Project Management Final

PROJECT MANAGEMENT
Project Pitching
Project Title:
To organize a two day half yearly event to raise awareness and show support across the country
for people living with HIV. (Event name: Break Free)
Project Client: Reliance/Join
Contact person from client: Reliance/Jio marketing head
Contact person from service provider: Yogesh Sharma (Legal Consultant)
Break Free
Introduction/Background of the Project:
This events sole purpose is to generate awareness amongst the citizens of the country on the
Project Management
topic of AIDS and at the same time make patients suffering from AIDS feel accepted by the society
by all means. To break free from the taboo surrounding HIV positive citizens and the mental
An event
trauma they suffer because of it. To make them by EventWale
feel happy, normal and make them find their sane
escape amidst all this chaos, to allow them to break free and have one of the most memorable
and ecstatic days along with their loved ones. A group of 4-12 people will find themselves in a
locked room from which they will have to find their escape using the clues and hints hidden
across the themed set up. There will be 5 different rooms with 5 different themes.
Project Objective:
 To generate awareness amongst the citizens of the country on the topic of AIDS
 To organize an event centered on HIV positive citizens and make them feel accepted by
the society.
 To generate monetary funds by the means of ticketing for escape rooms, food stall space
rent and brand promotional activities.
2018
Methodology for undertaking the project:
Pre-Event
Submitted By:
 Informative Seminar on AIDS
 Pan-Mumbai Treasure Hunt Damini Joshi
 Street Painting around BKC.
Phalguni Sood
 Social Media Campaigns and hashtag promotion for “Free Hugs Day”, “Make Over Day”
etc. Kiyaa Bagla
 Pre Event Press Release.
Uma Chandan
During-Event
Yogesh Sharma
KHARGHAR, NAVI MUMBAI

Table of Contents
1.Project Pitching ................................................................................................................................ 3
1.1 Project Title: .............................................................................................................................. 3
1.2 Project Client: ............................................................................................................................ 3
1.3 Contact person from client: ...................................................................................................... 3
1.4 Contact person from service provider: ..................................................................................... 3
1.5 Introduction/Background of the Project: .................................................................................. 3
1.6 Project Objective: ...................................................................................................................... 3
1.7 Methodology for undertaking the project: ............................................................................... 3
1.7.1Pre-Event ............................................................................................................................. 3
1.7.2During-Event ........................................................................................................................ 3
1.7.3Post-Event............................................................................................................................ 4
1.8 Project Deliverables: ................................................................................................................. 4
1.9 IPR, Copyrights & Royalty: ......................................................................................................... 4
1.10 Finance: ................................................................................................................................... 4
1.11 Procurement & Hiring: ............................................................................................................ 4
1.12 Documentation & Reporting: .................................................................................................. 4
1.13 Monitoring: ............................................................................................................................. 4
1.14 Duration of event: ................................................................................................................... 4
1.15 Proposed team : ...................................................................................................................... 5
1.16 SWOT Analysis ......................................................................................................................... 5
1.17 Time and Action Calendar: ...................................................................................................... 6
2. PROJECT PLANNING ........................................................................................................................ 8
2.1 Identifying And Listing Stakeholders ......................................................................................... 8
2.2 Tasks And Responsibilities......................................................................................................... 9
2.3 5 M’s Of Resource Management ............................................................................................ 11
2.3.1 MONEY:............................................................................................................................. 11
2.3.2 METHOD: .......................................................................................................................... 11
2.3.3 TECHNOLOGY(Machine) ................................................................................................... 12
2.3.4 MANPOWER ..................................................................................................................... 12
2.3.5 MATERIALS........................................................................................................................ 12
2.4 Approvals................................................................................................................................. 13
2.5 Risk Management .................................................................................................................... 15
2.6 Communication ....................................................................................................................... 15
2.7 Annexures................................................................................................................................ 16
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2.7.1 Annexure I ............................................................................................................................ 16
2.7.2 Annexure II ........................................................................................................................... 18
2.7.3 Annexure III .......................................................................................................................... 20
2.7.4 Annexure IV .......................................................................................................................... 21
2.7.5 Annexure V ........................................................................................................................... 23
2.7.6 Annexure VI .......................................................................................................................... 24
2.7.7 Annexure VII ......................................................................................................................... 26
2.7.8 Annexure VIII ........................................................................................................................ 27
3. Project execution .......................................................................................................................... 28
4. Project Monitoring and control .................................................................................................... 28
5. Project Closure Report............................................................................................................... 31
5.1 Project Context ........................................................................................................................ 31
5.2 Project goals met..................................................................................................................... 31
5.3 Project goals unmet ............................................................................................................... 31
5.4 Letter of stakeholder satisfaction ........................................................................................... 31
5.5 What Went Well ...................................................................................................................... 31
5.6 What Did Not Go Well ............................................................................................................. 32
5.7 Project Closure Recommendations ......................................................................................... 32
5.7.1 Organisation resources used ............................................................................................ 32
5.7.2 Recommendation ............................................................................................................. 32
5.8 Lessons Learned ...................................................................................................................... 32
2
1. Project Pitching
1.1 Project Title:

