Activity 1 - Project Methodology

The organisation wants to use the PRINCE2 methodology to manage the event project. Describe how you will utilize the PRINCE2 methodology to ensure that the event is managed and executed successfully. You must specifically provide a minimum of... 1.1 - an example of how a PRINCE2 principle would be used and embedded in the project. 1.2 - a description of a PRINCE2 process and where this falls within the life cycle of the project. 1.3 - an example of how PRINCE2 project documentation could be used to manage the project effectively.

Scenario - Project Management for Commercial Technology Event Project

You have been hired as a project manager for a company called "Eventide Events", which runs and manages large commercial events and festivals. The event that you have been tasked to manage is called " Tech Splash". Tech Splash is a yearly conference-type festival where the best technology for the year is showcased to the public before it is made available for purchase in stores. Some of the companies that will be showcasing their technology this year include Sony, Dell, Samsung, LG and Apple. Each of these companies has already delegated a representative for the event to assist with communication and planning. A total of 15 tech companies will be attending the event to showcase their products and have agreed to attend the event by signing a contract. These companies will each be provided with a time slot to showcase their product to an audience from the venue's stage area and will also be provided with an area with a stand where ticket holders can preview the technology. Those that want to attend the event must purchase tickets online from an online ticket vendor called "Evetick" and present these tickets at the gates of the event on the days the event is held. A small team managing the security and gates of the event will handle ticket collection on the day of the event. This team is provided by the venue, and the price for this service is included in the cost of hiring the venue, which is 5000 pounds per day. Each ticket costs 20 pounds, and the online ticket vendor takes a 10% commission on each ticket sold. This year the event expects to host over 20000 people over the course of 2 days. This is a 25% increase in the capacity of the event from the previous year, where only 15000 tickets were sold. The location for the event takes place at a large conference centre. This building consists of a large amphitheatre for stage presentations and a floor area for the ticket holders to walk around the floor and engage with the technology. The stage and floor presentations will take place simultaneously over the 2 days, and the doors to the event will open at 10:00 am and close at 6:00 pm on each day. The venue will be hired for a total of 6 days. Two days before the event will consist of setting up the event, and the two days after the event will be deconstruction and final clean-up activities. Apart from the teams provided by the venue, there will be other teams active over the six days. These teams include stage, lighting, video production, cleaning and catering. Each of these teams has already been contracted to contribute to the event. The stage, lighting and video have been provided by a company called "Magical Productions", and these three services have been paid for as part of a package which costs 5000 pounds. The catering and cleaning have been provided by a company called "Top Chef Foods." The catering company has agreed to waiver the cost of the cleaning for the facility to profit from the sale of food at the event. Therefore will be at no additional cost to the project. This cleaning service will include routine cleaning throughout the day to the entire venue, as well as the final clean-up when the event is over. The event is broken into two main parts. The first part consists of various tech organisations that present their new tech to an audience using a host speaker. Each of these organisations will have fifteen minutes per slot and a total of nine per day. The event is to take place two weeks from the point that you have been hired as a project manager. Your employer, "Eventide events" has placed a high priority on the successful planning, management and delivery of the event. This is the reason that you have been hired for your project management expertise.