Week10

STAKEHOLDER REGISTER

Stakeholder

Interest in Project

Priority

Support/Mitigation Strategies

1

Sales Manager

Will be responsible for sales strategy and working with advertising teams to promote sales and tickets.

Internal / Key

The sales team needs to work with technical team and promotion team to get better knowledge of events.

2

Equipment, Oranges, Decorations Suppliers

The suppliers should provide the key equipment, supplies for the event like oranges, decorations.

Internal / Key

The suppliers should work together with finance advisor and event organizer.

3

Financial Advisor

The financial advisor should work with the sales and other vendor, sponsors, and suppliers to ensure project budget can be met and project remains within budget.

Internal / Key

The Financial and sale team should work together in success of event.

4

Public & Students

These people will make the event a success (or failure).

External / Key

Should be aware of events and eager for event.

5

Event sponsors

They should provide monetary support for the event.

External / Key

They need to work with financial advisor.

6

Food and Drinks Vendors

They will be responsible for food and drinks at the event.

Internal / Key

Work with event staff and event organizer.

7

Event staff

They will be responsible to run the event; from getting hit with oranges to assisting people around the area.

Internal / Key

They need to work with suppliers and organizers.

8

Health care centers lead

Health care should support any injuries or medical issues at the event.

External / Secondary

The health care team should work with event organizers.

9

Technical Support Manager

They will be responsible for website creation, advertisement support, and technical events.

Internal / Key

They should work with a sales team and promotion team.

10

Event Organizer

They should plan the event and give directions to staff in completion of event.

Internal / Key

They need to work with suppliers, financial advisors, vendors, staff, and healthcare.

PROJECT COMMUNICATION MATRIX

Stakeholder

Project Info Needs

Stakeholder Info Needs

Methods

Timing

1

Sales manager

Planning and promotions

Responsible for Ticket scales and Promotions

Meetings, Interactions, Through Emails

Starting 28 March, weekly meetings

2

Equipment, Oranges, Decorations Suppliers

Directions and Authorization to supply oranges and equipment (safety, technical)

Event requirements

Meetings, and continuous updates about deliveries

Monthly updates on changes

3

Financial Advisor

Budgets and fund raising

Responsible for raising funds from sponsors and investors to support the event to meet the financial goals

Meeting with Sponsors, investors and focusing on the business goals

Every week

4

Public & Students

Meeting the students and public expectations

Students and public to buy the event Tickets

Through emails

As per needed to buy ticket, and show up on day of event

5

Event Sponsors

Financial investment

Event plan and proposal & progress

Meetings and Interaction

Monthly

6

Food and Drinks Vendors

Food and drinks at the event

Number of people to serve

Meetings and interaction with the investors to update the financial status

Monthly updates on changes

7

Event Staff

Work to setup best environment for people

Event plan and details

Group Meetings and Interactions

Monthly in first 2 months, and weekly until the event

8

Health centers team lead

Availability and equipment on site of volunteers

Number of expected people to provide care for

Meeting, interactions and updating through emails

Delivery one day before event

9

Event Technical Manager

Providing Technical support

Responsible for Websites and other technical support

Meetings

Weekly

10

Event Organizer

Managing and strategy for the event

Implementation and overall management of the event

Meeting

Weekly

KEY DELIVERABLES

ACCEPTANCE CRITERIA

1. Event Location Reservation

1. Location reserved confirmation for 7 days.

2. Advertise & Fundraise

2. Sold 5000 tickets online, obtained sponsor funding of $23000, confirmed lunch, food, and drink vendors.

3. Install structures including booths, stalls, stages

3. Installed the large tents for urgent care, check-in, orange storage. And 4 stalls for food and drinks and stage setup along with the area for the cart to drive.

4. Set up all event space

4. Decorated the event space and placed the appropriate signs, directions, barricades, routes. Placed the furniture and installed computers and refrigerators.

5. Clean up event space

5. Removed all the trash including the oranges. Deconstructed the stalls, etc., removed all equipment and units, and decorations.

6. Event summary video

6. 5-10 minute video of event reviewed by sponsors and One World, One Community.

WBS with Activities List

Schedule

0.0

Ivrea Carnival: Battle Of Oranges

Start Date:

End Date:

1.0

Event Location Reservation

03/06

03/14

1.1

Finalized location with One World (Elinor Klapp Philips Park)

03/06

03/08

1.2

Contacted Tallahassee Parks Authority to reserve location

03/09

03/12

1.3

Made payment for location and learned about restrictions on the property

03/14

03/14

2.0

Advertise & Fundraise

03/15

06/18

2.1

Finalized 1 primary and 3 secondary sponsors for the event

03/15

03/28

2.2

Set entry fee amount based on sponsor funding (Estimated to be $15/ person)

03/29

03/29

2.3

Created website and social media campaigns for the event on Facebook, Instagram, and Twitter