To organize a two day half yearly event to raise awareness and show support across the country
for people living with HIV. (Event name: Break Free)
1.2 Project Client: Reliance/Jio

1.3 Contact person from client: Reliance/Jio marketing head
1.4 Contact person from service provider: Yogesh Sharma
1.5 Introduction/Background of the Project:
This events sole purpose is to generate awareness amongst the citizens of the country on the
topic of AIDS and at the same time make patients suffering from AIDS feel accepted by the society
by all means. To break free from the taboo surrounding HIV positive citizens and the mental
trauma they suffer because of it. To make them feel happy, normal and make them find their sane
escape amidst all this chaos, to allow them to break free and have one of the most memorable
and ecstatic days along with their loved ones. A group of 4-12 people will find themselves in a
locked room from which they will have to find their escape using the clues and hints hidden
across the themed set up. There will be 5 different rooms with 5 different themes.
1.6 Project Objective:

● To generate awareness amongst the citizens of the country on the topic of AIDS
● To organize an event centered on HIV positive citizens and make them feel accepted by
the society.
● To generate monetary funds by the means of ticketing for escape rooms, food stall space
rent and brand promotional activities.
1.7 Methodology for undertaking the project:
1.7.1Pre-Event
● Informative Seminar on AIDS
● Pan-Mumbai Treasure Hunt
● Street Painting around BKC.
● Social Media Campaigns and hash tag promotion for “Free Hugs Day”, “Make Over Day”
etc.
● Pre Event Press Release.
1.7.2During-Event
 Look out for an NGO supporting HIV patients to associate with.
 Permission to use JIO Garden (example: JIO Gardens)
 Website creation for brand promotion, event details release and call for volunteers to help
organize the event on account of HIV awareness.
 Hire a set design company (Wiz craft) to construct 5 different escape rooms with 5
different themes.
3
 Tie up with different brands as Media partner, Heath Partner, Radio Partner etc.
 Hire a music band for live music at the venue.
 Call for renting out food stall space.
1.7.3Post-Event
 Seminar on effects of good mental health on HIV positive citizens.
 Post Event Press Release.
1.8 Project Deliverables:

 The awareness created will reap benefits as the crowd would be young and their minds
would be impressionable.
 The revenue generated will benefit the NGOs in a great way.
 Effective brand promotion for the various brands associated.
 Carry out an event which can be an effective CSR showcase for our title sponsors.
1.9 IPR, Copyrights & Royalty:

 Our themes are protected by copyright
1.10 Finance:
 Around 10-12 Lakhs required for whole event.
1.11 Procurement & Hiring:

 Our event is managed by Wiz craft under their special project corner.
 Volunteers for event hired by our company.
1.12 Documentation & Reporting:

 The event “Break free” is organized to spread awareness for HIV/AIDS. Pre events were
organized to ensure maximum participation in main event and post events were organized
to ensure the success of events and for conducting similar events in future as per the
success achieved.
1.13 Monitoring:
From service provider side: Yogesh Sharma (Legal Consultant)
Contact details +918169633809
From client side: Mr Maanav Verma (Marketing Head, Reliance)
Contact Details: +918199918991
1.14 Duration of event:
 About 3 to 4 month
4
1.15 Proposed team:
Educational Year of
Name Designation Area of Expertise
Background Experience
Marketing Research,
Kiyaa Bagla Marketing Head MBA , B.F.tech Management, 05
Communication,
Damini Joshi Vice President MBA, B.F.tech 06
Management
Phalguni Sood Finance Head MBA, B.F.tech Finance 05
Marketing
Managing
Uma Chandan MBA, B.F.tech Management, 06
Director
Finance
BA LLB, MBA
Yogesh Sharma In-house council Legal matters 10
B.F.tech
1.16 SWOT Analysis

