Download - Project Bielava LH Link
Project Documentation
Bielava Summer Music Festival
2016
Prepared for: Krajanske Centrum Tatran, (Countrymen Center Tatran) Chicago, IL
Project Manager: Ludovit Harcar
Date: August 1, 2016
Bielava Music Festival
1
Table of Contents
Project Proposal & Project Charter (Part 1).....................................................................................3
Critical Success Factors & Scope ....................................................................................................4
Stakeholders, Stakeholders Mix & Stakeholders Analysis ..............................................................5
Work Break Down Structure (WBS) ...............................................................................................7
Gantt Chart .......................................................................................................................................8
Budget Management ......................................................................................................................10
Milestone Schedule ........................................................................................................................12
Project Status Checking Process ....................................................................................................13
Risk Management ..........................................................................................................................14
SWOT Analysis .............................................................................................................................15
Communication Matrix ..................................................................................................................16
Official Poster (Part 2) ...................................................................................................................17
Venue Timeline..............................................................................................................................18
Google Map of Bieleva Campground ............................................................................................19
Guide Map of Bieleva Campground ..............................................................................................20
Responsibility Assignment Matrix (RACI Matrix) .......................................................................21
Volunteers ......................................................................................................................................22
Opening & Closing Procedures .....................................................................................................24
Internal Factor Evaluation Matrix (IFE Matrix) (Part 3) ...............................................................26
Final Conclusion ............................................................................................................................27
Bielava Music Festival
2
Project Proposal / Project Charter
Venue Organizer: Krajanske Centrum Tatran, (Contrymen Center Tatran) Chicago, Illinois
Venue Sponsor: Krajanske Centrum Tatran, Krajanske Radio,
Event Date: August 5-7, 2016
Event Type: Bielava Summer Music Festival
Location: Bielava Summer Resort, 4257 S 675 E, Knox, IN 46534,
Guests: App .500-550
Project Manager: Ludovit Harcar
Bielava Summer Music Festival is 3rd annual festival located in Bielava summer resort &
campground, Knox, Indiana. Krajanske Centrum Tatran as non-profit organization, located in
Chicago, Illinois is the main organizer and sponsor of this venue.
Our countrymen who emigrated from Europe dreamed of 60 years to bring Slovakian and Czech
people together and in 2002 we have witnessed first step to this mission with 1st annual Rock Fest
Festival in Chicago. Bielava Summer Festival is continuation of this tradition.
Our mission and main goal in this venue is to bring Slovakian, Czech and American people
together and celebrate summer with good music, food and sport activities to remind our
countrymen, who were living here for few years or several decades our Slavic traditions.
Bielava Music Festival
3
Critical Success Factors for Bielava Summer Festival
1) Timing of major milestone Bielava project
2) Synchronizing our project team
3) Change managed and implement immediately
4) Our promotional activities
Scope of Bielava Summer Festival
1) Planning, designing, organizing, implementing
2) Synchronizing our project team
3) Change managed and implement immediately
4) Our promotional activities
Bielava Music Festival
4
Stakeholders
1) Countrymen radio 5) Main sponsor
2) Local authorities 6) Minor sponsors
3) The venue location 7) Customers
4) Members & volunteers of KC Tatran 8) Venue performers
Stakeholders Importance and Influence Plot
Matrix explanation: Graph is split into four quadrants, where numbers 5&7 representing key players, numbers 1&6
representing “meeting their needs”, numbers 2&3 representing “least important factors” and numbers 4&8,
representing “consideration”.
Bielava Music Festival
5
Stakeholders Analysis
Question All stakeholders that apply.
1. Approves funding for this project? Board of Directors
2. Approves functional requirements? President/ Project Manager/ Site Manager
3. Approves technical requirements? President/ Project Manager/ Local Authorities
4. Approves design decisions? Marketing Manager/ Project Manager
5. Approves changes to requirements? President/ Project Manager
6. Approves changes affecting schedule? President/ Project Manager/ Local Authorities
7. Approves changes affecting cost? Treasure / Project Manager/ President
8. Will use the service produced by the project? Tourists / Community
9. Set the organizational goals of this project? Board of Directors
10. Will assign people to the project? Project Manager
11. Approves contracts for suppliers? Secretary / Project Manager
12. Will manage the project provide leadership? Project Manager
13. Represents regulations or laws affecting this project? Park Ranger/ Local Authorities
14. Will have their work disrupted by this project? Hunters
15. Will have to change their systems or processes
because of this project?
