CONTENTS Background Research
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Market/Customer Research
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Project Charter Project Purpose
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Project Description Project Objectives and Sucess Criteria Assumptions, Constraints and Risks Interior Layout Summary Milestones Budget Estimate Stake Holders Duty and Authority of Project Manager High Level Schedule
Scope Management Project Objective
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Deliverables Milestones Technical Requirements Limitations and Exclusions Customer Review
Project Plan High Level Diagram Timeline
Work Breakdown Structure Critical Path Method Gantt Chart
Project Budget Cost Schedule Baseline
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Direct Costs Indirect Costs
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BACKGROUND RESEARCH The Weekend Affair is an exhibition organized every year to bring up a variety of designers and sellers together under one roof to showcase their collection and give them a platform to bring out their products in the market. There have been lot of exhibitions happening in the city these days like Bazaar, Weekend Window, Fair Enough, Weekend Window to name a few. These exhibitions have become a trend these days and are always a big hit. People usually like going to exhibitons and flea markets more than malls and shops because the products at the exhibitions are comparitively cheaper than the shops in the malls. They get a hold on things that usually they dont find in the big malls. The stall holders and sellers are usually first timers, who showcase their products at the exhibitions with a mind set of not making a huge profit but to make a base for their brand in the market and amongst the peoplein a time span of 2 days. The age group that usually turns up to these exhibitions are from 15-45. They are the ones who usually keep an eye for such events. The exhibition has a wide collection of jewelery, clothes, footwears, chocolates, cupcakes, handmade items etc. The people/ customers get a wide range of choices to choose from and that makes it an amazing experience for the buyer/coustomer. The exhibitions are usually held at places that are empty and are lend out for rent. The most important thing about organising an exhibition is the venue of the exhibition. It should be near to the city or in the city. A place that is accessible to everyone through public transport or their own. Keeping in mind that youth is the main target audience, there are other acitivites in the exhibition as well. Photobooth, nail art, tattoo art, karoke, hair braiding are some examples of the activites that happen in the exhibition to entertain. The main aim of organising such exhibitions are to bring out the new designers and sellers into the market and donate 30% of the total earnings to a local NGO in the city.
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MARKET/CUSTOMER RESEARCH There are a lot of exhibitions happening in Vadodara every month. There are different galleries in the city that are available for the exhibition on rent. The exhibitions usually last for 2-3 days with 10-30 stall holders. Some exhibitions that have happened already in Vadodara are as follows: • Bazaar - Bazaar is an exhibition, held by Eesha Zaveri and Radhika Jhaveri in Vadodara. The exhibition takes places twice in a year and mostly before festivals because people shop a lot before festivals and thats a very good time to organise an exhibition to grab the right amount of attention and people for the exhibition. They have stall holders from all across the country, selling different items like clothes, shoes, jewelry, ceramic products, quirky stationery items etc. • Weekend Window - A unique window of relaxation, indulgence, shopping and more. From exclusive brands that come under one roof for the first time to an ambience filled with live music, a photo booth to inject that extra fun and to ensure that every moment in time is frozen, the weekend scenes are always fun and filled with shopping. • The Happiness Carnival - The Happiness Carnival is held every year to showcase the work of a wide variety of designers and entrepreneurs under one roof in a fun filled flea marke setup. It’s a great opportunity for showcasing creativity, brand visibility, expanding customer base, and mainly, to mingle amongst all the fun and fervor. • Pop-Up Bazaar - A creative marketplace, vintage and modern. Magical ambianc with rock music and street performance. Innovative workshops like pottery, painting, clay modeling. Exotic food to satisfy your taste buds. Spend your day with friends and family at the Pop-Up Bazaar and have an amazing weekend.
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PROJECT CHARTER Project Purpose To organise The Weekend Affair exhibition, where a variety of designers and sellers come together under one roof to showcase their collection and give them a platform to bring out their products in the market and donate 30% of the total profits to a local NGO in Vadodara. Plan an amazing weekend for the people in Vadodara to chill, shop and eat.
Project Description The event will comprise of 2 days with 17 stalls in Vadodara. It’ll have stalls of different products like clothes, bags, jewelery, lamps, ceramic products, bridal wear etc. We’ll have live activities like nail art, hair braiding, pottery, hookah parlour, tattoo art. Also food stalls like cupcakes, chocolates, light snacks to satisfy the taste buds of the customers while they shop. We’ll be donating 30% of the total profits to a local NGO in Vadodara. We’ll be keeping a donation box inside the venue so that everyone who attends the exhibition is also welcomed to donate. Duration: 11th and 12th July 2015 from 10 am - 8 pm. The reason we chose this date is because its a weekend. Location: Panorama Complex, Beside Jai Collection Stationery, (The Old Moti Mahal Restaurant), R.C.Dutt Road, Alkapuri, Vadodara, Gujarat 390005 Stall Charges: 1 stall = Rs.5000/- (1 table, 2 chairs and 1 table fan) Entry: Free
Project Objectives and Success Criteria Project Objectives: • To bring a variety of designers and sellers together under one roof • To provide a platform to the new designers and sellers to bring out their products in the market • Bring out something new and different for the people in the city • Donate 30% of the earnings to a local NGO • Plan an amazing weekend for the people in Vadodara to chill, shop and eat.
