Event Project Plan

Film Festival - Live Action

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Table of Content

1. Event Overview .............................................................................................................................. 3

Event Introduction (Heather)............................................................................................................ 3
Team Introduction.............................................................................................................................. 4
2. Event Requirements (Emily) ........................................................................................................ 5
Stakeholder Identification ................................................................................................................. 5
Stakeholder Analysis ........................................................................................................................ 5
Event Aims and Objectives .............................................................................................................. 7
3. Event Scope ................................................................................................................................... 8
Event design (Ahmed) .......................................................................................................................... 8
Marketing Planning (Aishah)............................................................................................................ 9
Facebook ................................................................................................................................................ 9
Instagram ................................................................................................................................................ 9
Promotional Strategies ......................................................................................................................... 9
Creative Brief........................................................................................................................................ 10
4. Event Resources ......................................................................................................................... 10
Cost Estimating (Bronwyn) ............................................................................................................ 10
Cost budget (Bronwyn) ................................................................................................................... 12
Cost control (Bronwyn) ................................................................................................................... 13
Sponsorship (Petra) ........................................................................................................................ 14
Human Resources (Heather) ......................................................................................................... 15
5. Event Schedule (Julia) ................................................................................................................ 15
Event Milestones ............................................................................................................................. 15
GANTT Chart ................................................................................................................................... 16
Run sheet.......................................................................................................................................... 16
6. Event Risk (Ahmed) .................................................................................................................... 16
Risk identification requirements and techniques ........................................................................ 17
Risk Analysis .................................................................................................................................... 17
Risk Responses ............................................................................................................................... 17
7. Conclusion (Petra) ....................................................................................................................... 19
8. List of References........................................................................................................................ 20
9. Appendices ................................................................................................................................... 22

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1. Event Overview

Event Introduction (Heather)

The event chosen is a film festival to showcase the talent of filmmakers within both
Arts University Bournemouth (AUB) and Bournemouth University (BU) students, with
a focus on Live Action films to differentiate from the animated film category. The event
is a private screening, made possible by students and staff from the university being
the only attendees. This is done to enable students to be able to submit their films for
awards maintaining the films ‘Premiere Status’, a common requirement from awarding
bodies. Students and staff members were approached to aid promotion to their
students for submissions, culminating in 10 submissions with a runtime ranging from 5
minutes to 25 minutes and theme ranging from war to dark comedy. The event will take
place on the 2nd April at 19:00 in the Allesbrook Lecture Theatre on Talbot Campus,
with a post event networking session booked at Dylan’s Bar from 10pm onwards.

Our festival is being branded as a special event which is defined as being an

‘opportunity for an experience outside the normal range of choices, or beyond the
everyday experience’ (Getz 1997). Both AUB and BU on occasion, hosts film evenings
which are dedicated to one film and no additional entertainment. The ability for us to
call the festival a special event pertains to the involvement of more than one film, added
entertainment and food and drink. To further this, the reason we are able to coin the
event as a festival is down to the six components from Morgan’s (2008) ‘Prism of Event
Experience’, two of the six areas highlight what the event will consist of, design and
physical operations. The design encompasses the personality of the event, which for
our event is themed around how a film maker produces a film, whilst showcasing
student work. The physical operations, which become physical attributes for us
includes: ticket sales through EventBrite, staff roles during the event, food and drinks,
technology and the run sheet. This then proceeds to provide opportunities for social
interaction and communication between attendees and participants, for our event this
is between AUB & BU students from a range of levels and courses. Furthermore these
opportunities provide incentives for the attendees and participants through personal
benefit and symbolic meaning, within the case of our event, the personal benefit is
identified as the inspiration we hope students can get from our event, along with the

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 post event networking opportunity whereby they can share ideas, or use the crowd to
find support for their current or upcoming projects. Attendees and participants will also
be able to show cultural appreciation through the range of films being showcased. This
is summarised in Figure 1.

PICTURE OF THE FESTIVAL-GOER:

PULL FACTORS

Physical Organisation Event Design

E Ticket Sales Type of films I
X Films/Quiz Professionalism/Quality
Run sheet
N
T Film makers
Technology Decorations T
E Staff Roles Smooth running E
R R
N
Social Interactions Culture N
A Attendees and Participants BU Community A
L Attendees and Staff AUB Community L
I Participants and Staff Awareness
I
Z Inspiration
Z
A
A
T
Personal Benefits
T
I Symbolic Meaning
Inspiration Jimmy’s Iced Coffee I
O New relationships Founder O
N Pride Enjoyment N
Enjoyment Inspiration

PICTURE OF THE FESTIVAL-GOER:

PUSH FACTORS

Figure 1: Film Festival: Live Action, Prism of Event Experience.

Adapted from Morgan (2008)

Team Introduction

The event team consists of following:

Name Area of Management
Ahmed Sadouki Design and Risk Manager
Aishah Helal Marketing and Creative Manager
Bronwyn Challis Financial Manager
Emily O'Shea Operations Manager
Heather Harding HR and Communication Manager
Julia Fleischer Marketing and Promotion Manager
Petra Svobodová Sponsorship Manager
Figure 2: Team members

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2. Event Requirements (Emily)

Stakeholder Identification

Stakeholder theory communicates the notion of a variety of groups that ‘can affect, or
be affected by, an organization’s actions’ (Andersson and Gertz 2008). As a result, it
is important to determine stakeholders that are involved in the event. There are
numerous primary and secondary stakeholders which are identified in Figure 3.
Furthermore, it is effective to explore the significance of each stakeholder. Even though
participants and sponsors are not the largest group, they directly provide us goods in
the form of films and sponsored products for our event which makes them the most
valuable (Reid 2006). As a result, it is crucial to ensure their satisfaction as they greatly
impact the event.

