Abu dhabi music festival report by Malak Husain

Final Report

Project Management

Abu Dhabi Music Festival Report

Abstract:

The purpose of this project is to gathering all the activities in one place under concept of music festival include art and entertainment. Also, focusing on methods for communicating with audiences, with a view to determining effective marketing strategies for the festival. There is general interest in how festivals can help to build strong communication in the community. In addition, Abu Dhabi music festival is increasingly being considered effective platform for the promotion of cultural heritage as well as for the support of innovative artistic projects. Our report explores how we can organize Abu Dhabi music festival and how it may contribute to social inclusion goals through a qualitative phenomenological study of the festival. Findings suggest that the festivalâ&#x20AC;&#x2122;s organizers contribute to social inclusion across four areas of societyâ&#x20AC;&#x201D;consumption, production, political engagement, and social interaction through factors such as providing opportunities for local participation, learning new skills, and access to education.

Project Title:

Abu Dhabi Music Festival

ADMAF, Abu Dhabi Music

Project Sponsor:

And Art Foundation

Date Prepared:

1/15/2017 Abu Dhabi Education

Project Manager:

Ali Al Neyadi

Project Customer: Council (ADEC)

Project Purpose or Justification: 

Abu Dhabi Music Festival purpose is to join people from different ages and genders together to celebrate the holiday.



Organizing Abu Dhabi Music Festival featuring artists from overseas which would contribute the community financially and attract tourism to the city. It also expands the audience member’s knowledge by enabling them to see the collection of work from the old industry to the latest. With respect to the performers, it gives them the opportunity to be part of something bigger, rather than individual work they’re used to.



Making the festival outdoors encourages the community to go out more in the nature instead of the usual closed indoor spaces; it also encourages people to discover the surroundings.

Project Description: The festival will include the following activities: 

SOUQ



Beach dining



Outdoor games



Art markets



Conservation zones



Active zone (football, basketball…)



Concert



Music classes

Project Description:

Project Objectives:

The outcomes of this project will be: 

To promote interest in different types of music.



To enhance teaching and learning process.



To appreciate well known music composers, producers, singers, etc…



To provide an opportunity for students around the country to meet at one event to share their music achievement and personal experience.

Project Milestones Schedule

Due Date

Studying the site and its location

14-1-2017

Organizing the site, stands, stage

20-1-2017

Testing sound system ,electricity, lights

30-1-2017

Hire staff members , workers

9-2-2017

Organize food catering

10-2-2017

Ticket distribution

13-2-2017

Services ( washrooms )

20-2-2017

Project completion

1-4-2017

Acceptance Criteria: 

Budged report



Enough food courts



Guaranteed playgrounds for children



Guaranteed games for adults



Availability of public toilets



Availability of activities for handicaps.



Availability of Retail spaces



Good estimation of parking spots.



Providing the variety of different types of music to meet the needs of everyone. Such as jazz, classic, rock, hip-hop.



Providing music classes to expand the crowd knowledge in music.



Providing public area for the concert.

Project Deliverables

Success Criteria

Person Approving

Deliverable #1: Stalls

Clear organized location so it

Project Manger

is easy to access. Deliverable #2: 5

Games

Suitable for all ages.

Project Manger

Ticketing

Enough amounts of tickets

Project Manger

(splitting the tickets sales at

provided.

Deliverable #3:

the door ) Deliverable #4: Sound engineer (DJ , Music )

To check up on the sound

Project Manger

system to avoid problems during the festival. Deliverable #5: Food and beverages

Provide variety of food for

Project Manger

everyone. Deliverable #6: Transportation

Transports

Project Manger

people/workers/staff members around inside the festival.

