Idaf Project

8/12/2019 Idaf Project

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The Working Musician

ProjectManagement Plan

Improvisation and Digital rts festival

Sofia Giannitsiou Papaevangelou

K1325112


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Contents

1. Synopsis2.1 Pre-Production Plan2.2 Post-Production Plan (SWOT Analysis)3. Publicity4. Critical Report5. Appendices5.1 Risk Assessment5.2 Responsibility Tables5.3 Floor Plan6. References


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Table 1: Synopsis

Date: 19t 21stFebruary 2014

Time: 9.0018.00 (daily)

Venue: Coombehurst Studiofoyer,

Kingston Hill Campus,Kingston University,

Kingston-upon-Thames,

Surrey KT2 7LB

Event Team: Isabella Van ElferenKingston University ProfessorIDAF Project

Manager

Ebby Ecquah IDAFTechnology Team Leader

Maria Busen-SmithKingston University LecturerIDAF Hospitality

Team Tutor

Charles-Jean C BoucherKU StudentPublicity Sector Leader

Jessica Barnes-ProdromouKU studentIDAF Hospitality TeamMember

Sofia Giannitsiou-PapaevangelouIDAF KU studentHospitality

Team Member

Stefanos KaltsisIDAF KU studentHospitality Team Member

Elpida KaryopouliIDAF KU studentHospitality Team Member

Merrellene MiddletonIDAF KU studentHospitality Team Member

Summary: Our team was formed aiming to cover the hospitality sector for the annual

Improvisation and Digital Arts Festival, once more, held at Kingston

University. Under the direction of Dr. Isabella Van Elferen and a number

of highly committed people, the event featured speakers and performersfrom different Universities of the world who lectured on different

subjects related to music and media. The task of the Hospitality Team

was to welcome the speakers and guests of the festival and provide a

warm and comfortable environment around the actual event. An array of

duties was undertaken by our team, from advertising the festival to

serving refreshments and food during the intermissions, as well as

providing general information on the festival and its history.

Milestones: Discuss over Health and Safety and find adequate equipment toprevent any accidents

Form a type of a documentopt out sheet- for us to confirm with thespeakers/performers the filming of the lectures

Create welcome packs for the guests attaching campus maps and localhotelsrelated research

Research inexpensive ways of providing refreshments (water, juice,coffee, wine, beer etc) and food.

Working on the decoration of the foyer: finding the rubber ducks, thebanners and the tablecloths

Research possible inexpensive ways of printing crew t-shirts andname tags

Prepare the floor plan: take measurements of the foyer Promote the event through social networks, distribute flyers and

posters


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18thFebruary 2014(one day before the

event)

Final organisation of the foyer

o Set up the tables and fabrics

o Tidy up the foyer and decorate

Find and use the

plastic IDAF Ducks

o Set banners in and outside the

foyero Merrellene brought the food,

beverages and relevant

ecquipment

Unexpectedly, Stefanos Kaltsis had to

digitally reform the programme

booklets and along with Elpida

Karyopouli, Jessica Prodromou and

me, he printed out sixty of them and

put it together

2.1 Pre-Production Plan

29th

January 2014

Meeting with Isabella van Elfereno General outline of the eventdetailso Idea of T-Shirts and Name Tagso Idea of a Flashmob for promotion of

the event along with the posters and

the leaflet distribution

o IDAF Banners were given to the team3

rdFebruary 2014

First team meetingo Set of responsibilities and roleso

Maria Busen-Smith came to track theupdates

o Programmes and Tasks sent out byMerrellene the same day

10th

February 2014

Risk Assessmento Indicated the hazards which could

occur and searched for existing and

needed control measures

o Find it attached in Appendix13

thFebruary 2014

we also took measurements of the foyer forthe floor plan.

14th

February 2014

Merrellene printed the publicity material inKnights Park campus

Team met again to share posters and flyersand start properly promote the event

17th

February 2014

We got permission to hang up posters andstamped them.