Primary Stakeholders Secondary Stakeholders

• Attendees • Media
• Participants and Filmmakers • BU and AUB
• Sponsors- Jimmy’s Iced Coffee • Other Events
• Supporting Companies- Dylan’s • Emergency Services
Bar
• Event Managers and Organisers
Figure 3: Primary and secondary stakeholders

Stakeholder Analysis

There are numerous stakeholder requirements that need to be managed to produce a

successful event which are listed in Figure 4. Contextual requirements consist of
various regulations that should be followed such as health and safety and accessibility.
Therefore, it is fundamental to research guidelines which can be found in The Purple
Guide and ISO standards and apply them to our event. For example, ensuring our
venue has a ramp for wheelchair access and wearing gloves if handling food. This
reduces the risk of legal or ethical issues and creates a stronger reputation.
Requirements are identified by interviewing stakeholders or using social media polls to
determine how the event would be satisfactory. Communication is important as
participants require a private screening, which highlights how stakeholders can
influence our event. Research states that it is vital ‘to ensure the involvement of these

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actors to build ethical, equitable and successful relationships’ (Todd et al. 2016). In
relation, empathy maps are effective as it allows us to study stakeholders as individuals
and what they need, thus providing a better service. Moreover, it is significant to remain
in direct contact with our primary stakeholders throughout the planning process. This
allows the team to maintain strong relationships so that our event can guarantee
requirement satisfaction.

Stakeholders Requirements How requirements will be satisfied

Attendees • Refreshments • Provide food and drinks during
the film festival.
• Entertainment • Showcase interesting films and
a film quiz in intervals to reduce
• Engagement with the risk of boredom. Also
the Event ensuring that any triggering
issues are clearly stated before
to avoid upsetting attendees.
• Use social media to engage
attendees through polls like
asking if they prefer sweet or
salty popcorn.
Participants • Exposure • Promoting both the films and
the filmmakers on social media
• Networking to show recognition for the
Opportunities participants.
• Hosting an after event meet
• Awards and greet at Dylan’s to provide
the opportunity to network
• Private Screening between students from both BU
and AUB.
• Give out certificates and prizes
to the participants.
• Ensure a private screening by
clearly enforcing the rule that
only students and staff can
attend as well as checking ID’s
before entrance.
Sponsors- • Brand Promotions • Continuous exposure of the
Jimmy’s Iced Jimmy’s Iced Coffee brand and
Coffee • 100 ticket their products on the event’s
registrations social media outlets which is
beneficial for the stakeholder
and the event’s reputation.
• Closely monitor the number of
ticket registrations and make

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 changes to marketing
strategies if not on target.
Supporting • Confirmed number • Send a confirmation of number
Companies- of after event of attendees ahead of the
Dylan’s Bar attendees which is event.
less than 50 people
Event Team • Regular group • Set up weekly meetings and
meetings take note of decisions, roles
and tasks.
Figure 4: Stakeholder requirements

Event Aims and Objectives

Setting realistic and relevant objectives are important as it allows the team to establish
the theme of the event and what the team values. Continuously referring to these
objectives focuses the event team throughout as it provides targets to achieve. The
event objectives are:

1. Showcase University talent and film creativity by presenting 7-8 short live action
films from both BU and AUB students.

2. Connect and build stronger relationships between BU and AUB students.

3. Gain 100 ticket registrations by the end of March.

4. To create a sustainable event by recycling, reusing and reducing event waste.

The event intends to be a celebration of students’ hard work and a recognition of film’s
creativity. In addition, the event proposes to strengthen relationships between BU and
AUB as it will be beneficial for students to gain inspiration from each other. Therefore,
the event aims to provide networking opportunities for students to further develop their
craft. Moreover, environmental damage is an increasing issue, thus the team aims to
execute a sustainable event. The team initially decided to make this event paperless.
This is because printing has been ‘associated with pollution and waste’ (Julie’s Bicycle
2015). The team developed the green event by using sustainable brands such as
Propercorn and local sponsors. Additionally, the team intends to follow BU’s
sustainability policy which is explored in Figure 5.

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 Reduce- • Aim to minimise paper waste by
using electronic marketing only.
• Avoid single use plastic such as
plastic cups, straws and balloons.
• The use of digital films instead of
CD’s.
• Local venue with a range of public
transport to reduce CO2
emissions.
Reuse- • Reuse props and decorations
from the University.
• Any decorations bought for the
event will be donated to film
departments for future use as
they host their own film festivals.
Recycle- • Encourage attendees to use
recycling bins on campus for any
waste.
• Any waste in the venue by the end
of the event will be recycled.
Figure 5: BU’s sustainability policy

3. Event Scope

Event design (Ahmed)

Once the event stakeholders are identified and classified, the next crucial step to
consider is how to create the event design? Event design is vital to an event’s success,
since it gives a better understanding and clearer direction that is easily understood,
and therefore facilitate future improvement if any changes need to be made (Yeoman
et al, 2013).

There are various tools available to choose from when designing a tailored event.
However, for the film festival live action design, it was agreed to use Event canvas by
Frissen and Janssen, along with Service Blueprint Components.

Anni (2017) claims that Event Canvas helps defining the stakeholders’ journey and
expectation. Moreover, it enables collaboration between team members and elevate
visual thinking, however, it does not provide clear suggestions to draw out the journey
experience block, and therefore it was recommended to use Service Blueprint to tackle
the issue.

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Marketing Planning (Aishah)

The main characteristic of creating a marketing plan is to underpin all various marketing
techniques used to provide awareness of the event through various social media
platforms. Furthermore, it also provides support in creating the events poster through
underpinning marketing techniques used in various methods. The logo of the event
identifies the concept of the event. However, the poster provides all information needed
in a readable sight and subsequently informative to the observer. Also, the poster
mentions all social media accounts that are aligned in the poster to identify the insight
of viewers. The color scheme of the poster shows an attractive attribute which is eye
catching to the views by using blue, white and dark grey undertones which are used
for an event as such.