Campground will only be open for venue
attendance costumers
16. Will benefit from this project? Our community
17. Will perform the work on this project? Project Manager, KC team, suppliers, volunteer,
Analysis explenation- These questions will encourage the project team to consider a wide variety of stakeholders.
Bielava Music Festival
6
Work Break Down Structure (WBS) 1/2
Bielava Music Festival
7
WBS 2/2
Matrix explenation: A work breakdown structure is a key tool for project manager to see general overview of
important milestones before, during, and after the project completion. WBS tool organizes the team's work into
manageable sections and hierarchical decomposition of the work are executed by the project team. The work
breakdown structure visually defines the scope, as each level of the work breakdown structure provides further
definition and detail
Bielava Music Festival
8
Gantt Chart 1/2
Bielava Music Festival
9
Gant Chart 2/2
Chart explanation- a chart in which a series of horizontal lines shows the amount of work done or amount of total
production completed in certain periods of time
Bielava Music Festival
10
Budget Management- Estimate Expenses
1.Site Estimate Actual 5. Beverage &Supplies Estimate Actual
Site Fee $7,000.00 Non-Alcoholic b. $220.00 Police $650.00 Beer $3,800 Van Rental $450.00 Wine $420.00 Party Rental $340.00 Coffee & Tea $70.00 Site expenses $8,440.00 Beverage Expenses $4,510.00
2. Supplies Estimate Actual 6. Program Estimate Actual
MVR $28.00 World Band Music $1,100.00 Fuel $650.00 Folk Singer $600.00 Propane $820.00 Czecka Music Band $900.00 Tent & Stage Rental $2,100.00 DJ & Children actv. $1,450.00 Supplies Expenses $3,598.00 Program Expenses $4,050.00
3. Marketing Estimate Actual 7. Legal Fees Estimate Actual
Graphics Work $510.00 Liquor & Food Lice. $320.00 Printing $80.00 Insurance $600.00 Ads $340.00
Marketing Expenses $930.00 Legal Fees Expenses $600.00
4. Food & Supplies Estimate Actual 8. Work Compensat. Estimate Actual
Supplies $360.00 Employees’ Wages $4,580.00 Seasoning $80.00 Vouchers $650.00 Shop & Save $3,400.00
Meat & Sausage $900.00
Food &S Sup. Expenses $4,740.00 Work Comp. Expenses $5,230.00
Total Expenses $32,418.00
Budget Management- Estimated Income
Estimate Actual
Admission $21,000 Bar $14,000 Food Vendors Fee $2,200.00 KC Kitchen $9,000.00 Merchandise $800 Miscellaneous $300.00 Total $47,300
Bielava Music Festival
11
Charts- Estimated Expenses
Charts- Estimated Income
Budget Management Matrix- is the analysis, organization and oversight of costs and expenditures for upcoming
venue.
Bielava Music Festival
12
Milestone Schedule
Milestone Date of
Completition
Stakeholder Acceptence Criteria
Gain local authorities and
event location approval
March 8, PM/ Prezident of KC A written document for
approval
Create a final budget April 12, PM Final written document
outlining the budget
Book artists & music April 26, PM / Stage coordinator Written document of
contract between both sides
Promote event, start
distributing tickets for sale
May 10, PM / Marketing
coordinatorr
Create a poster, run
Facebook event, online
tickets on web sites
Gain minor sponsors June 21, All stakeholders Advertisement in local
community
Event August 4-7, All stakeholders Run the event accodings to
plans
Matrix explenation: Milestones is a tool to mark specific points along a project and project manager. Entire project
team needs to stay on track with those dates in order to to bring project to its final destination .
Bielava Music Festival
13
Project Status Checking Process
Every Tuesday members of Krajanske Centrum Tatran are holding stakeholders meeting, where
milestone schedule and other activities related to this venue are checked and assuring that all tasks
are on schedule. If for any reason, any task is taking unexpected duration of time to complete, the
responsible team member should report the information to the project manager. If is necessary,
project schedule can be adjusted to allow allocation the resources to make the progress.