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Sucess Criteria: • Its a weekend, so people will attend. (11th and 12th July 2015) • At least 300-400 people will attend the event • Raise atleast 1 lakh and donate 30% of it to a local NGO • Good responses from the public • No major accidents with fire or any other dangereous substance at the exhibition • Recognition by the media and the localities
Assumptions, Constraints and Risks Assumptions: • People are interested in buying new products that are still not available in the market and are by designers and sellers who are new to the market. They want to try something new and different from the usual • People want to donate money for the needy and this exhibition will give them a platform to donate and shop as well at the same time. • Many are busy on the weekdays and don’t get time to shop, so The Weekend Affair will give them a chance to shop on a weekend, when they’ll have time. • The stall holders will pay the entire amount before the exhibition and put up their stalls one day prior to the exhibition. • The reliability of the sponsors and publicity of the exhibition will be high • Electricity will be available at all times and an extra generator will be available if any issues occur. Constraints: • There are limited number of stalls. • Budget • The weather should be good. Its almost the rainy season, so rain might stop people from attending the exhibition. Risks: • I have no experience in planning an event with sponsors before Mitigation: Hire or ask for consultation from an expert who has already organised exhibitions with big sponsors • I have no idea if many people are going to show up Mitigation: More advertising and publicity via social media, print media and verbally promote around neighborhoods.
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Interior Layout
STALL 15
STALL 12
STALL 11
PHOTOBOOTH/ ACTIVITY SPACE
STALL 10
STALL 16
STALL 13
STALL 9 STALL 8
STALL 17
STALL 14
STALL 7
STALL 1
STALL 6
STALL 5
STALL 4
STALL 3
STALL 2
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10 15th June, 2015 Event promotion starts (25 days before the event)
10th June, 2015 Publish an AD in the newspaper and update about the exhibition on social media for stall bookings
22nd May, 2015 Book the tables, chairs, table fans etc for the exhibition
21st May, 2015 Decide the venue and reserve it
20th May, 2015 Meet the sponsors and decide which local NGO to donate the money
5th June, 2015 Collect the rent from the stall holders
15th June, 2015 Event promotion starts (25 days before the event)
9th July, 2015 Meet the stall owners and update them about their stall numbers and tables
10th July, 2015 Set up the venue one day before the exhibition. Stalls, banners, get electricity supply
11th-12th July, 2015 The Weekend Affair Exhibition
11th May, 2015 Plan the exhibition, decide the dates, number of stalls
Summary Milestones
Budget Estimate Outdoor venue (accomodated for 500 people, x2days)
Rs. 10,000/-
Wooden tables (x17, Rs.100 each for rent)
Rs. 1,700/-
Plastic chairs (x34, Rs.30 each for rent)
Rs. 1,020/-
Table fans (x20, Rs.50 each for rent)
Rs. 1000/-
Decoration items, Shamiana for the entrance
Rs. 1500/-
Hire a freelance-marketing professional for the exhibition
Rs. 2500/-
Social and print media Rs. 5000/Electricity bill (x2 days) Rs. 1500/ (Approx) Workers Electrician for wiring and other electrical purposes
Rs. 1500/-
Labourers/Helpers/Staff (x6, Rs.500 each per day)
Rs. 6000/-
}
Printing Banner (x2, Rs.150 each)
Poster (x20, Rs.50 each) Rs. 1800/Leaflet (x50, Rs.10 each)
Water will be provided at the venue for the stall holders. The stall holders will be informed to bring their own water tumbler/cups and food. Speakers are provided from home.