Initial Risks:



Unexpected rain or storm



Power failure



Fire



Over crowding



Lack of commitments 6

Initial Risks:

Estimated Budget and funding: The funding amount will come from the Ministry of tourism and Ministry of culture and knowledge development. Total estimation : 1,000,000 AED -Transportation

10,000 AED

-Valley Parking

5,000 AED

- Security - Ticket

30,000 AED 70,000 AED

-Workers

60,000 AED

- Site reservation

160,000 AED

-Games

100,000 AED

- Music equipment

50,000 AED

-Singers

100,000 AED

- Electricity

-DJs

10,000 AED

-Food

100,000 AED

- Lights

20,000 AED

-Stands

20,000 AED

-Services

15,000 AED

-Digital screens

- Stage

80,000 AED 35,000 AED

60,000 AED

Preliminary Roles and Responsibilities: 7



Ali is the project manager which is in charge of planning and executing the project.



Saeed is the primary team member in charge of a specific group in the team.



Rola is a team member that is responsible for the tickets.



ADMAF, Abu Dhabi Music and Art Foundation is the company that is sponsoring the Music Festival.

Assumptions and requirements: 

Enough area for activities.



Food carts are available.



Probably tickets will be sold out which means increase in profit.

Approvals:

Ali Al Neyadi

Mubadala

Project Manager Signature

Sponsor or Originator Signature

Ali Al Neya0di

Mubarak Sadek

Project Manager Name

Sponsor or Originator Name

16-01-2017

17-01-2017

Date

Scope of Work (SOW) Purpose statement: The Abu Dhabi Music Festival research was conducted to gain a better understanding of the nature and outcomes of music festival experiences and to explore the extent to which they contribute to the psychological and social well-being of the young people who participate. Research has proven that the engagement of music festivals affects the psychological human behavior positively. It is the goal of Music Festival, to provide its booked artists with a large scale venue that will reach thousands of people.

Introduction: This project aims to clarify that music plays an important role and has a huge effect on a human behavior and psychology. Also increases the personâ&#x20AC;&#x2122;s communication skills, by meeting new people and engaging in activities.

Scope of work: The purpose of this business plan is to raise 70,000 DHS for the development of a music festival promoter that would be held after two month and a half. Music Festival is an Abu Dhabi based corporation that will promote artists events with the intent to sell tickets/merchandise within its targeted market.

The objectives of this project are to: 1. Promote interest in different types of music and enhance teaching and learning process by providing classes during the festival itself 2. To discover the relationship between music and emotion 3. To appreciate well known music composers, producers, and singers, 4. To provide an opportunity for young people around the country to meet at one event to share their music achievements and personal experience.

Acceptance Criteria: 1. Enough food courts. 2. Guaranteed playgrounds for children. 3. Guaranteed games for adults. 4. Availability of public toilets. 5. Availability of activities for handicaps. 6. Availability of Retail spaces. 7. Good estimation of parking spots. 8. Providing the variety of different types of music to meet the needs of everyone. Such as jazz, classic, rock, hip-hop. 9. Providing music classes to expand the crowd knowledge in music. 10. Providing public area for the concert. 11. Budget report.

Project Requirements: 

Enough area for activities.



Food carts are available.



Seating area



All instruments available



Customer service



First aid tools



Mosque



Public health and safety



On-site first aid and medical care



Noise



Waste management 10



Emergency response plan

Customer Requirements: 

At the end of the project, a final budget report and a final project report must be handed to the client explaining all the results, outcomes, process, and activities achieved.



Provide legal authorized documents in case of any changes to avoid problems.

Project Deliverables: The Deliverables listed below as a table, is according to the client’s needs: Project Deliverables

Success Criteria

Person Approving

Deliverable #1: Stalls

Clear organized location so it

Project Manger

is easy to access. Deliverable #2: Games

Suitable for all ages.

Project Manger

Ticketing

Enough amounts of tickets

Project Manger

(splitting the tickets sales at

provided.

Deliverable #3:

the door ) Deliverable #4: 11

Sound engineer (DJ , Music )

To check up on the sound

Project Manger

system to avoid problems during the festival. Deliverable #5: Food and beverages

Provide variety of food for

Project Manger

everyone. Deliverable #6: Transportation

Transports

Project Manger

people/workers/staff members around inside the festival.