Risk Management
1.Obtaining a liquor licence 7. Equipment issues during the venue
2.Artist & music group cancelation 8. Anti-social nehavior during the venue
3.Weak ticket sales 9. Fake ID’s from minors costumers
4.Insuffiecient planning 10. Weather issues
5.Overlaping venues 11. Low performance of volenteers
6.Minors sponsors would’nt get involved 12. Insuffiecient cooperation from site manager
Matrix explenation: Risk Management is a tool for identification critical parts or critical steps in the project or
acceptance uncertainty in the project
Bielava Music Festival
14
Risk Probability and Impact Matrix
Impact
Probabiliy Low Low-Medium Medium Medium-High High
Low 8
Low-Medium 4 1 2
Medium 7 9 11 3
Medium-High 5 6 10
High
Matrix explanation: Risk Probability Matrix is built from risk management matrix, where numbers in the Probability
& Impact matrix are responding to numbers from the risk management matrix. Based on that matrix, project manager
can definine, which risk needs priority attention.
Risk Probability and Impact Graph
Graph explenation: Risk Probability and Impact Graph is built again from Risk Management matrix, where
numbers 10,9,4,8 representing middle level to lower level risk. All the numbers above, representing high level of
risk.
Bielava Music Festival
15
Change Management
In order to implement changes smoothly we need to follow these steps
Step 1 Identify change
Step 2 Submit change request form to Project Manager (PM)
Step 3 Request form evaluated by PM
Step 4 Form submited to Countrymen Center (CC) as the main sponsor
Step 5 CC determines result by vote
Step 6 If change is accepted, PM implement the change
SWOT Analysis
Strengths Opportunities
- High reputation of our organization - Additional activities for children
- Strong enthusiastic team - Special cocktail for bar menu
- Program for children & adults - Fireworks on Saturday night
- Affordable price
- Accessible location & drive
Weakness Threats
-Unqualified volunteers - Olympics opening ceremony
-New online system for selling tickets - Same venue in Denver, CO
-Both headliner are Czech groups - Weather issue
Matrix explanation: planning method that evaluates those four elements of a project or business venture.
Bielava Music Festival
16
Communication Matrix
Communication matrix- tool designed to pinpoint exactly how an individual is communicating within their team
and with other stakeholders and to provide a framework for determining logical communication goal.
What Who When How
Description Provider Recipient Frequency Format Method
Kickoff meeting PM & President
CC
Once only Meeting Face 2 Face
/Conference
Project Progression
Meeting
PM &Prresident
CC
Project Team Weekly Meeting Face to face /
conference
Meeting minutes Promotions
Coordinations
All stakeholders Weekly
following
meetings
MS Word
PowerPoint
Urgent Respond
Meetings
PM & Project
team members
Project Team As required Meeting Viber (group
account)
Venue Hire Venue and
program
coordinator
Venue operators
& managers
Twice Meeting Face to Face
meeting at
the venue
Supliers Meetings PM &/
Equipment
Coordinator
Suppliers As required Meeting Phone call
Security Meetings PM & Security
coordinator
Security Agency Once Meeting Face to face
Budget review PM & Treasury Project team Bi-weekly Meeting Face to face
meeting
Bielava Music Festival
17
Official Poster
Bielava Music Festival
18
Venue Timeline
Friday Children Disco 6-8 pm
Adult Disco 8-9 pm
Official Venue Opening by President of CC 9 pm
Bonfire at Dusk 9:30 pm
CIA Revival, music concert 10:15 pm
Czecka, music concert 11: 15 pm
DJ Mika 12:30 am
Closing 1 am
Saturday
Children Activities 9 am-3 pm
Adults Activities 10 am-2 pm
Quizzes for Adults 3:30 pm-4:30 pm
Zumba Dancing 4:30 pm-5:30 pm
Folk singer 6 pm-6:20
Veselica, folk group 6:30-7:30 pm
World Band, music group 7:45 pm-8:45 pm
CIA Revival 9 pm-10:15 pm
DJ Kido 10:30 pm
Closing 1:30 pm
Sunday
Holy Mass with Father Patrick 10 am-11:30 am
Discussion with Father Patrick 11:30 am-1 pm
Children Activities 1 pm-2 pm