Facebook
Facebook is a social media platform that allows people to be open and connect with
one another. It also allows people to stay connect through communities and makes it
easy to use it as a marketing technique to advertise and publicize an event by creating
an events page.

Instagram
Instagram is a photo sharing app that allows users to access photos through filters,
captions and adds location. It’s also a vital app used because it has various features
such as the question and answer tab and questionnaire polls that help viewers provide
their likes and dislikes. Primary, Instagram is used for the event to observe the needs
of the audience attending the event at the time.

Promotional Strategies
The promotional strategies of the event are accumulated into three strategies. The first
is before the event which the usage of social media platforms such as Instagram
updates through stories and highlights. It also tracks followers through polls and
interactions of viewer usage. It introduces the participants of the event. The second
strategy is the stage of what happens at the present of the event which is using the
function of live video streaming. The final stage is to track feedback of attendees as
well as receives updates of participant achievements and repost stories.

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Creative Brief
“The creative brief provides the creative department with the appropriate guidance to
the development of the creative materials in a succinct and easily comprehensible
form” (Yeshin, 2011). Creative Brief of Film Festival Live Action can be found in
appendices.

4. Event Resources

Creating a sound Project Cost Management System is the first step in budgeting an
event (Nokes & Kelly 2007). This consists of three steps; cost estimating, cost budget
and cost control.

Cost Estimating (Bronwyn)

To begin a project, it is integral to create a Product Breakdown Structure (PBS). This
helps identify applicable cost factors (Kwon & Kang 2019), and helps to see the overall
financial picture in a clear and concise manner.

Figure 6: FFLA Product Breakdown Structure, adapted from Kwon & Kang (2019)

Once the PBS is complete, there are then a group of tasks that each need an estimated
cost. Carstens et al. (2013) suggest, for improved accuracy, to utilise multiple

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estimating techniques. The budget began with heuristic estimating (Carstens et al.
2013), which is used to give a ‘rule-of-thumb’ cost to each area of the PBS.
Simultaneously, the team used the analogous technique, which relies on previous
experience of event managers in the specific project area to know what would need
most financial attention (Carstens et al. 2013).

From there, as the scope for the event became clearer, the team implemented the
PERT Technique (Williams 1995) to help find more accurate estimations. For example,
when looking for popcorn, market research was completed across three supermarkets,
finding three products from each supplier. Then, using Williams’ (1995) weighted
average algorithm - (O+4M+P)/6 – the estimated price was found and entered into the
final budget estimate. The working for all estimations within the budget below can be
found in full, in the appendices.

Figure 7: Market research and calculations of cost of popcorn across three supermarkets

Due to the nature of the project, scope creep (Lock 2012, Kwon & Kang 2019) is an
area the team are particularly aware of. With a larger working group, and event scope
still in the process of confirmation, it is easy to allow unnecessary expenditure to take

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place. Using Bottom-Up Estimating (Nokes & Kelly 2007, Lock 2012) as the overall
budgeting approach, it has made the threat of scope creep easier to work with. As the
name suggests, working from the foundations of a project and working upwards is a
useful tool for managing scope creep and ensuring all necessary bases are covered,
before adding more frivolous trimmings.

Cost budget (Bronwyn)

The nature of this event means it is running as a not-for-profit event. This effects the
budget as the event does not create any profit or revenue, but simply has costs covered
with the allotted budget. Due to being a month out from the event, the budget remains
flexible and can be found below.

Figure 8: Budget for Film Festival Live Action 2019 as of 1st March 2019

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 Figure 9: Cost breakdown of team members as of March 1st 2019

Cost control (Bronwyn)

Roberts (2007) suggests creating a Product Flow Diagram (PFD), modelled from an
events PBS, to create a chronological order to the execution of tasks. This can help
with budget spend, as the focus is on step one, before the finer details, which can
also help avoid scope creep.

Figure 10: FFLA Product Flow Diagram, adapted from Roberts (2007)

Another tool the team found helpful in cost control was creating a cost schedule. This
gives a clear outline of ‘expenditure distribution’ (Spinner 1992) across the project and
allows the team to see when costs will be going in and out. The cost schedule below

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is modelled off the latest four-week task sheet, created for the month leading up to the
event. The full task sheet can be found in the appendices.

Figure 11: Cost Schedule as of March 1st 2019

Sponsorship (Petra)

The strategy of this event is to provide food, drinks and prizes for free. Partly, the
budget will cover the costs, however, as it is a non-profit event, a sponsorship ensures
more advantages for visitors. The main sponsor Jimmy’s Iced Coffee (JIC) confirmed
to supply prizes and stock for film makers and attendees. The event team chose this
brand based on Hessling’s study from 2018 (p. 140-141) which claims that sponsorship
relationships can only be strong if two parties share values regarding behaviours,
goals, and policies. Figure 11 shows what values FFLA and JIC share.

To maintain a communication with the sponsor, Allen’s 12 Steps to Sponsorship

Success (2016) have been followed. The team makes sure that JIC is well-informed
about its promotional strategy, agrees with content and feels involved. It has been done
so through frequent communication with a person in charge of marketing.

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 Positivism JIC’s slogan: Keep your chin up!
Environment-friendly Vegan alternative, fair-trade, organic, local products
Politics
Health and Wellbeing Dairy-free alternative, no fat alternative, reduced sugar
Sense of Belonging Company culture similar to a student community
Figure 12: Shared values - Film Festival Live Action and Jimmy’s Iced Coffee

Human Resources (Heather)

In order to attain student films for the event, course leaders and programme heads
were approached from both undergraduate a postgraduate courses from AUB and BU.
The message about our event was then shared by the lecturer to their cohorts and it
was up to the student to approach us with their submission. As mentioned earlier by
Morgan (2008), Durys (2016) echoes the requirement for incentives for participants,
therefore we highlighted the following as the largest incentive factors for attendees: the
ability to view work from other years to see how they can progress, inspiration for future
projects, networking with other courses from both BU and AUB and finally the ability to
promote support they may need. i.e. more actors, boom mic holder etc. The event staff
for the evening will comprise of the planning team.