We had them hung in Kingston Universityscampuses and in Halls of Residence; we also

distributed flyers, giving a small speech each

time on the Music Departments event.


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.luckily by 23:00 everything was set!


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Post- Production Plan

SWOT Analysis

STRENGTHS WEAKNESSES

The advantage of a friendly team, who got onwell and co-operated for the best results.

We stayed consistent with the schedule andaccomplished most of our meetings.

We constantly kept in touch with our tutorsin charge of the event: Isabella, Maria, Ebby,Charles.

We utilized our small budget efficiently. We managed the project well in a very short

amount of time. We faced the problems that occurred

promptly and effectively.

We took on full responsibilities of hospitality, as wellas publicity although we should have fully focusedon hospitality.

In hindsight, we didnt have enough planning time.

OPPORTUNITIES THREATS

To work with IDAF team staff closely andlearn from their experience and advice.

To explore KU Music Departments premisesthrough Risk Assessment.

To contact external academics. To attend a series of Improvisation and

Digital Arts lectures and concerts. To experience, on a large scale, the

management of a big event/project and togain basic business skills.

The budget, as well as the time, had a high potentialof not being managed properly.

The limited time, causing a lot of anxiety to the team,could have prevented us from providing IDAF with

great hospitality.


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Publicity

I am indicatively attaching some pictures of the

programmes and the T-shirts created for the

promotion of our event. On the 3rdof February

also, our Facebook and Twitter events were

published and we had the responsibility to spread

the news of the upcoming event throughout the

network

.


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9/17

Critical Report

Personal evaluation

Two weeks before Christmas, the lecturers of

The Working Musician module, announced a

vacancy that was open for the management of amajor Kingston University event: the

Improvisation and Digital Arts Festival (IDAF). I

decided to participate as a hospitality team

member, as it would be a great opportunity for me

(it is my first year in Kingston, despite my being a

second year student) to get involved and, apart

from being assessed in the above module, to

develop my organisation and management skills,

as well as to gain basic business experience.

Pre-production

I was very lucky to be in a team that, in a friendly

and co-operative way, helped me unfold my ideas

and creativity. We divided our responsibilities,

related to our personal skills and interests, in two

big categories: the pre-event and the during-

the-event roles. Since the very first meeting with

Isabella, I clearly showed my interest in being

responsible for the decoration of the studio along

with PR and catering duties.

I was very happy to participate in the Risk

Assessment completion, as this was a completely

new procedure for me (including the related

lecture) and also gave me the opportunity to

explore different aspects of the Music

Departments premises, which I really much

enjoyed. The floor plan design was an issue thatcaused a lot of concern to the team until Stefanos

offered to do it, as he has been educated on

mechanical design. I and Jessica helped him take

measurements of the Coombehurst Studio foyer.

We have to admit that Merrellenes contribution

in the preparation of the event was valuable. Her

mature character and years of education on

business and management along with her

advantage of a car made her a responsiblemanager that guided her low-experienced team

successfully. It is true, though, that the lack of

time led her to gather a great amount of activitiesto herself, trying to be effective.

The Embarrassment

Being honest and critical, I would say that we

aimed to achieve a hospitality service of a very

high quality in a very low budget and also in a

very short period of time.

That is why a series of ideas didnt have the

chance to be implemented in the end. I was really

keen, for instance, on organising a flashmob for

the flyer distribution and for the general

promotion of our Music Department. Since I

firstly expressed my idea, team and tutors were

supportive enough to make me believe that this

could actually happen. The fact that I couldnt

predict, though, was that in an academic

environment, decisions and ideas need to be

announced with at least two weeks notice. Even

the people from the Music society that had offered

help, even my course mates werent availablewhen I asked them a week before. This probably

was my greatest embarrassment during the whole

project, including the event days. I was trying

until the beginning of the IDAF week (Monday

17/02), when my self-confidence finally

collapsed.

