Project Charter

  1. General Information
Project Title:Maryborough, QLD Annual Airshow 2018Project ID:ASHW 2018
Sponsoring Organization:AAA Events Management Pty Ltd (AAAEM)Sponsor Representative:Manager East Australia (MANEAUS)
Prepared by:Name of the WriterVersion:1.1
  1. Executive Summary

Events management has become a specialized domain and companies are limited in their capacities to organize large events that could provide significant benefits and competitive advantages. The author’s boss, Manager East Australia (MANEAUS) is in contact with the board members of the Maryborough Aviation Group Enthusiasts (MAGE) that is preparing for their 2017 show. They can provide a one-time opportunity to AAAEM for their next 2018 show. This project charter is related to this Maryborough, QLD Annual Airshow 2018. The project opportunity and the business need is that a world-renowned entertainer and associated band will visit Australia in 2018. The entertainer has consented to deliver two musical shows at the Maryborough Air Show 2018. The technical bid aims at convincing MAGE board for contracting the delivery services of musical shows. AAAEM has a keen desire to win this contract because it would not only benefit the local business but also be beneficial for the international affiliates of AAAEM. The key strengths of AAAEM include event management, ticket reservations, and hotel reservations. For the year 2018, the show days are Saturday 8/Sep/2018 and Sunday 9/Sep/2018. AAAEM will provide its event management expertise to MAGE. Both AAAEM and MAGE will engage different stakeholders to accomplish the project milestones and deliverables. The project charter is supplemented by two stakeholder registers. The first register describes the near-term stakeholders that are related to the project charter. The second register mentions all stakeholders for the entire Maryborough Air Show 2018. The net profit from the musical events with the highest number of guests has been estimated at $42,250.

Table of Contents

1. General Information 2

2. Executive Summary 3

3. Project Purpose 5

3.1. Business Need 5

3.2. Business Objectives 6

4. Project Overview 7

4.1. Project Objectives and Success Criteria 7

4.2. Scope 7

4.3. Out of Scope 8

4.4. Assumptions 8

5. Project Deliverables 9

6. Project Management Milestones 12

7. Costs / Budget 13

8. Project Risks 15

9. Project Organization 16

10. Approval Signatures 17

  1. Project Purpose

The author is a project manager and subject matter expert (SME). The current employer of the author is AAA Events Management Pty Ltd (AAAEM). The Australian head office of AAAEM is in Brisbane, which is also the work location of the author. AAAEM has expertise in managing various types of events. The major events managed by the organization include the Brisbane G20, concerts and wineries, and the Melbourne Airshow. The organization is headquartered in Brisbane; however, it has offices in all major Australian cities. It also has affiliations in cities across the world that provides the organization a global reach. Besides event management, the expertise of AAAEM includes reliable ticketing system, secure financial control, and effective marketing strategies. The organization has a dedicated social media team to reach a target audience at low cost. The organization has a broad client base and international links to expand attendees from worldwide. It can also create discounted package deals. The organization earns a major portion of its revenues through event management services and commissions on ticket sales.

The author’s boss, Manager East Australia (MANEAUS) is in contact with the board members of the Maryborough Aviation Group Enthusiasts (MAGE) that is preparing for their 2017 show. They can provide a one-time opportunity to AAAEM for their next 2018 show. This project charter is related to this Maryborough, QLD Annual Airshow 2018.

  1. Business Need

The project opportunity and the business need is that a world-renowned entertainer and associated band will visit Australia in 2018. The entertainer has consented to deliver two musical shows at the Maryborough Air Show 2018. The first show will be held on Saturday evening and the second show will be held on Sunday afternoon / early evening. The show will fulfill the following business needs:

  • The show will raise funds for maintaining and running community events.
  • The Fraser Coast Council has guaranteed the first 1150 tickets to ensure that there are no financial losses to MAGE.
  • The Council anticipates added tourist value even if the musical event does not reach the break-even point.
  • Maryborough airport and the associated aviation museum also require funds for maintenance and upgrade.
  1. Business Objectives

MAGE has the expertise of arranging and scheduling airshow attractions. However, it does not have the skills and resources of delivering entertainment events that could ensure that all seats are filled, and large crowds attend and enjoy the events. Hence, MAGE board has developed a business case based on AACE class 5 estimates. The board has suggested that this project opportunity should be further analyzed and defined. The author has been approached by the boss MANEAUS to convince MAGE to contract the delivery services of two musical shows at the Maryborough airshow in 2018. MANEAUS has asked the author and four others in the project team to prepare the first draft PMP for the technical bid. The project charter is to be prepared by Friday 25/Aug/2017.

  1. Project Overview
    1. Project Objectives and Success Criteria

The technical bid will aim to convince MAGE board for contracting the delivery services of musical shows. AAAEM has a keen desire to win this contract because it would not only benefit the local business but also be beneficial for the international affiliates of AAAEM. The project management plan (PMP) should highlight all strengths of AAAEM regarding event management, ticket reservations, and hotel reservations. The proposal is to be submitted by Monday 09/Oct/2017.

MAGE will evaluate AAAEM’s proposal in two steps. The first step will comprise of the technical review and acceptance. If AAAEM clears the first step, a financial bid will be requested by MAGE in the second step. The first phase of the project will further define the project via a PMP. MANEAUS will be the project sponsor for the first phase. AAAEM also has a governance board, and MANEUS is part of the board.