Project Timeline: We scheduled this project to be completed within a month; the milestone table is listed below: Project Milestones Schedule

Due Date

Studying the site and its location

14-1-2017

Organizing the site, stands, stage

20-1-2017

Testing sound system ,electricity, lights

30-1-2017

Hire staff members , workers

9-2-2017

Organize food catering

10-2-2017

Ticket distribution

13-2-2017

Services ( washrooms )

20-2-2017

Project completion

1-4-2017

Project Budget: The approximate budget for the Abu Dhabi music festival is around 1 million Emarati dirhams. This amount is respect with some of the following; the stands, equipment’s, workers, food, transportation, electricity, sound system, and activities. The funding amount which is 700,000 DHS will come from the Ministry of tourism and Ministry of culture and knowledge development.

DISCUSSION: For the project requirement, noise was listed. Why? We’re taking advantage of the site location where there is no near surroundings; it’s located on the shore. It is already a public area that is surrounding by shore and streets which is noisy. The timeline was based on what? First of all we collected the data needed to achieve a music festival. Then we started analyzing the deliverables and how much time each deliverables needs to be completed. We first tried a timeline minimizing as much as possible for the duration of the whole project, but it wasn’t suitable, because the time was too short to meet the activities that must be accomplished. So we tried again and increased the amount of days from 6 weeks to 10 weeks 13

which means adding one more month to the completion of the project and it worked out. All deliverables are met with the 2nd trial done.

Quality Management Plan Plan Purpose: The plan purpose for Abu Dhabi Music festival will be supervised by the project manager, project sponsor, and project team leaders, which will include the project’s quality criteria, and policies and also it, will include the roles assigned for the individuals, their responsibilities, authorities and standards.

Roles and Responsibilities: 

Ali is the project manager which is in charge of planning and executing the project.



Saeed is the primary team member in charge of a specific group in the team.



Rola is a team member that is responsible for the tickets.



ADMAF, Abu Dhabi Music and Art Foundation are the company that is sponsoring the Music Festival.

Standards and procedures: Policy/Standard

Remark The festival must adhere to strict curfews and noise limits. It can be prosecuted and fined and for breaches of this license and permission and ultimately the local authority can review and revoke the festivals license. The Artist must

Stage curfew, and noise limits and billing

adhere to all curfews and noise limits which the Festival is subject to by way of local regulation or license conditions and which the Festival have notified to the Artist. The Artist must adhere to any specific instructions by the Festival’s authorized representative to reduce noise levels to specified levels in order to comply with the foregoing noise limits. The Artiste’s billing shall be multi artist festival billing unless specified otherwise in the Performance Contract. Both parties hereto must adhere to all timings agreed between them in advance and no

Stage timing

overrun or extension of your performance (“Performance”) can be permitted. The Artist must ensure that they have notification of the agreed timings (and any agreed revisions to such agreed timings). The Artiste must ensure their travel schedule allows for arrival at the Festival in good time. Any provisions relating to tickets, ticket prices and ticketing shall be as agreed by the parties

Ticketing

and set out in the Performance Contract. No complimentary tickets will be allocated to the Artiste unless this is agreed in the Performance 15

Contract. If the Festival or the Artist's appearance and performance at the Festival is curtailed, cancelled or abandoned due to any instance of force majeure then the Festival and / or the Force Majeure & Cancellation

Artiste’s performance shall be cancelled and all monies previously paid by the Festival to the Company (or their nominee) in respect of that performance shall be promptly refunded and returned by the Company (or the Company shall instruct those holding such monies to be returned), and the Company. /Artiste shall have no further claim made against the Festival for such payment, nor the Festival against the Artiste/Company

Breach

Any material breach of this Agreement by one party shall entitle the non-breaching party to terminate the Agreement in addition to all rights and remedies, all of which shall remain reserved. Prior to any such termination, the non-breaching party must provide the other party with written notice and a reasonable opportunity to cure.

Specifications: 

Alcoholic drinks are forbidden.



Not exceeding the given size of a stands.



No illegal substances consumed.



No flammable items such as fireworks.