03/15

03/31

2.4

Advertised event on 5 billboards, 2 newspapers, 2 radio channels

04/01

06/18

2.5

Invited at least 3 vendors for food and 1 vendor for drinks

04/01

05/01

3.0

Install structures including booths, stalls, stages

05/01

06/15

3.1

Contacted Florida State Parks Authority to set up time to install structures for event

05/01

05/06

3.2

Placed 2 porta potty trailers at site for men and women each and showers

06/15

06/15

3.3

Setup stage, pathways for carts for orange throwing

06/15

06/15

3.4

Set up 2 large tents for safety and urgent care on site

06/15

06/15

3.5

Setup 4 stalls for food and drinks

06/15

06/15

3.6

Setup 2 booths for check-in, & 1 tent for orange storage and safety gear

06/15

06/15

4.0

Set up all event space

06/16

06/17

4.1

Put up event decorations

06/16

06/17

4.2

Put up directions, stall numbers, mark pathways, place barricades

06/16

06/17

4.3

Provided tables, chairs, fans, and other supplies including computers, refrigerator, etc. for the various stalls and booths

06/16

06/17

4.4

Store oranges at dedicated tent

06/17

06/17

5.0

Clean up event space

06/18

06/21

5.1

Removed all trash including oranges from the ground

06/18

06/21

5.2

Removed all equipment and decorations

06/19

06/19

5.3

Deconstructed and moved out all structures

06/19

06/20

6.0

Event summary video

04/01

06/21

6.1

Contacted event videographer company

04/01

05/01

6.2

Recorded the event with 3 videographers and covered various parts of the event

06/18

06/18

6.3

Edited footage from event videos into 5–10-minute summary video

06/19

06/20

6.4

Distributed event video to 2 local news channels as well as upload to social media and event website

06/21

06/21

Risk Description

Impact Statement

Deliverable

P

I

X

Risk Response Strategy

1 

Unable to conduct the planned event at the location 

If we are not able to conduct the event at the location due to unforeseen weather or unavailability, we will run into a risk of the event not happening. This will impact the event overall which might also cause delays in conducting the event or event cancellation. 

Event Location Reservation 

3

5

15

To mitigate this risk, we will co-ordinate with the State of Florida 3 months ahead of event to identify potential alternative location targets like public parks, stadiums etc. that are available around the event planned time which could facilitate us and alternate dates .

2 

Advertisements not reaching targeted audiences 

If the targeted group of people don’t get the advertisement, we might not get the perceived number of audiences to participate in the event, which will cause an event failure.  

Advertising & Fundraising 

4

4

16

We will partner with multiple advertising streams such as YouTube, Google ads, Facebook ads etc to promote the event well ahead of time online and create awareness of why this event is happening so we can attract people to participate in the event. We will also be in contact with representatives from different news channels that could promote the event on their websites as well.  

3 

Construction Company Backing off 

If at the last minute the construction company backs off, we won't have the necessary tents, booths and stalls which will have an impact on the event being called or postponed  

Installation of structures including booths, stalls, stages 

1

4

4

To mitigate this risk, we will speak with multiple construction companies and have an alternative in hand if so this situation arises. 

4 

Failure of equipment 

If there is an electrical failure due to a generator issue or any other equipment like a mike etc not working properly we might have delays in starting the event. 

Setting up event space 

2

5

10

To mitigate this risk, we will have a second backup generator and also test the equipment before the event starts to make sure everything looks good. 

5 

People not disposing trash in the designated areas 

If people attending the event don’t dispose of the oranges and trash in designated areas, others with citrus allergies that might use the event location after may have health issues which in turn cause legal issues after. 

Cleaning up event space 

2 

5 

10 

We will provide all the necessary instructions to the people attending the event and place different signs in all the areas that are intended for trash. Cleaning crew will cover cleaning up to a certain extent in the park as well.

6 

Video equipment getting damaged 

If there is an accident where the videographer slips and damages his video camera shooting the event as the surface might be slippery due to orange peels and juices, we run into a risk of not getting the necessary footage. 

Event summary video 

1 

1 

1 

The videography company we are hiring will be sending multiple videographers with different cameras (one main camera and multiple lenses per videographer). They can exchange their equipment and continue shooting. We can also ask the audience to provide video footage of the event so we can compile it. 

Milestone Schedule

Completion Dates

Critical dependencies

Event Location Reservation

03/14/2022

Event is confirmed with One World, One community

Advertising/Selling tickets

06/18/2022

Finalized location, 1 primary and 3 secondary sponsors for the event. Where the ticket cost can be decided and advertised

Install structures including booths, stalls, stages

06/15/2022

Contact Florida State Parks Authority to set up time to install structures for event

Set up all event space

06/17/2022

All structures are in place for vendors, equipment, decorations to be in place.

Clean up the event space

06/21/2022

Work with vendors to ensure all equipment is clear and structures can be taken down.

Event summary video

06/21/2022

Contact event videographer and make sure

summary video was recorded covering various parts of the event.