5. Event Schedule (Julia)

Event Milestones
According to O'Toole and Mikolaitis (2002) ‘Milestones’ of an event are ‘key dates,
deadlines or critical deliverables’ essential for the completion of tasks. To provide event
stakeholders with these event milestones, offers them a clear timeline to ensure their
support. Applying it to the FFLA, the event milestones were created:

31st January 2019: Reserve a venue, date and time

8th February 2019: Set up Social Media marketing via Facebook and Instagram
10th February 2019: Settle on event theme

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 11th February 2019: Produce GANTT chart
14th February 2019: Confirm a sponsorship for event
27th February 2019: Shortlist 7-8 films for event from both BU and AUB
18th March 2019: 100 tickets registrations

GANTT Chart

The GANTT chart is created with the event milestones, as an overview of main task
and deadlines to achieve success (O'Toole and Mikolaitis, 2002).
According to Wilson (2003) it uses vertical and horizontal axis to display the activities.
Moreover, the horizontal axis shows the task duration from the start to the end date
and the person responsible.
The FFLA Gant sheet can be found in appendices.

Run sheet
An event run sheet ‘displays the sequence of activities during the event staging’ (Tum
et al. 2006). It is a detailed schedule for the day of the event. The key elements that it
comprises of time, location, activity, responsible and notes.

Time and Location: When and where does the specific action take place?

Activity: What has to be done at this point of time?

Responsible: Who is in charge of this task and the person to contact?

Notes: What and who is needed to fulfil the activity/task

6. Event Risk (Ahmed)

Managing an event/project risks has become top priority for project/event managers
around the globe (Raz and Michael, 1999).The purpose of risk management is to
eliminate any arising factors when delivering the event, which could affect the event
main objectives, to protect properties, to control possible loss and to minimise financial
and legal responsibilities (Silvers, 2007).

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Three steps to follow to ensure efficient risk management. First of all, event organisers
need to identify potential risks that could occur in which if they take place they might
affect the project objectives, which thus may lead to event failure. Secondly, assess
the likelihood of those risks happening and rank them. The last step is to control the
potential risks and this process include identifying, executing and evaluating
appropriate answers to risks (Farahani et al, 2013)

Risk identification requirements and techniques

For risks identification, event managers must have some information in prior to event
to work on such as; stakeholders analysis, event scope, event schedule and product
breakdown structure.

Three techniques were chosen to identify the FFLA potential risks. First technique is
to evaluate events that are similar to FFLA and review the threats and opportunities
that had an impact on event’s objectives. Second method is risk prompt lists, and
third and last is by doing a risk assessment (Tchankova, 2002).

Risk Analysis
It is extremely crucial for risk manager to analyse the identified potential risks, in
order to have an insight into what could happen if any decision made do not proceed
according to event’s objectives (Kirkham and Boussabaine, 2003).

As can be seen from appendix? FFLA group used risk score matrix which is based
on uniting probability and impact scales (Mandru, 2016).

Risk Responses
The ultimate goal of having a plan to respond to the identified risks is to maximise
opportunities and reduce or eliminate threats (Hillson, 2014).

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 Where a necessary change in project scope has to be
Avoid
made to eliminate threat.
RISK RESPONS CATEGORIES FOR THREAT

Accept Not to take any action.

Make change to diminish either the likelihood or the

Reduce impact of the risk before it happen.

Transfer the financial impact of a risk to a third party

Transfer

Only performed if risk take place

Fallback

A mutual risk response for both threat and

Share opportunities where Stakeholders may share the gain
and losses if they experience one or the other.
RISK RESPONS CATEGORIES FOR OPPORTUNITIES

Exploit Action to force the risk event to happen.

Enhance Increase the likelihood or impact of the risk.

Reject Not to take any action.

(Hillson, 2014)

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7. Conclusion (Petra)

This event project plan described main areas of the festival that organisers need to be
aware of and explained how they are going to proceed in certain matters. Based on
identification of stakeholders and their requirements, the main objectives of the event
were set. Furthermore, marketing tools that have been used in order to reach
attendees and promote stakeholders were introduced. The team has created a logo
and poster which are consistent with the main design and colours of the festival.

To maintain finance properly, the team decided to complete a market research,

estimate costs of essential products that need to be purchased and prepare a plan for
buying them. Prizes and additional drinks will be supplied by a sponsor. Planning was
necessary for the event itself as well. Organisers decided to use GANTT chart as an
overview of tasks and their deadlines. On the day of the festival, the run sheet will be
used to guarantee effective coordination. Lastly, organisers identified risks that could
occur and stated what measurement would need to be done to prevent and solve high-
risk situations.

This is not a final version of the plan for Film Festival Live Action. It will be updated
continually while preparing the event.

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8. List of References

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management: an international approach by Kitchin, Paul, editor, Ferdinand, Nicole, editor[online].
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Anon., 2004. Whole-life cycle costing. Structural Survey, 22 (2).

Anon., 2019. PMI - the World’s Leading Professional Association for Project Management [online].
Search.pmi.org. Available from: http://search.pmi.org/?q=trainings [Accessed 7 Mar 2019].

Anon., 2019. New Ways to Interact on Instagram [online]. Instagram. Available from:
https://instagram-press.com/blog/2018/12/18/new-ways-to-interact-on-instagram/ [Accessed
2 Mar 2019].

