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Project Management in Organizing A Movie Premiere: Red Carpet Events Limited
Project Management in Organizing A Movie Premiere: Red Carpet Events Limited
Project Management in Organizing A Movie Premiere: Red Carpet Events Limited
Grace W Maingi
Management 4890
Event Planning and Management 2
Executive Summary
Welcome to the future of event planning! Red Carpet Events Ltd. was founded in 1998 as a
Professional Total Event Management Company based in Los Angeles, USA. We bring to the
community of Los Angeles a new breath of air in the event planning market; thereby promising to
deliver an event that the guests will have fond memoirs of.
Whether it’s a private or business function, a small gathering of friends or a gala, we will work
with you to create a beautiful and unique experience. We combine old fashioned values, go the
extra mile, and use cutting-edge event planning software explaining why we lead the market,
Red Carpet Events is an equal opportunity business making its expertise and products available to
help customers plan their own events. Our event planning software brings interactive event
planning as close as your personal computer. We take care of planning the event as well as
hosting the training through the use of our strategic business partners. Through these and other
affordable products and services, we proudly say that we are the number one resource for any
event.
Event Planning and Management 3
Table of contents
Problem Description…………………………………………….….4
Objectives…………………….…………………………………….5
Project Goals………………………………………………………..6
Methodology……………………………………………………….. 7
Mind map……………………………………………………………7
Responsibility Matrix………………………………………………..8
Network Diagram…………………………………………………….9
PERT………………………………………………………………....9
Resource Histogram………………………………………………….10
Conclusion……………………………………………………………11
References……………………………………………………………12
Event Planning and Management 4
Problem Description
One of the major problems which event planners confront is effective crowd control. Helping
guests feel secure is vital. The team analyzes the risks posed by crowds, thus more security
capabilities are needed. A safe plan therefore needs to be implemented. Effective security guards
need to be hired.
Appropriate contingency and emergency operation plans have to be in place and be tested due to
the potential for significant and enduring disruptions. An information management system is
needed to provide a way to manage and document the management of emergencies and
Lighting planning is a critical part of the overall planning process. Lighting can transform a gala
into an exciting, elegant environment. Functional lighting should be enough for the venue to be a
safe one. Exits must be clearly lit to facilitate an orderly departure in the event of an emergency.
Wall and ceiling lighting adds drama and appeal to the venue making it look more glamorous,
accentuate the intended mood and help tie together the colors used for decorating. Point
illuminate contents and attract people to certain areas, while stage lighting can be used in the form
Objectives
This event plan is aimed at bringing to light all the potential issues and factors that need to be
Being a red carpet event, strategies for success have to be developed, making sure the purpose of
the special event is important enough to merit the time and expense needed to properly stage,
publicize and evaluate the event. Ways to evaluate the event’s success are also developed.
A budget is then created to provide the event planners with financial blueprint. This budget ought
to be specific, and include other revenue opportunities as well as expenses printing, permits,
Logistics are then considered such as the size or space of the building to be used, utility support
needed, setup coordination in the form of chairs, tents, portable toilets, parking and signage, clean
up, emergency plans, transportation and public services such as police and fire departments.
Publicity is also planned. This requires creative thinking balanced with practicality. The primary,
as well as secondary objectives are considered. All available media is brainstormed and a detailed
The event will then evaluated by issuing questionnaires for the participants to fill. This enables
the event planners to find out whether the event fulfilled its goals and objectives, to identify what
worked and what needed fine-tuning, if the event was well attended, and evaluate the worthiness
Project Goals
We hope to organize a 300+ person movie release on June 12, 2011 in Los Angeles, California in
order to attract celebrities and stakeholders for the film industry and the media
We also hope to provide a safe and enjoyable ambience by allocating 50 security guards on
location of the premiere and have at least 6 speakers and stereos and 70-inch screens to
successfully show the premiere to everyone in attendance for the entire duration of the premiere.
We hope to finish the premiere within the scheduled time by doing everything possible to drive
the project to the end and stay on time. We expect to avoid guessing and incompetence in the
planning of the scope so as to have reasonable time schedule with which to work.
We hope to finish the project within the scheduled budget by doing our best to track our
expenditures and know where the money is going. By finishing the project within the scheduled
We hope to finish the project with the same level of quality by revising our project plan when
problems arise, but with no compromise on the project quality. While it is important to keep
deadlines, it is equally important that we keep the project’s quality high throughout.
We hope to finish the project within the specified guidelines making sure that we meet the
customer’s needs. We hope to do this by finishing the project with expected specifics to verifying
Methodology
Mind Map
Re-plan
Control
Monitorin Execution
g Event Goals &
Management Tasks
Closing and Planning Planning
Close-out
meeting Priorities
Initiation
Contacts Agreement
s
EVENT
Responsibility Matrix
Program staff
Development
KEY ACTIVITIES
Network diagram
Arrangemen
t
Plan
Meet
Close
Initiate
Monito
r
Resource Histograms
14
12
10
8
Lighting
Seating
6 Tickets
0
Week 1 Week 2 Week 3 Week 4
Event Planning and Management 11
By knowing the budget before planning the event, and sticking to it, we avoid surprises when
renting the event facility or working with vendors by getting all agreements in writing.
We build a 10% contingency into the budget to accommodate unexpected expenses, checking all
the invoices against written quotations and questioning all charges that do not seem to compute.
CPI = BCWP where BCWP is the Budget Cost of Work Performed and ACWP is the Actual
Conclusion
The primary goal of this report is to identify action initiatives that make up the overall success of
event management. To that end, we identify all the key factors in event management that are
rather similar to those of project management. It is expected that the event will be successful and
References
Ehow.com. (2010, November 27). Event Lighting Issues. Retrieved January 03, 2011, from
http://www.ehow.com/list_7410510_event-lighting-issues.html
M. Debora. In Planning Special Events: Blueprint for Success. Event Planning Tips. Retrieved
January 03, 2011, from http://www.librarysupport.net/librarylovers/eventips.html
Project Management Institute. A Guide to the Project Management Body of Knowledge (PMBOK
Guide) Fourth Edition. Newtown Square, Pennsylvania: Project Management Institute,
Inc., 2008.
Project Smart, Co. (2000). Five Goals of Every Project. Retrieved January 3, 2011, from
http://www.projectsmart.co.uk/five-goals-of-every-project.html