Strengths Weaknesses
 The event is not just a commercial one but  Chances of failure in attracting the
also has approval on moral grounds. predicted number of audience
 Raising funds for NGO’s which can be
put to better use and help HIV positive
citizens.
 Spreading awareness.
 To promote thriving mental health
among people fighting AIDS.
Opportunities Threats
 Tie-ups with many NGOs (both national  Government regulations

and international)  Negative publicity
 Increased popularity of the concept  Offending the general public or HIV
amongst the new generation positive citizens
 Possibility of touching a sensitive topic
irresponsibly.
5
1.17 Time and Action Calendar:
Completion
Sr.No Task/Activity Starting Date Person/Dept. Remarks
Date
Kiyaa Bagla
Fixing the dates The final date of
(Marketing)
1. according to venue 21 July,2018 22 July,2018 the event will
Uma Chandan
availability be sealed
(Marketing)
Selection of the artist Uma Chandan Shortlisting of
2. 22 May 2018 22 May, 2018
(Marketing) various artists
Checking his/her Kiyaa Bagla
3. availability 23 May, 2018 24 May, 2018
(Marketing)
Fee negotiation and Phalguni Sood Sealing the
4. date fixation 24 May, 2018 25 May, 2018
(Finance) artist dates
Kiyaa Bagla
Company
(Marketing)
required to
Selection of set Phalguni Sood
5. 23 May, 2018 24 May, 2018 create the
production company (Finance)
sets/escape
Yogesh Sharma
rooms
(Legal Consultant)
Checking the
production
Kiyaa Bagla
6. Checking Availability 26 May, 2018 26 May, 2018 company dates
(Marketing)
with the dates
for the venue
Fee negotiation and Sealing the
Phalguni Sood
7. date fixation 28 May, 2018 28 May, 2018 production
(Finance)
company
Planning for the
Phalguni Sood
8. Budget Plan 27 May, 2018 5 June, 2018 various
(Finance)
activities
Damini Joshi
To get money
9. Approach sponsors 1 June, 2018 10 June, 2018 (Communication
for the event
Management)
Damini Joshi
Deciding the target (Communication Event to be
10. audience 7 June, 2018 15 June, 2018 Management) marketed
Kiyaa Bagla amongst them
(Marketing)
Preparing banners or Kiyaa Bagla
11. advertisements 17 June, 2018 21 June, 2018
(Marketing)
Sending invitation Damini Joshi
through posters, (Communication
12. digital 22 June, 2018 30 June, 2018 Management)
advertisements, etc. Uma Chandan
(Marketing)
Damini Joshi
Identification of NGOs (Communication The NGOs and
13. and filmmakers 27 June, 2018 3 July, 2018 Management) filmmakers to
Uma Chandan be contacted
(Marketing)
6
Kiyaa Bagla
Carry out the planned (Marketing)
The activities
14. Pre-Events 3 July, 2018 15 July, 2018 Damini Joshi
discussed earlier
(Communication
Management)
Damini Joshi
Staying arrangement (Communication
15. of the artist/ artists 9 July, 2018 15 July, 2018 Management)
Uma Chandan
(Marketing)
Set designing and Making of the
Uma Chandan
16. production 18 July, 2018 20 July, 2018 escape rooms
(Marketing)
for the event
Collection of food Stalls to be set
Phalguni Sood
17. stall rent 19 July, 2018 20 July, 2018 up outside the
(Finance)
rooms
Ticket planning ( Phalguni Sood Ticket for
design, price and (Finance) people coming
18. channel of 12 July, 2018 17 July, 2018
Yogesh Sharma to attend the
distribution) (Legal Consultant) event
Damini Joshi Volunteers
Procurement and (Communication coming to help
19. briefing of volunteers 2 July, 2018 20 July, 2018 Management) registering
Uma Chandan through the
(Marketing) website
Damini Joshi
(Communication
Management)
20. Event Execution 21 July, 2018 22 July, 2018 Uma Chandan The final event
(Marketing)
Kiyaa Bagla
(Marketing)
Planning for donation Phalguni Sood
The amount to
(Finance)
21. of funds as charity to 21 July, 2018 25 July, 2018 be donated to
the NGOs Yogesh Sharma
the NGOs
(Legal Consultant)
Uma Chandan
Carry out the planned 6 August, (Marketing) The activities
22. Post-Events. 27 July, 2018
2018 Phalguni Sood discussed earlier
(Finance)
Damini Joshi
(Communication
Feedback from the Management) The feedback
10 August,
23. audience 22 July, 2018 Uma Chandan for further
2018
(Marketing) improvements
Kiyaa Bagla
(Marketing)
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2. Project Planning
2.1 Identifying and Listing Stakeholders