Andersson, T.D. and Getz, D., 2008. Stakeholder management strategies of festivals. Journal
of Convention & Event Tourism, 9(3), 199-220.

Carstens, D. S., Richardson, G. L., and Smith, R. B., 2017. Project Management Tools and
Techniques. 1st ed. Florida: CRC Press.

Durys, E., 2016. New approaches and revisions. Studies in Eastern European Cinema [online],
7 (3), 290–292. Available from:
https://www.tandfonline.com/doi/full/10.1080/2040350X.2016.1219165.

Hessling, V., Åsberg, M., and Roxenhall, T., 2018. Relationship Commitment and Value Creation
in Sponsorship. Journal of Business-to-Business Marketing, 25 (2), 137–160.

Julie’s Bicycle., 2015. Julie’s Bicycle Fact Sheet: Print and the Environment [online] London:
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Kwon, H. and Kang, C. W., 2019. Improving Project Budget Estimation Accuracy and Precision by
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86–100.
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live&scope=site.

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Mandru, L., 2016. Journal of public administration, finance and law. Issue 9, p80-93

O'Toole, W., 2002. Corporate Event Management. New York: Wiley.

Pmbok, 2017. A guide to the project management body of knowledge. Newtown Square,
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Event name : Film Festival Live Action Date of event: 02/04/2019
Venue : Allsebrook Lecture theatre Date of Review: 04/03/2019
No Category Risk discerption Probability Impact Expected Proximity Potential Action required Risk Owner
value response
1 Health and Slips/Trips/falls Medium 0.5 Medium 0.2 0.10 One weeks prior Reduce Ensure light is on. All staff
safety Ensure no loose cable to be found.
2 // Overcrowding Low 0.3 High 0.4 0.12 On the day Fallback Ensure number of attendees to not exceed All staff
the capacity of venue.
3 // Wheelchair access Medium 0.5 Medium 0.2 0.10 on the day Avoid Ensure exit is kept clear. All staff
Ensure attendees with disability are located near
the exit.
4 // Sound level Low 0.3 Low 0.1 0.03 On the day Accept Ensure the volume is on the safe level. Risk Manager
6 // Fire/explosion Low 0.3 High 0.4 0.12 On the day Reduce Fire exit to be kept clear. Awareness of Risk Manager
evacuation operation.
7 // Back injuries from lifting Medium 0.5 Very High 0.40 On the day Avoid Seek help from Bournemouth University if layout Risk Manager
0.8 need changing.
8 // Technical incidents Medium 0.5 Very high 0.40 One day prior Reduce Cross check placing of equipment and make sure Risk Manager
0.8 are properly put up.
9 // No first aid kit Low 0.3 Medium 0.2 0.06 One week prior Accept Ensure first aid is available and reachable. Risk Manager
10 // theft Low 0.3 High 0.4 0.12 On the day Reduce Inform attendees to keep their belongings safe ( All staff
A4 Paper).

11 // Allergic reaction Medium 0.5 Medium 0.2 0.10 On the day Reduce Ensure attendees are aware of substance in Risk manager
which they are allergic.
12 Human Difficulty to recruit Medium 0.5 High 0.4 0.20 Two weeks prior Reduce Recruit volunteers from AUB and BU two weeks All staff
Resources volunteers before the event.
13 // Poor staff management Medium 0.5 Very High 0.40 One the day Reduce Make sure all staff members know their duties on Operation
0.8 the day. (rehears) Manager
14 // Volunteers not turning up Low 0.3 Very High 0.24 On the day Avoid Recruit extra volunteers. Risk Manager
0.8
15 // Suppliers not delivering Low 0.3 High 0.4 0.12 Three days prior Reduce Make sure the food is delivered one week prior Risk Manager
food on time to the event.
// Not enough participants Medium 0.5 High 0.4 0.20 On the day Exploit Create quiz to keep attendees engaged. All staff
Find time for feedback forms to be completed.

16 Operation Unauthorised vehicle access Medium 0.5 Medium 0.2 0.10 On the day Avoid Book parking space for special guests (Sponsor Operation
and participants if possible). manager
17 // Low attendance Medium 0.5 High 0.4 0.20 On the day Reduce Ensure that the event is well promoted online All staff
and offline.
18 Marketing Lack of marketing Low 0.3 High 0.4 0.12 One month prior Reduce Make the most out of Social media platforms, Marketing
promotion create a special Hashtag. Manager
19 // Flyers and posters not ready Low 0.3 High 0.4 0.12 Two weeks prior Reduce Make sure posters and flyers are the main Marketing
on time priority for marketing campaign. Manager
20 Venue Venue Booking Low 0.3 Very high 0.24 On the day Reduce Book the venue 2/3 months before the event Risk Manager
0.8 take place.
21 // Time for Decoration Medium 0.5 High 0.4 0.20 On the day Reduce Allow more than enough time for decoration. All staff
// Decoration items Low 0.3 High 0.4 0.12 One week prior Reduce Ensure the items arrive one week prior to the Risk Manager
event.
22 Financial Lack of efficiency under Low 0.3 High 0.4 0.12 Two weeks prior Transfer Cash requirement from sponsor Risk Manager
limited budget

Figure 13: Risk Register

(Ahmed)

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9. Appendices

Live Action Film Festival

Date Core Team: Timesheet
02/04/2019 Julia, Aisha, Bronwyn, Heather, Emily, Ahmad,
Petra. Codes

Media Requirements: Production

Social media networks advertising. Budget: £150

Poster.

Role of Communications

Help student filmmakers to reach audiences through development of an event. This will be achieved by
delivering simple, yet creative campaign to motivate students to attend the event.

Target Audience

BU/AUB Student Faculty and Staff.