Activities

Sales Manger

Event Organizer

Event staff

Equipment, Oranges, Decorations Suppliers

Financial Advisor

Food and Drinks Vendors

Event Sponsors

Event Technical Support

HealthCare Center Lead

Public & Students

0.0

Ivrea Carnival Battle of Oranges

1.0

Event Location Reservation  

1.1

Finalizing the Location  

C

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A

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C

1.2

Reserving the location  

I

R

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A

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1.3

Payment and learned restrictions on the property  

R

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C

2.0

Advertise & fundraise  

2.1

Advertising the event on various means  

A

C

I

R

I

2.2

Create website and Social Media Campaigns  

A

C

I

R

I

2.3

Invite at least 3 vendors for food and 1 vendor for drinks  

I

R

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A

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C

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2.4

Finalize 1 primary and 3 secondary sponsors for the event 

I

R

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A

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2.5

Set entry fee  

I

A

I

R

3.0

Install structures including Booths, Stalls, Stages  

3.1

Setup stage and areas for carts  

A

R

C

I

I

3.2

Set up stalls for food and drinks  

A

C

I

I

R

R

3.3

Setup for check-in and 1 tent for orange storage and safety gear  

A

R

I

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R

3.4

Contact Florida state parks Authority to set up structures for the event 

R

I

I

A

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I

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3.5

Place Porta potty & showers

A

C

R

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I

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I

3.6

Set up large tents for Safety and urgent care on site 

A

R

C

I

R

I

4.0

Set up all event space  

4.1

Put up event decorations  

A

R

C

I

I

4.2

Store oranges at dedicated tent  

A

R

C

I

4.3

Provide furniture, Computers, Refrigerator  

A

R

C

I

C

I

4.4

Put up directions, stall numbers, mark pathways and place barricades 

A

R

C

I

I

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I

5.0

Clean up event space  

5.1

Trash removal including oranges from the ground  

A

R

I

5.2

Remove all equipment and decorations   

A

C

R

I

R

C

5.3

Deconstruct and move out all structures  

A

R

R

I

C

I

6.0

Event Summary video  

6.1

Contact videographer company   

A

R

C

I

6.2

Edit the event videos to 5-10 minutes Summary video  

A

R

6.3

News channels and social media, Event website upload  

A

R

I

6.4

Record the event covering various parts of the event 

A

R

Ivrea Carnival Battle of Oranges Budget Narrative

Category/Explanation

Amount

1. Location Reservation

The cost of using Elinor Klapp Philips Park (~$1400 per day) for the planned event.

$10000

Total for Location Reservation

$10000

2. Advertising

Budget allocated to advertising the event in multiple ad platforms like YouTube, Google ads, Facebook

($5000 per platform)

$15000

Advertising in 2 different news channels

($1500 per channel)

$3000

This budget also includes the creation of a website and hosting it.

$5000

Total for Advertising

$23000

3. Construction

Main Event Area

$9000

Food Stalls

($2000 per stall)

$8000

Check-in and Safety gear booths

($1000 per booth)

$3000

Total for Construction (Includes Hiring costs for Construction Crew)

$20000

4. Event Space Decorations, Interior, and Signs

Budget allocation for filling up the event location with decorations, balloons, other party items, as well as signs and interior equipment

$5000

Total for Event Space Decorations

$5000

5. Hire crew/ Staff for the event

20 caterers who work around the event stalls

($20 per hour per person)

$3200

30 knight crew members who get hit by the oranges

($25 per hour per person)

$6000

30 security detail members working around the event in shift bases

($20 per hour per person)

$4800

20 medical personnel to take care of the injured in case of emergency

($30 per hour per person)

$4800

10 information providing personnel in separate booths around the event to give directions to the people in the event when needed as well as providing entry

($20 per hour per person)

$1600

Total for Hiring crew/ Staff for event

$20400

6. Orange Purchases

Budget allocation for purchasing oranges from vendors across Florida ($1000 per truck)

$10000

Total for Orange Purchases

$10000

7. Hiring the Cleaning Company

Cost of hiring a professional cleaning company for removing the trash and other discarded items when the event is completed.

(Volunteers helping are not included in this budget allocation)

$12000

8. Hiring a professional Videography Company

Cost of hiring a professional videography company to cover the entire event and give us the agreed deliverables.

$20000

Total for Hiring a Videography Company

$20000

Total Cost for Organizing the Event

$88400

Ivrea Carnival Battle of Oranges Revenue Narrative

Category/Explanation

Amount

1. Event Tickets

Cost of entry to the event currently we estimate around 5000 people to attend the event and we are selling the ticket for $10 per person

$50000

Total from Event Tickets

$50000

2. Vendor Contracts

Contracts given to food stalls to provide food for the people participating in the events

($4000 per stall)

$16000

Total from Vendor Contracts

$16000

3. Sponsors/Fundraisers

Amount received from sponsors and fundraisers for us to organize the event

$23000

Total from Sponsors/Fundraisers

$20000

Total Revenue from the Event

$89000