No weapons of any kind used. ( safety measure ) 16

Festival Safety Management Plan: Plan Type

Details

Site Safety Plan

Detailing the site safety rule, site crew managers and safety co-coordinator, structural safety calculations and drawings.

Crowd Management Plan

Detailing the number and types of stewards method of working, chains of command.

Transport Management Plan

Detailing the parking arrangement, high way management issues, and public transport arrangement.

Emergency Plan

Detailing action to be taken by designated people in the event of a major incident or contingency.

First aid Plan

Detailing procedures for administering first aid on site and arrangements with local hospitals.

DISCUSSION: The quality of the project plays an important role in the outcome of the project. We were careful in choosing the types of safety plans on site. We decided Transportation management plan is the most critical plan, why? Because the site doesnâ&#x20AC;&#x2122;t have direct parking available. So people should park across the street and walk to the festival. By providing public transport plan, it makes it easier for people visiting the festival to be dropped off directly to the entrance gate in public busses and taxis.

Work Breakdown Structure

DISCUSSION: Our music festival work breakdown structure are made up of 11 primary activities, most of each contains more detailed activities. The most activity that contains detailed activities is the venue preparations which includes everything related to the stage preparations from stage size to stage electricity. We promoted our project by providing tickets that are sold at the gate, posters hanged on the streets and on newspapers.

Responsibility Assignment Matrix WBS

Work Item

Ali

Saeed

Ahmad

Rola

Mark

Leen

Mohmmad

Reem

John

Lyn

Abdullah

Omar

Samy

Ramy

Item

Festival 1

Promotion

1.1



Tickets

1.2



Posters

1.3



Newspapers

Volunteer

Marketing

Game

P P p

4.1



Competition

4.2



awards

4.3



Outdoor

games 5

Transportation

Venues Preparation

p p

6.1



Stage

6.1.1



Seating

6.1.2



Staging

6.1.3



sound

6.1.4



screen

6.1.5



Power

6.1.6



Lighting

6.1.7



Producer

6.1.8



Performance

Production manger

Performance

Food



Eating Area

9.2



Food Booth

S S

P P

S p

S p p p

p P

9.1

S P

Services

10.1



Cleaning

10.2



Prayer

10.3 

Parking

10.5



Safety

10.6



Security



First Aid

11.1

Planning 

11.2

meeting Organization

11.4



Contracts



Research

P p P P



P P

Kick off

11.3

Rooms

10.4

P P P P

DISCUSSION: In our RAM (responsibility assignment matrix) we assigned each individual for a specific work item based on their experience, knowledge, and education. Since Ali is assigned as the project manager, he is responsible in supervising the whole project from the start to the end. He must check each work items leader, if the group of the work item has done the work correctly, within the time given, and with high quality.

List of activities and immediate predecessors Activity 1.

Immediate predecessors

Start project

2. Choosing location

3. Deciding on budget

4. Participating parties

5. Preparing setup

6. Deciding types of games

7. Placing booths/stands

8. Determining stage size

9. Finding a Sponsor

10. Hiring musicians

11. Hiring workers

12. Choosing contractors

13. Accepting volunteers

14. Electrical engineer

15. Placing games

16. Preparing food

17. Locating shops and retails

18. Paying the decided on money

19. Approval for producers

20. Approval for singers

21. Approval for DJ

22. Hiring sub-contractors

23. Hanging spot light

24. Placing Laser

25. Providing sound system

26. Construction work

27. Providing maintenance

28. Placing merchandise

29. Payment conducted

19,20,21,22

30. Checking sound prior to the performance

23,24,25

31. Availability of nutrition trucks

32. Cooking fast food 33. Festival achieved 8,13,18,26.27,28,29,30,31,32

Network diagram network.pdf

DISCUSSION: The network diagrams starts from the initial stage of the project moving in order until the final stage. All our activities are completed in order for the festival to be accomplished. We have some activates that can be completed at the same time, which makes the work faster to be done, which is an advantage for us. It also makes the division of the work clear and easy to manage for the project manager.

Network Diagram

Network diagram showing latest start latest finish:

network le-Model.pdf

Schedule

Activity

Respons.