Consumer Insight

The Proposition

o To inspire the next generation of filmmakers to share their work

o To give both students and staff members the chance to share ideas and exchange opinions

Desired Response

Make the target audience appreciate the art of filmmaking.

Reason(s) to Believe
Build a productive, positive and creative learning environment

Brand Personality

Sophisticated and simple.

Tone Of Voice

o Inspiring and encouraging messages

o Spread Creativity

Figure 14: Creative Brief of Film Festival Live Action (Aishah)

Figure 15: Market research and calculations of costs of paper towels across three supermarkets
(Bronwyn)

Figure 16: Market research and calculations of costs of Coca-Cola across three supermarkets
(Bronwyn)

Figure 17: Market research and calculations of costs of lemonade across three supermarkets
(Bronwyn)

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 Figure 18: Market research and calculations of costs of hand tally counter across three suppliers
(Bronwyn)

Figure 19: Market research and calculations of costs of eco cups across three suppliers (Bronwyn)

26
 Figure 20: Working task sheets for last four
weeks of the project, as of 1st March 2019 (Bronwyn)

Figure 21: GANTT Chart (Julia)

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Figure 22: Working contact sheets for last four weeks of the project (Julia)

Figure 23: Working run sheets for the day of the project (Julia)

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 Project Plan Meeting Minutes (Bronwyn)

Meeting January 29th

Present: Heather, Emily, Bronwyn, Julia, Petra & Ahmed

Film Festival Live Action

• How long will the films be and how long should the event be?
• Discussed: between five and ten short films
• Decided: aim for five from AUB and 5 from BU
• Contact AUB and BU – Heather to do
• Decided: Allesbrook Theatre as location – easy access for students, has all the relevant
equipment and has been used in similar events in the past
• Decided: Date of the event – 2nd April

Promotion

• Logo ideas
o Film camera
o Camera reel
o Black and white
o Reversible colours, white and black
o BU and AUB?
o Approach student for help with logo design – Julia
• Poster
o Design ourselves
o Heather has Illustrator

Group project

• Discussed: roles for each member

• Decided:
o Marketing: Julia
o Sponsorship: Petra
o HR: Heather
o Budgeting: Bronwyn
o Risk: Ahmed
o Objectives and Scope: Emily
• Criteria
o Details of what you are expected to do:
o 1. Rationale Teams are required deliver a 30 minute Event Project Plan presentation
that will describe the rationale and assumptions underpinning their event design and
an overview of how they will execute all activities required to deliver the event.
o 2. The learning outcomes being assessed: ILO 1 and 2

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 o 3. Overview of assignment Students will be required to present plan for their event
that applies methodologies, tools and techniques discussed in class. Each member
will present an individual section of the project plan which can include :
• Event Rationale
• Event Objectives
• Event Scope
• Event Budget
o 4. Assessment criteria and weightings
Skills category Assessment Criteria Weighting
o Knowledge/ understanding of the group (group mark) Has demonstrated
knowledge of the processes involved in event planning from conception and design
to implementation and evaluation. Your work will be informed by a theoretical
understanding of events and projects as evidenced by extensive referencing and
critical synthesis of theoretical insights. The whole proposal is clear in each section
with no contradictions.
20%
o Analysis/ evaluation (individual mark) Has analysed a range of information by
applying the main theories from relevant disciplines used in Project Management i.e.
communication, risk, scheduling, human resource management, financial
management and operational management.

o 35%
o Application/problem solving (individual mark) The event as proposed must meet
the aims and objectives of the client, should be feasible and should demonstrate
creativity and originality. Has demonstrated competence to apply an appropriate and
selective range of information to the plan e.g. market research, financial data. Has
demonstrated the ability to apply general business planning theory to a particular
type of event.
o 35%
o Presentation/ organisation (individual mark) Arguments are well structured and
rigorous. Style is business-like. Presentation shows very little evidence of mistakes.
Use of appropriate information technology and software packages. Has referenced
all sources within the text and Bibliography using BU’s interpretation of the Harvard
System
(http://www.bournemouth.ac.uk/library/citing_references/docs/Citing_Refs.pdf)
o 10%

31st January 2019

Present: Heather, Ahmed, Julia, Petra, Bronwyn & Emily

Catch Up:
• Heather emailed AUB and BU
o Wendy from BU let her know that the event date isn’t good for Masters students as
they have a deadline Friday
o Would also need to be a private viewing rather than an open festival as Masters
students wouldn’t be able to enter their work in future film festivals if it weren’t an
exclusive premiere
o Decided: Step back from Masters and just approach BA and Hons students
o Film students have 5-minute films from assessments last semester
o April is a busy time of year for undergrads but there are no assignments

30
 • Risk assessment – Ahmed to go and visit the lecture theatre and look at hazards
• Budget – have estimate theories and project cost schedule
o Do we want to create a budget that considers all of our time and money it would
potentially cost, or not?
• Objectives – sorted by Emily

Today:
• Sponsorship ideas
o Dylan’s Kitchen
o SUBU
o Jimmy’s Iced Coffee
o Odeon
o Costa
o Starbucks
• Promotion:
o Pre-event promotion
▪ Find out about our potential participants
▪ Gather ideas
▪ Facebook polls
▪ Instagram polls
o Logo ideas sent to Julia’s friend, should have some options out tonight
o Researching academic theories now
o Can BU Film make the Facebook event so it gives the event reputability? Something
to look into.
• Discussion about venue:
o How can we make the event unique?
o Although we’ve decided Allesbrook has some solid pros, is it worth thinking more
creatively and outside the box?
o Poole Hill Brewery – Private cinema room downstairs
o Picnic box – local
o Decided: Allesbrook still best option as it is local and easy to access for students, free
to hire, and easy to access for ourselves during the planning process. Other venues
may ask for venue hire etc. and with a small budget that wouldn’t be possible
• Sustainability
o Decided: we will run the event as a ‘green-event’ – aiming to make the planning and
execution as sustainable as possible