Estimated Total: Rs.33,520/-
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Stake Holders Event Director/Project Manager: That will be me. My job is to find sponsors and to perform the day-to-day management of the exhibition and manage the project within the approved constraints of scope, quality, time and cost, from prior planning until post-event, ensuring all stakeholders are working together to deliver a high quality exhibition. Marketing and Advertising Manager: Supervises and coordinates with the exhibition stall holders and the contractors. Create and design promotional campaign for the event; invitations, direct mail, and all other print and digital material. Financial Manager: Manages budget, making sure there are enough funds to keep the event running as planned. Programming Manager: Communicates with stall holders/designers/sellers and keeps track on their working process. Organizes the event schedule and activities. Event Crew: Provides operational functions before, during, and after events. Assist with field set up including assembly of tables, chairs, table fans and other equipment and disassemble them later. Stall Holders/Designers/Sellers: 17 stall holders for the exhibition. Sponsors: They are the one that financially provide money, which can be used for planning and running of the event in exchange of advertsing their brand. In this case, restaurants and clothing brands are more likely to be chosen such as Nayaab, Brewsberry and local clothing shops. Material Supplier: They are suppliers who provide rented furnitures and the printing house. Venue owner: Venue has the biggest impact on our budget and the overall performance, so negotiate a proper amount for the venue on rent. Labourers/Helpers/Staff: Based on each persons skill. Age requirement: 17 and above. Event Participants: Stall holders/designers/sellers. NGOs Partnering: Local NGO in Vadodara.
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Duty and Authority of Project Manager Project manager has the overall responsibility for the successful initiation, planning, design, execution, monitoring, controlling and closure of a project. As the project manager, my duty is to find sponsor and to perform the day-to-day management of the project, managing the project within the approved constraints of scope, quality, time and cost, from prior planning until post-event, ensuring all stakeholders are working together to deliver a high quality event as well as trying to lessen risks that could affect the exhibition. In case the scope changes, I need to ask advices from the sponsor and opinions from the other team members before finalizing an important resolution. The Project Manager has the authority to hire, fire, discipline, accept or not accept project staff.
High Level Schedule Phase 1 (2 months before): Research about the other exhibitions that have happened in the city, staff recruitment and sponsor, find stall holders. Phase 2 (1 month & half): Planning and meetings to finalise on the tasks Phase 3 (1 month): Reserving the venue, furnitures and promote the event. Event promotion starts Phase 4 (1 day before the exhibition weekend): 10 am: Call the shamiana people and the furniture people to the venue with everything 10:30 am - 2 pm: Setting up the venue (tables, chairs, table fans, electric plug points) 2 pm - 3 pm: Put up the banners outside the exhibition venue Phase 5 (The Exhibition): 9 am: Welcome the stall holders and tell them to set up their stalls. 10 am: The exhibition starts. Phase 6 (Two days after the exhibition, when its over): Pay up the rest of the costs and returning the rented furnitures. Meeting to reflect and discuss how the event went.
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SCOPE MANAGEMENT Project Objective
To bring a variety of designers and sellers together under one roof and provide a platform to the new designers and sellers to bring out their products in the market, Get something new and different for the people in the city and donate 30% of the earnings to a local NGO.
Deliverables -
At least Rs. 1 lakh is raised and 30% goes to a local NGO. At least 150 people show up 17 designers/sellers 20 posters, 2 banners and 50 leaflets are printed as planned
Milestones
11th May - Plan the exhibition, decide the dates, number of stalls 20th May - Meet the sponsors and decide which local NGO to donate the money 21st May - Decide the venue and reserve it 22nd May - Book the tables, chairs, table fans etc for the exhibition 10th June - Publish an AD in the newspaper and update about the exhibition on social media for stall bookings 15th June - Event promotion starts (25 days before the event) 5th June - Collect the rent from the stall holders 15th June - Event promotion starts (25 days before the event) 9th July - Meet the stall owners and update them about their stall numbers and tables 10th July - Set up the venue, Stalls, banners, get electricity supply 11th-12th July - The Weekend Affair Exhibition
Technical Requirements - The promotional items should be printed in good quality - The table fans and lights should work
Limitations & Exclusions
- Staff availability to meet for project planning is limited - Budget - I have no experience in planning an event with sponsors before
Customer Review
- Stall holders, people who attend the exhibition.