It was then I practically understood the necessity

of SMART planning. Although my goal was

Specific, it was neither Measurable and Time-

based, at all, nor Achievable and Realistic, given

the certain period of time. In addition I took the

full responsibility for this, without being able to

afford it (!) and this is another huge chapter of

business/project management psychology: people

might need to say no, despite the enthusiasm.

Furthermore, this failure successfully enhanced

my insecurity of non-acceptance, as I was quite

concerned over my social connections, by the time

I realised that there were very few people, to feel

comfortable with or to ask a favour or assistance;

and that was my perspective.


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PRoblems

Trying to manage our very short amount of time

in the most efficient way, we also had to cope

with the inexistence of publicity team, which we

were informed for, five days before the event. We

had to print posters, flyers, name tags and

programmes on our own and make sure that they

would be posted and distributed. This practically

meant that we had to get permission from the

university to hang posters, to stamp them and then

run all around Kingston to promote our event. The

real shame for me is still that if we had the

publicity material at least ten days before the

event, instead of five, and if we knew from the

beginning that there wasnt a publicity team, then

we could have organised better our strategy andcould have been more effective. In fact, the poor

attendance, of the first day, for example, caused

such anxiety that I, together with Elpida, left my

position during the IDAF lectures and went to the

Kingston Hill Library, making the ultimate effort

to indicate our Music Departments significance.

The actual event

The three days of the event went smoothly with

the hospitality team in standby mode to cover

every need and the communication between

lecturers and attendants growing stronger every

day. Our food and drink supplies were more than

sufficient and, I believe, no one left unpleased.

The first-day concern over the low rates of

attendance had completely vanished by the end of

the festival. On the last day, we had to prepare the

final ceremony for the student music prize award

as well as the alcohol fundraising campaign for

next years music prize. There was some kind of

fuss, as we had to print in the last minute a one-

hundred-pound fake check for the prize winner

but we were having such a great time that the

more random the day ended up to be, the moreenjoyable it became.

Thanks to IDAF

At this point I would like to express my

gratefulness as without getting THAT close to

IDAF, I wouldnt have had the chance to attend

some of the most interesting and up-to-date

lectures over new technologies and digital arts,

film-television and videogame music etc.

Moreover through this event management and the

excellent idea of allocating two speakers to each

one of the hospitality members, I am lucky

enough to have met some very well educated

people, with whom I also had the opportunity to

discuss nowadays musical issues and exchange

views.

I was also there to watch three concerts fromjazz to electracoustic music and from house

electro to Bietnamese traditional aleatorism

.Overall, a great experience, full of different

approaches of this ancient finest art, which

without using any speech sometimes can leave

you speechless.


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Appentices

Risk Assessment


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IDAF Team To-Do List


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References

http://www.businessballs.com/swotanalysisfreetemplate.htm

http://www.pmi.org/About-Us/About-Us-What-is-Project-Management.aspx

http://www.idaf.co.uk/

http://www.hse.gov.uk/risk/risk-assessment.htm

http://publisherspublicitycircle.co.uk/
http://www.businessballs.com/swotanalysisfreetemplate.htmhttp://www.businessballs.com/swotanalysisfreetemplate.htmhttp://www.pmi.org/About-Us/About-Us-What-is-Project-Management.aspxhttp://www.pmi.org/About-Us/About-Us-What-is-Project-Management.aspxhttp://www.idaf.co.uk/http://www.idaf.co.uk/http://www.hse.gov.uk/risk/risk-assessment.htmhttp://www.hse.gov.uk/risk/risk-assessment.htmhttp://publisherspublicitycircle.co.uk/http://publisherspublicitycircle.co.uk/http://publisherspublicitycircle.co.uk/http://www.hse.gov.uk/risk/risk-assessment.htmhttp://www.idaf.co.uk/http://www.pmi.org/About-Us/About-Us-What-is-Project-Management.aspxhttp://www.businessballs.com/swotanalysisfreetemplate.htm

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