Plan going forward:

• Confirm date with Nigel in class
• If that’s given the okay, the we can confirm lecture theatre and book
• Confirm estimated number of attendees
• Confirm time frame of event, how many films?
• Work towards finalising participants
• Work on ideas for how best to make it worth the student’s time – what are we doing to make
this event worthwhile for them
• Who are our stakeholders
• Design certificate – Ahmed
• Decorations – Emily
• Create Facebook Page – Julia

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4th February 2019

Present: Bronwyn, Petra, Julia, Ahmed, Heather and Emily

Catch up:
• Bronwyn & Emily discuss Event Project Canvas Overview – topic was explored in class with
Nigel and it seems like a good way to focus the scope of our event and frame the
presentation
• Heather spoke to another lecturer who asked why is it worth the students doing the event
o Discussed: Networking – post event
o Seeing other work by students, seeing what can be achieved in the course
o Inspiration from other students
o Scouting actors
o Finding volunteers for future projects
• BU wants the flyer before promoting the vent
• AUB need confirmation from their Dean, and want more info about the theme etc.
• Decided: first come, first served – first ten films submitted are the ones we use
• AUB think films will average at 15-20 minutes
• Logo is with the designer
• Emily to help Julia look into copyright for logos
• Logo is needed for the certificate
• Petra contacted Dylan’s, SUBU, Odeon and Jimmy’s – no replies yet
• Trello launched and everyone added – must go to their email to accept the invitation
• Ahmed pitched idea for quiz between rounds – Kahoot! Is an app for a quiz. Would be more
sustainable than printing but would also mean using screen time we don’t necessarily have
and expecting all attendees have a computer or tablet with them

8th February 2019

Present: Petra, Julia, Ahmed, Bronwyn, Heather, Emily & Aisha

• Welcome Aisha!
o Gave Aisha a run-down of what we have already discussed and the plan so far for the
event
o Aisha is interested in marketing and promotion so will be sharing the role with Julia
• Jimmy’s replied and interested to work with us!
• Discussed: Presentation
o Now need to decide each area specifically and know who is doing what for the
presentation
o Remember ten-minute Q&A – need to be prepared
o Suggested format:
▪ Overview
• Event introduction
• Team introduction
▪ Event Requirements
• Support research (Primary/Secondary)
• Stakeholder identification - Emily
• Stakeholder analysis - Emily
• Event aims and objectives - Emily

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 • Sections should be supported with academic research, stakeholder
analysis, primary and secondary data
▪ Event Scope
• Event design - have a theme - Ahmed
• Promotional Strategy (Before/During/After) - Julia/Aisha
• Product Breakdown Structure - Bronwyn
• Sections should be supported with academic research, stakeholder
analysis, primary and secondary data
▪ Event Resource Plan
• Human Resources (staff and volunteers) - Heather
• Costs
o Event costs and contingency - Bronwyn
• Revenues - Petra
o Sales – n/a
o Sponsorship - Petra
▪ Budget Analysis - Bronwyn
• Breakeven for Ticketed events
• Return
o Expected profit for fundraising events
▪ Sections should be supported with academic research, stakeholder analysis,
primary and secondary data
▪ We won't be penalised if we don't have everything confirmed in the budget
as it's week three when the presentation is due
▪ Will get audited after the process so will need a full receipt trail for
everything
o Event Risk - Ahmed/Heather
▪ Risk identification
▪ Risk analysis
▪ Risk responses
▪ Sections should be supported with academic research, stakeholder analysis,
primary and secondary data
o Risk Validation
▪ After requirements are gathered and documented check:
• Correctness
o The requirements represent the client's view
• Completeness
o All possible scenarios, in which the system can be used, are
described
• Consistency
o There are no requirements that contradict each other
• Clarity
o Requirements can only be interpreted in one way
• Realism
o Requirements can be implemented and delivered
o Event Objectives - Emily
▪ Describe the 'outcome' or the result that you anticipate
▪ Defines what you want to accomplish rather than the mean you will use to
achieve that objective

• Thoughts:
o Do we want to print handouts? Needs to be in the budget if so
o Will also not be sustainable?

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 • Do we want to use Eventbrite for tickets?
o Yes! Julia and Aisha to sort
• Event design:
o Classic film
o The process of creating film
o Ahmed and Petra to create a mood board
o This will help with decorations later
• Schedule:
o Need a time frame for attendees
o Need a time frame for participants
• GANTT Chart – Emily

Milestones discussed:
• Finalise participants – 1st March
• Launching Facebook and Instagram – 13 February
• Logo & Poster – 11 February
• Material from students – 18th March
• Theme confirmed – 11th February
• Draft slideshow – 13 February
• Submit slideshow – 15 February
• Draft Project Plan – 4 March
• Submit Project Plan – 8 March

To do:
• Heather to talk to students, get bio and headshot for promotion
• Discussed whether Instagram was worth the time – decided to stay with Instagram and
Facebook - need academic backing
• Slideshow draft needs to be done by 13th, but all work should be on Google Drive and Trello
by 11th so we ca discuss with the group and iron out anything before time runs out

11th February 2019

Present: Aisha, Julia, Ahmed, Bronwyn, Heather, Petra & Emily

Catch up:
• Bronwyn done PBs and PFD, discussed with team to see what they think and if there are any
adjustments that need to be made
• Reminder to all; keep references updated on Google Drive for the presentation
• Eventbrite has been done – by Heather
• Social Media:
o Instagram created
o Facebook event created
o Ideas for polls on Instagram discussed with team
▪ Favourite film
▪ Favourite jimmy’s iced coffee
▪ Measuring AUB and BU – which one are you?
o Julia researched most used emoji – heart eyes
o Looking for more followers
o Creating Instagram stories and highlights to heighten interaction and let people in on
behind the scenes