Estimate

Earliest

duration

Latest LS

SLAC K

Start project

Ali

Choosing location

Omar

Deciding on budget

Reem

Participating parties

Ahmad

Preparing set up

Ali

Deciding types of games

Mark

Placing booths

Mohamma

d 8

Determining stage size

Rola

Finding sponsor

Reem

Hiring musicians

Lyn

Hiring workers

Ramy

Choosing contractors

Reem

Accepting volunteers

Saeed

Electrical engineer

Lyn

Placing games

Mark

Preparing food

Mohamma

d 17

Locating shops and retail

Ahmad

Paying the decided on money

Ali

Approval for producers

Mohamma

d 20

Approval for singer

Lyn

Approval for DJ

Mohamma

d 22

Hiring sub-contractor

Reem

Hanging light

Omar

Placing lasers

Omar

Providing sound system

John

Construct work

Mark

Providing maintenance

Mark

Placing merchandise

Ahmad

Payment conducted

Reem

Checking sound prior to

John

performance

Availability of nutrition trucks

Mohamma

d 32

Cooking fast food

Reem

Festival achieved

Ali

DISCUSSION: 

Total elapsed time is 66 and the estimated completion time is 75 days, 75-66=9 so the slack is 9 days + positive so we have 9 days extra.



There is not negative numbers which means we don’t have any delays in the project. So it is delivered on time, which is a benefit for us, meaning we are good project managers because we managed our time with intelligence, preciseness, and by being realistic.



When we decided on the duration of each activity, we put in consideration all the work, risks, problems, errors, and possible delay that we will face in the project.

Microsoft Project â&#x20AC;&#x201C; Network Diagram

The red indicates the critical path

Gantt chart

Schedule Work Activity

Responsibility

days

Labor cost

Material cost

4000

10,000

100,000

Equipment

Maintenance

Security

13,000

total

Start project

Ali

Choosing location

Omar

Deciding on budget

Reem

Participating parties

Ahmad

2000

Preparing set up

Ali

25,000

Deciding types of games

Mark

Placing booths

Mohammad

Determining stage size

Rola

Finding sponsor

Reem

1000

Hiring musicians

Lyn

20,000

Hiring workers

Ramy

60,000

Choosing contractors

Reem

1000

Accepting volunteers

Saeed

2000

Electrical engineer

Lyn

20,000

Placing games

Mark

30,000

Preparing food

Mohammad

10,000

Locating shops and retail

Ahmad

15,000

Paying the decided on money

Ali

Approval for producers

Mohammad

Approval for singer

Lyn

95,000

Approval for DJ

Mohammad

10,000

Hiring sub-contractor

Reem

10,000

Hanging light

Omar

10,000

Placing lasers

Omar

5000

Providing sound system

John

3500

Construct work

Mark

25,000

Providing maintenance

Mark

10,000

Placing merchandise

Ahmad

10,000

Payment conducted

Reem

1000

Checking sound prior to

John

5000

10,000 10,000

100,000 2000

2000

20,000

45,000

2000 3000

18,000

27,000

15,000

10,000

5000

15,000

10,000

18,000 48,000

10,000

20,000 1000

50,000

70,000

500

2500 20,000 55,000

21,000

15,000

100,000 46,000 15,000

30,000

20,000

20,000 10,000

3500

35,000

105,000

42000 5000

5000

35,000

10,000

20,000

performance 31

Availability of nutrition trucks

Mohammad

Cooking fast food

Reem

Festival achieved

Ali

7 509,000

25,000

35,000

15,000 2000

2000

137,000

225,000

25,000 25,000

5,000

8000

50,000

946000

DISCUSSION: 

Start a project doesn’t need labor but it needs materials, for cleaning the site etc. ..



Our projects direct cost includes material cost, labor cost, and equipment cost.



Our projects indirect cost includes maintenance cost, and security cost.