Adults Activities (final games) 1:30-3 pm
Bielava Music Festival
19
Google map of Bielava Campground
Bielava Music Festival
20
Guide map of Bielava Campground
1. Bar (tent 20 x 20) 13. Tent for Kitchen (tent 20 x 20)
2 Beer garden (tent 20 x 40) 14. Tent for non-alcoholic beverages (own tent)
3 Countrymen radio live (tent 20 x 20) 15. Garage (existing)
4 Tent above stage (tent 20 x 20) 16. Storage for supplies (tent 20 x 40)
5 Stage (20 x 20) 17. Mobile restrooms (5x)
6 Stairs for the stage 18. Main office
7 Tent for children act. (tent 20 x 40)
8 Tent for AV
Bielava Music Festival
21
Responsibility Assignment Matrix (RACI Matrix)
Matrix explanation- linear responsibility chart (LRC), describes the participation by various roles in completing
tasks or deliverables for a project or business process
Working Position Responsible m. Supporting m. Duties
Bar Peter K. Grand Catering
(vendor)
Leadership and coordination of bar
activities
Bar Peter K Grand Catering
(vendor)
\
Kitchen Ferro H. Grand Catering
(vendor)
Leadership and coordination of kitchen
Main Gate / Entrance Michal U Volunteers (5x) Leadership and coordination of main gate
& entrance
Vouchers Sale Paul G Volunteers (2x) Leadership and coordination of vouchers
sale for the venue
Stage coordinator Lucy R Michael K. Leadership and coordination of stage &
music groups
Security Stefan G PL Security
(vendor)
Leadership and coordination of security
Children Activities Ivette O. Volunteers, (8) Leadership and coordination of children
activities
Sport Activities Peter F Volunteers (6) Coordination of sport activities
Supply Coordinator Andrej E Robert H. Coordination of supply & logistic
Venue Manager Ludovit H. Vlad L. Overseeing entire venue operation
Bielava Music Festival
22
Volunteers
Benefits for Volunteers
One full day Free admission + food (excluding beer) + tickets worth of $40
Two full days Free admission + food (excluding beer) + tickets worth of $80
Three full days Free admission + food (excluding beer) + tickets worth of $120
Half day, 5 h Food (excluding beer) + tickets worth of $20
2 x half day Food (excluding beer) + tickets worth of $40
3 x half day Food (excluding beer) + tickets worth of $80
Bielava Music Festival
23
List of Volunteers & Working Positions
Friday Name Source Department Hours
1. Joe M, Susan T. Kitchen 3 x full day
2 James S. Susan T. Kitchen 3 x full day
3. Henry K. Susan T. Kitchen 3 x full day
4. Milan L. Ivette K. Kitchen 3 x full day
5 Ivan T. Peter L. Kitchen 3 x full day
6. Jaron S. Vlad K. Kitchen 3 x full day
7. Peter S. Vlad K. Kitchen 3 x full day
8. Kayla H. Ferro H. Kitchen 2 x full day (F, Sa)
9. Petra L. Ferro H. Kitchen 2 x full day (F, Sa)
10. Lubes M. Ferro H. Kitchen 2 x full day (F, Sa)
11. Monika H. Ferro H. Kitchen 2 x full day (F, Sa)
12. Luba S Ferro H. Kitchen 1 x full day (Sa)
13. Julia S. Peter M Bar 2 x full day (F, Sa)
14 Pavli Ch. Peter M Bar 2 x full day (F, Sa)
15. Stavka T. Peter M Bar 2 x full day (F, Sa)
16. Stank K. Ludovit Bar 2 x full day (F, Sa)
17. Lada D. Ludovit Bar 1 x full day (F, Sa)
18. Mariska D. Peter M Bar 1 x full day (F, Sa)
19. Sam H. Peter M Bar 1 x full day (Sa)
20. Nick G. Mike P. Bar 1 x full day (Sa)
21. Argie T. Mike P. A/V 2 x full day (F, Sa)
22. Maja K. Ivette K. A/V 2 x full day (F, Sa)
Bielava Music Festival
24
Opening Procedures (each day of the venue)
F, S, Su, Time Location Duties Who
Priority 1. 7:30 am Main Tent Staff Meeting Ludovit
Priority 2. 8 am Main Gate Open Michal K.
Priority 3. 8 am Voucher sale Open Paul M.
Priority 4. 9 am Bar Open Peter M.
Priority 5. 9 am Beer garden Open Andrej P.
Priority 6. 10 am Kitchen Open Ferro T.
Priority 7. 3 pm Main Gate Support Michael
Priority 8. 5pm Stage Fully operated Lucia
Priority 9. 9 pm Stage Official Opening Michael P.
Priority 10. 11 pm Kitchen Last call Ferro T.
Priority 11. 12:30 am Bar Last call Peter M.
1 am Close
Closing Procedures (3rd day of the venue)
Sunday Time Location Duties Who
Priority 1 7 pm Main Tent Staff Meeting Ludovit
Priority 2 7:15 pm Main Gate Break down Michal K.