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PROJECT PLAN
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Project Start
Level of Activity
Time
Project Finish
Closing Process
Controlling Process
Executing Process
Planning Process
Initiating Process
High Level Diagram Timeline
1.1.4 Find sponsors
1.1.3 Find stall holders who are interested
1.1.2 Recruit labourers/ helpers/staff
1.1.1 Research about the different exhibitions happening in the city
Pre-Planning
1.1
1.2.2 Pre and post event media
1.2.1.3 Social media
1.2.1.2Contact the local newspaper and radio
1.2.1.1 Printing banners, posters, leaflets/flyers
1.2.1 Promotion of the exhibition and advertising
Marketing
1.2
1.3.3 Shamiana, Speakers, Banners
1.3.2.3 Table fans
1.3.2.2 Chairs
1.3.2.1 Tables
1.3.2 Stalls
1.3.1 Book the venue
Venue Preparation
1.3
The Weekend Affair Exhibition
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1.4.4 Budget Management
1.4.3 Meet the labourers/ helpers/staff and brief them about the exhibition
1.4.2 Delegation
1.4.1 Come up with the event schedule
Event Management
1.4
Work Breakdown Structure
17
18 4 Days
4
8 weeks
5 Days
5
1 week
6
Controlling
2. Meet the labourers/helpers/staff and brief them about the exhibition
Event Management 1. Come up with the event schedule
2. Setting up the tables, chairs, table fans, banners
Venue Preparation 1. Rent the furniture and other props
3 Days
2 weeks
3 weeks
1 week
1 week
1 week
12 Days
3
4. Social media (Facebook)
10 Days
1 week
2
1 week
1
2 Days
2 Days
7
8
Critical Flexible Slack
3. Contact the local newspaper and radio
2. Printing banners, posters, leaflets/flyers
Marketing 1. Promotion of the exhibition and advertising
4. Find sponsors
3. Find stall holders who are interested
2. Recruit labourers/helpers/staff
Pre-Planning 1. Research about the different exhibitions happening in the city
WEEKS
Critical Path Method
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1 week
4
8 weeks
5 Days
5
1 week
6
Closing
Controlling
Event Management Meet the labourers/helpers/staff and brief them about the exhibition
2. Setting up the tables, chairs, table fans, banners
Venue Preparation 1. Rent the furniture and other props
2 weeks
3 weeks
1 week
12 Days
3
4. Social media (Facebook)
10 Days
1 week
2
1 week
1
3. Contact the local newspaper and radio
2. Printing banners, posters, leaflets/flyers
Marketing 1. Promotion of the exhibition and advertising
4. Find sponsors
3. Find stall holders who are interested
2. Recruit labourers/helpers/staff
Pre-Planning 1. Research about the different exhibitions happening in the city
WEEKS
Gantt Chart 7
1 Day
1 Day
8
PROJECT BUDGET
20
21
8 weeks
Rs.1,800/-
6
Closing
Controlling
Event Management Meet the labourers/helpers/staff and brief them about the exhibition
2. Setting up the tables, chairs, table fans, banners
Venue Preparation 1. Rent the furniture and other props
2 weeks
3 weeks
1 week
Rs.200/-
5
Rs.200/5 Days
Rs.10,000/-
4
Rs.1,000/-
1 week
1 week
12 Days
Rs.300/-
Rs.500/-
3
4. Social media (Facebook)
10 Days
1 week
2
1 week
1
3. Contact the local newspaper and radio
2. Printing banners, posters, leaflets/flyers
Marketing 1. Design promotional items for the exhibition and advertising
4. Find sponsors
3. Find stall holders who are interested
2. Recruit labourers/helpers/staff
Pre-Planning 1. Research about the different exhibitions happening in the city
WEEKS
Cost/Schedule Basline
1 Day
1 Day
Rs.6,720/-
Rs.5,000/-
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Rs.1000/-
Rs.600/-
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Direct Costs Direct Labour Costs: According to the Worknhire.com, freelance-marketing professionals charge Rs. 300500 per hour, so I will use Rs.416/hr as the median. I assume that 6 hours of marketing consultant in total would be enough therefore it will cost Rs.2500/-. The volunteers and managers are working free of cost because they are my friends. The labourers/helpers charge Rs.500 per day, so if I hire 6 labourers/helpers for 2 days and that sums up to Rs.6000/Materials: Outdoor venue (accomodated for 500 people, x2days)
Rs. 10,000/-
Wooden tables (x17, Rs.100 each for rent)
Rs. 1,700/-
Plastic chairs (x34, Rs.30 each for rent)
Rs. 1,020/-
Table fans (x20, Rs.50 each for rent)
Rs. 1000/-
Decoration items, Shamiana for the entrance
Rs. 1500/-
Hire a freelance-marketing professional for the exhibition
Rs. 2500/-
Social and print media Rs. 5000/Workers: Electrician for wiring and other electrical purposes
Rs. 1500/-
Labourers/Helpers/Staff (x6, Rs.500 each per day)
Rs. 6000/-
}
Printing: Banner (x2, Rs.150 each)
Poster (x20, Rs.50 each) Rs. 1800/Leaflet (x50, Rs.10 each)
Travel: I have my own car and the petrol expenses will be around 2000/- which includes going to the print shop, meeting the conctractors, going to the venue, meeting the stall holders.
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Indirect Costs - The electricty bill will be around Rs. 1500/- (approx) for 2 days. Which includes 10 huge tube lights, 20 table fans, 2 speakers. - The internet we will use for research is worth 1 week data so it will cost around Rs.500/- as the monthly cost is Rs.2000/-.
Total cost (direct and indirect): Rs.46,020/-
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Akanksha Negi 24