Work breakdown structure

fara7 cost.pdf

Reports Cost:

Reports Resources:

Risk Assessments Matrix

Main tasks of Project Manager in performance stage: 1. Supervising the activities to be done by the working members. 2. Give a chance for the audience to speak their mind for feedback, reviews, suggestion, and ways to improve the organization. 3. Implement project plan to build deliverables. 4. Manage project staff and/or volunteers according to the established policies and practices of the organization. 5. Review the quality of the work completed with the project team on a regular basis to ensure that it meets the project standards. 6. Project manager should have good communication skills to deliver what has to be performed. 7. Prepare and present full project status reports to stakeholders that included everything related to the project. 8. Making sure the given schedule is followed and implemented correctly on time. 9. Staying within the budget of the project and not overrunning it, simply by utilizing resources. 10. Assure and control the quality of work done. 11. Making sure there is no waste such as 

Over processing



Over production



Excessive inventory



Defects (repair, rework, retest, errors)

Project closure: -

From the planning phase to the closing phase is what makes up the project life cycle. It is known that project process is not permanent work, it is temporary. This means that the project has a specific end date and start date. According to the clients need, the time of the project process is assigned. The closure phase of the project ensures that the project manager meets the requirements of the client in the specific quality, time, and cost assigned.

An important role for project closure is to analyze the project, which means allowing participants clients to review the project, and make suggestions for future projects in order for them to be more successful based on the outcome of the current project. It also includes project participants reviewing the project successes and failures.

The project manager can conduct a lessons learned meeting or document which allows the participating members review the project and capture what went well and why it went well. Also what failed, and what was the reason or cause behind the failure. What were the lessons learned during the project mistakes and accomplishments. In the end of the project process, pointing out the failures is not to find blame, but to learn from the mistakes.

After the project is completed, a table was made that showed 3 major risks in Abu Dhabi music festival that might occur during the event. Sudden weather change, possible damage in equipment, and chance of losing directions, all these risks were assigned with respect to the location of the site, the surroundings, the geographical area, and the common risks usually occurs in most projects that are similar.

A document archive associated with the project is a must to be saved in a safe location where they can be retrieved for future reference. Official signed contracts and other minor and major documents also are included. Other legal reasons for archiving all documents of the project, in case of any uses of tax reviews, or lawsuits. In some cases, disagreement occurs between the parties, whether is it about material used or changing the location of

the event, incase this happens legal documents are provided to back up the information agreed on. -

Some examples of documents included to be archived in Abu Dhabi music festival:

 Charter Documents  Scope statement  Official contracts  Original project budget  Project manager’s summary of lessons learned

Customer satisfaction is one of the main roles to achieve in project closure. If the customer is satisfied, then the project is successful. Gaining customer satisfaction means gaining customer’s trust which may lead for future collaboration again. Also effects the company reputation, by either promoting it or ruining the company’s name.

Lessons Learned from the project: 1. Improved communication skills by listening to others opinions, and sharing opinions, and having patience. 36

2. Dealing with our failures in a positive way, by learning from our mistakes and avoiding them in the future. 3. Making decisions 4. Controlling the project and keeping it on track by following 3 steps that help: Measuring: Checking project progress toward meeting its objectives. Evaluating: Determining the cause of deviations from the plan. Correcting: Taking corrective actions to address deviations. 5. Organizing time by not procrastinating and delivering the work with the specific time given. 6. Motivating each other to produce the highest quality of work. 7. Exploring new soft wares throughout the process and expanding our knowledge. 8. Expanding our research skills by communicating with professionals and visiting festivals. 9. Thinking outside of the box by searching for various resources rather than just a specific one or two. 10. Dealing with the risks and problems during the project process by discovering different solutions.

References: 1. https://pm4id.pressbooks.com/chapter/12-1-project-closure/ 37

2. http://www.project-management-skills.com/project-manager-duties.html 3. https://www.projectsmart.co.uk/learning-from-project-failures.php 4. http://www.gla.ac.uk/media/media_26397_en.pdf 5. https://en.wikipedia.org/wiki/Music_festival 6. https://abudhabievents.ae/en/Pages/sunset-music-festival2016.aspx