  1. Scope

The project aims to deliver successful two musical shows at the 2018 Maryborough airshow. For the year 2018, the show days are Saturday 8/Sep/2018 and Sunday 9/Sep/2018. AAAEM will provide its event management expertise to MAGE. Both AAAEM and MAGE will engage different stakeholders to accomplish the project milestones and deliverables. The project charter will be supplemented by two stakeholder registers. The first register will describe the near-term stakeholders that are related to the project charter. The second register will mention all stakeholders for the entire Maryborough Air Show 2018.

  1. Out of Scope

The following will not be covered under the technical bid as well as financial bid:

  • Planning of any event other than two musical events in the Maryborough, QLD Annual Airshow 2018
  • Policy development for the airshow
  • Travel costs for delegates
  1. SME Skills

The author is a project manager and subject matter expert (SME) at AAAEM. The author possesses various skills that are critical for every SME as mentioned below:

  1. Workflow Management

The author has an organized approach to project management and all documents are kept at a centralized location. The calendars and project management software are used for tracking deadlines and sending reminders. The workflow is defined precisely concerning document flow, approvals, and predecessors for each task.

  1. Relationship and Stakeholder Management

The project will also require working remotely between the project office and the event venue. The strong interpersonal and communication skills of the author will engage actively all stakeholders and contribute to greater job satisfaction and improved project outcomes.

  1. Change Management

The work environment of a project is often volatile, dynamic, and fluid. Unforeseen circumstances may include deadlines shift, change of requirements, team members leave, and cancellation of meetings. The author has a positive and flexible attitude that minimizes the resistance to change and change is accepted when it is inevitable.

  1. Event Management Experience

The sound knowledge of the business issue at hand is critical for SME. The author has been delivering projects assigned by AAAEM with proven success. The experience of event management will be a key strength for successful organization and arrangement of the two musical events.

  1. Assumptions

AAAEM assumes timely receipts of funds to pay contractors as agreed in the project agreement. The organization also assumes that present service levels of the stakeholders will be continued and extended for this project as well.

  1. Project Deliverables
StakeholderProject Delivery
Fraser Coast CouncilPartner with MAGE to expand tourism and ensure no financial loss to MAGE.
Queensland Police ServiceMonitor and control suspicious activities.
Metropolitan Fire BrigadeDeploy emergency staff to respond to any fire events during the two musical shows.
Maryborough AirportWork with security team and transport team to provide airport related services and ensure smooth travel of guests from airport to the Fraser Coast. Also, avail the opportunity of events to raise funds for maintenance and updates.
Transport TeamMake convenient and comfortable transport arrangements for the guests as well as media officials.
Ticketing TeamImplement reliable and efficient ticketing management system to sale tickets of the two musical events.
Security TeamEnsure security of the event and the attendees and be prepared for emergency response.
Media OperationsDevelop and manage a dedicated enclosure of media officials for the two events.
Marketing TeamUse digital marketing strategies and social media to reach the target audience.
Food and Beverage Supply TeamLiaise with food and beverage vendors to ensure the quality and availability of the items as per the expectations of the event attendees.
Corporate GroupProvide support related to procurement, legal, financial, and human resources management.
Venue GroupManage the event venue at Fraser Coast and coordinate with suppliers and stakeholders from the venue location.
Accommodation GroupEnsure a good hotel package deal for the dignitaries.
Car and Logistics TeamEnsure that each guest has a car with driver for the full day for two days of the event. Ensure the proper management of check-ins, garbage, restrooms, and public access as per the agreements with all stakeholders.
Traffic ConsultantsPrepare traffic management plans to avoid traffic congestion at the location of the event during the event days.
Volunteers for Parking and Crowd ControlProvide assistance for car parking, seating arrangements, and maintaining an organized environment during the event. Also, avail the opportunity of the two events to raise funds to arrange community events.
  1. Project Management Milestones
MilestoneTarget Date
Project Initiation21/Aug/2017
Completion of Project Plan09/Oct/2017
Completion of Project Preparation22/Apr/2018
Project Launch08/Sep/2018
Events closure09/Sep/2018
  1. Costs / Budget

The profitability from the two musical events can be accomplished when the mid or high level of attendance is achieved for the two musical events. Hence, AAAEM will target high attendance of 2,000 attendees for the two musical shows to ensure maximum profitability. Cost/budget table is shown below:

Project ComponentCost ($)
Expenses without Entertainment Expense112,750
Entertainer Expense45,000
Estimated Total157,750
* Additional funding may be needed upon completion of the detailed PMP
  1. Project Risks

There are many processes that can be employed for controlling the risk. However, the major factor that is considered in risk management is the human factor. The risk attitudes of organizations as well as stakeholders are impacted by several factors. These include the risk appetite, tolerance, and threshold. The risk appetite refers to the extent to which the organizations and stakeholders are willing to assume the risk. The tolerance factor identifies the amount to which the organizations can withstand the risk. The threshold aspect indicates the capacity of the organizations to take the risk in anticipation of a specific reward. The risk attitudes of organizations and stakeholders are also impacted by their biases and perceptions.

A significant risk in the context of human factor is overestimating the ability and potential to deliver a project. It results in undertaking ambitious tasks and overcommitting the work. Another problem that organizations often face in risk management is assigning the responsibilities of strategy development and risk management to the same functional units. These two domains require different personalities and should never be handled by the same team of individuals. Communications regarding risk should be customized based on the stakeholder audience. The concerns and risk perceptions vary from stakeholder to stakeholder. The risk management should categorize the risks based on their severity and likelihood. The available trade-offs should be evaluated and risk mitigation strategies should be developed. Project team members should also have the idea of how a particular risk will affect their tasks, how the risks are being prioritized, and how they will be mitigated.

  1. Project Organization
  1. Approval Signatures
Position TitleSignatureDate
MAGE Representatives
AAAEM Representatives
Project Manager
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