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• Risk assessment – done by Heather
o Health and Safety done online, but Nigel pointed out in class that it’s better to do
separately
o Taken out of BU online and moved to a spreadsheet
o Can add anything we think is needed
o Everything on low impact so far
• Poster:
o Waiting on a Jimmy’s logo
o Waiting on AUB feedback – if it’s okay to use their logo
o Adjustments; add in popcorn image and move the tagline
o What even is the tagline, do we like it?
o Once poster is sent out we can get names, then bios, then photos
o Ideally, we would have more time but as the departments need the poster to even
begin advertising to students, it needs to be done asap
• Discussed presentation handouts
o Need to include:
▪ PBS and PFB
▪ Two for each table and one for each marker
▪ GANTT Chart
▪ Creative brief
o This means ten handouts of each
o Not sustainable
o Need to check who is watching the presentation so we don’t have a lot of things
printed and no one to show them to
o Idea: leave them online for people to read. If we’re in a classroom, people will have
their laptops and we can give a laptop each to the markers
▪ Would also help get around the printing of the GANTT Chart as you need to
print it on a large piece of paper to be able to see all the details, whereas
online it’s an easy zoom
▪ Bronwyn to create QR code and bit.ly link for people to access the online
folder of handouts
• Canvas Overview
o Ahmed completed draft overview
o Needs to put online for presentation
▪ Bronwyn to complete a framework on Word for him to fill in online
▪ Will be on Trello
• Theme:
o Ahmed said pending – wants to work more on the mood board and bring in Jimmy’s
Iced Coffee colours
• Sustainability:
o Bronwyn completed sustainability section of the presentation, including academic
backing and has put on Trello/Google Drive
o Ahmed to present these slides
• To do:
o Send Jimmy the poster – one with logo, one without. Get feedback from them
o Julia and Aisha to ask film societies to promote us on their group
o Julia to contact AUB re: logo
o PowerPoint draft to go on Google Drive
o Need references for why it’s called a festival and also for why it’s a private event
o Need to email Dylan’s to book 50 people in for networking post-event

35
13th February 2019

Present: Ahmed, Emily, Petra, Aisha, Bronwyn, Heather and Julia

Today:
• Brief catch up on films:
o AUB – can only get graduates
o BU – graduates or not, doesn’t matter
• Ahmed joins Trello
• Ran through draft slideshow to see missing areas.
• Need to:
o Add Canvas Overview online – hasn’t been filled in. Needs to be done asap and
added to slideshow
o May re-arrange slides for more cohesion between areas
o Reminder that all references need to be on Google Drive so Heather is able to
compile correctly and put in slideshow
• Timed and practiced with set up we have currently

14th February 2019

Present: Emily, Julia, Heather, Aisha, Bronwyn, Ahmed & Petra

• Jimmy’s officially confirmed – contract and details to come via email

• Some films confirmed – AUB 3-4 and 1 from BU
• Ran through presentation four times, timed and made sure handovers were succinct
o Canvas overview not on slideshow – Bronwyn inserted temporary example
o References reminder again
o Heather to do Risk slides as well as HR
o Running at the correct time even with stops and starts
o Gives us room to move on the day
o Agreed: try and be off cue cards
o Discussed: clothes to wear – professional, stick to monochrome
• Due to the presentation not being finished and finalised, we have tonight to add anything
that’s not in there, such as the canvas and mood board, and we will meet at 8:30am before
class to run through the presentation, make sure we’re all happy with how it looks and
submit it

15th February 2019

Present: Heather, Bronwyn, Petra, Julia, Emily & Aisha

Absent: Ahmed

8:30 Meeting before class and presentation

19th February 2019

Present: Heather, Bronwyn, Julia, Emily & Petra

Absent: Ahmed and Aisha

36
Discussing project plan and finalising who is doing which areas. Needs to be done as soon as possible
so we have time to make the overall report cohesive, as we all have different writing styles.
Decided format:
• Event Overview - Ahmed
• Event Requirements - Emily
• Event Design - Ahmed
• Promotional Strategy - Aisha/Julia
• Product Breakdown Structure - Bronwyn
• Human Resources - Heather
• Cost - Bronwyn
• Revenues & Sponsorship - Petra
• Budget Analysis - Bronwyn
• Event Milestone and GANTT Chart - Julia
• Event Run Sheet - Julia
• Risk - Heather
• References - Heather
• Proof-reading will happen all together if possible
• Submission and final proof-reading - Petra
• 3,500 works +/- words

Thoughts:

• Discussed Heather doing overview and human resources, and Ahmed doing theme and risk, as
these were the original roles.
• Posted on Trello and in the WhatsApp group – we have until the end of tomorrow to look and
decide if we’re happy with these sections, if not, say something and we can sort from there
• Each draft section of the plan will be in Google Drive by Friday 1st

1st March 2019

Present: Aisha, Petra, Emily, Heather, Julia & Bronwyn

Absent: Ahmed

Today:
• One week out from the project plan deadline
• One month to go for event
• Messaged Ahmed as he is absent, he agreed his work will be in the Google Drive by Sunday
2nd – evening
• Constructed four-week schedule which we broke down into logistics and promotional tasks
(below)
• Discussed theme and decorations – Julia, Emily and Bronwyn to go scouting at the weekend
• Final draft of project plan to go to Petra on Sunday so we can have a complete draft start of
next week which we ca then edit from these
• Discussed food and drink specifics for the event so we budget details can be finalised for the
report
• Watch extracts of a few films to see what we’ve got so far
• Heather to create order run of films
• Visiting lecture on Monday 5pm to scout location again and further discuss decorations and
lights
• Main focus right now is the project plan

37