsmouth. The marketing strategies must be implemented appropriately to ensure that the ticket sales hit the set target of 1.050.000 tickets during the three-day event. The success criteria will measure performance against the set targets. The project team should implement activities, as outlined in the plan, to ensure that they meet the set standards of success criteria. In conclusion, the project plan will enable the Portsmouth Festival of Lights to be a successful event, because it will enable the project team to attain all the set objectives, satisfy all stakeholders, and attain both financial and non-financial benefits.