Priority 3 7:15 pm Voucher sale Break down Paul M.
Priority 4 8 pm Beer G Last call Peter M.
Priority 5 8 pm Kitchen Last call Andrej P.
Priority 6 9 pm Bar Break Down Ferro T.
Priority 7 9 pm Kitchen Break down Peter M.
Bielava Music Festival
25
Internal Factor Evaluation Metrix (IFE Matrix)
Strengths Weight Rating Weighted Score
1. High reputation of our organization 0.05 3 0.15
2. Strong enthusiastic organization team 0.07 4 0.28
3. Program for children & adults 0.10 3 0.30
4. Affordable price for the venue 0.05 3 0.15
5. Free entrance for children 0.02 3 0.06
6. Accessible location & drive from Chicago 0.15 3 0.45
7. Bar revenue up by 14% 0.05 4 0.20
8. Gift’s revenue up by 24% 0.03 3 0.09
9. IPhone application with venue info 0.02 3 0.06
Weaknesses
1. Total revenue down by 12% 0.10 2 0.20
2. Total attendance down by 5% 0.15 2 0.30
3. Low performance from volunteers 0.02 1 0.02
4. Weak scanning system on the main gate 0.02 1 0.02
5. Overlapping our venue with another 0.04 1 0.04
6. Minor sponsors not involved 0.05 2 0.10
7. Power shortage (venue site responsibility) 0.03 1 0.03
8. Often costumers have to wait to check out 0.05 1 0.05
Total 1.00 2.50
IFE Matrix- this strategy formulation tool summarize and evaluates the major strengths and weakness of the venue.
The sum of all weights must equal to 1.0. Assign a 1 to 4 rating to each factor represents a major weakness (rating=1),
a minor weakness (rating-=2) a major strength (rating=4) and minor strengths (rating=3) Our total became to 2.5,
which in scale of 1-4 we can consider as average score.
Bielava Music Festival
26
Venue Conclusion and Final Recommendations
3rd annual Slovakian Summer Festival in Bielava, Indiana was happily opened with the Gong
and successfully closed down with the same instrument.. Bielava music festival, where the main
idea was to bring pieces of Slovakian music, food, drinks and traditions to Slovakian and Czech
people, as well as Americans, whose families came from overseas, met our costumers expectations,
which was a very positive sign to our organization.
During our three days’ festival we increased our attendance by 21% on Saturday in our main
day, however in overview we had a decline compared to last year’s festival by 7%. Several factors
are behind those numbers, one of them was a different date, since last year’s festival was the 3 rd
week in August and most of the families were already back home from vacations. Another reason,
could be our music headliner, which was not as strong as last year. From the sales point of view,
we had an increase in bar sale and food sale. This was very positive sign, even though we had less
visitors. We also had an increased in children & adult’s games activities of 17%. This was possible
because prizes from our minor sponsors very more attractive than last years.
Throughout the festival, our entire management team spent quality time discussing with our
costumers their opinions about this venue. We heard many positive comments. Our friendly staff
was praised for their fantastic job at preparing the venue, especially for children and adults
activities as well as hosting the Sunday holy mass with Father Patrick. Father Patrick came all the
way from Slovakia to this venue and was willing to spend extra time for discussion with his
countrymen.
Bielava Music Festival
27
For our next year Bielava Music Festival, we would like to raise the bar and offer even higher
quality musical performers that this year. One main stage headliner, instead of two or three music
groups of same level are main factors, which we need to work on, in order to bring more people
in. Several months’ media promotion of this festival and intensive marketing work earned rewards,
but there is always a room for improvement and for next year we need to start al last five months
before the festival.
For next year’s festival we need to assign not only project manager but also marketing manager
and PR manager. They will be responsible for promoting this venue. We need to start discussions
with our main media sponsor Countrymen Radio, at least five months before the event. This
discussion shall include: all news about the festival, our music program, activities, tickets options
as well as the consideration of a room for discussions and feedbacks with our customers through
phone calls, emails and Facebook. Additionally, we need to create by the end of the year milestone
schedule starting six months before the festival instead four months.
Krajanske Centrum Tatran (Countrymen Center Tatran) is known as a strong non-profit
organization in the Chicago area and this rating will not change as long as Slovakians living in US,
continue being interested in carrying on with traditions of their home country.
Thank you for your time
Ludovit Harcar