Stakeholders may include individuals and groups both inside and outside the organization that
have some direct interest in the event’s planning, production and implementation, or in
participating in it. Our event would include the following stakeholders:
 Volunteers – Volunteers for management will be called for using the official websites of the
event, sponsors and partners.
 Sponsors and Partners - companies and organizations that are providing monetary and in kind aid
for event execution in return for promotion and brand visibility.
 Reliance Jio Infocomm Ltd. – Title Sponsor and Venue Partner
 Wizcraft Int.Ent. Pvt. Ltd. – Production Partner
 Insider.in– Ticketing Partner
 94.3 Red FM – Radio Partner
 GiMa Concerts – Music Partner
 Shark and Ink – Artist Management Partner
 Jio Digital Life – Technology Partner
 Service Providers – housekeeping staff, emergency services such as fire, ambulance, safety, and
security.
 Sigma Group - Housekeeping
 SIS Group – Security
 Local Authorities - Fire and Emergency
 Kokilaben Dhirubhai Ambani Hospital – Ambulance, medical assistance and advisors in
case of a medical emergency.
 Participants – Performers and Exhibitors
 Nalayak – THE BAND performing at the opening of the event.
 Karavan – THE BAND: ongoing performance thought the day
 Alchemy – THE BAND: ongoing performance thought the day
 Exhibitors:
 One Nought One One
 Quirksmith
 Good Stuff
 Perse by Stuffcool
 Topcrop
 Kailash Parbat
 Brain Freeze
 Belgian Waffles
 Attendees – HIV AIDS patients, customers, audience, spectators, visitors, delegates.

 Community – NGO association and media partners.
 End AIDS India
 The Times Group – Print Media Partner
 Times Network – Television Partner
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2.2 Tasks and Responsibilities
 Volunteers – Primary management assistance provided in turn for experience certificate, free
access to event activities and event merchandise.
 Sponsors and Partners
 Reliance Jio Infocomm Ltd. – Title Sponsor and Venue Partner
 Cash Receivable: INR 15, 00,000 as their contribution in cash sponsorship.
 Venue Aid: Full access to Jio Garden for 3 days i.e. 20th, 21st and 22nd July 2018 for
event execution
 Wizcraft Int.Ent. Pvt. Ltd. – Production Partner
 Set Creation for 5 escape rooms of 250 sq. ft. each based on different themes.
 Insider.in, Boookmyshow.com – Ticketing Partner
 Providing a platform for ticket sales and volunteer registration on profit share
basis.
 94.3 Red FM – Radio Partner
 Pre Event promotion on radio for a month with the announcement frequency
starting at 1 per day and increasing by 3 per day every week.
 GiMa Concerts – Music Partner
 Providing the entire professional set up for music and lights.
 Shark and Ink – Artist Management Partner
 Acting as a mediator between the event Management Company and artist to arrive
at an agreement regarding payment, stay, various demands, etc.
 Service Providers – housekeeping staff, emergency services such as fire, ambulance, safety, and
security.
 Sigma Group - Housekeeping
 SIS Group – Security
 Local Authorities - Fire and Emergency
 Kokilaben Dhirubhai Ambani Hospital – Ambulance, medical assistance and advisors in
case of a medical emergency.
 Participants – Performers and Exhibitors
 Nalayak – THE BAND performing at the opening of the event.
 Karavan – THE BAND: ongoing performance thought the day
 Alchemy – THE BAND: ongoing performance thought the day
 Exhibitors: Setting up their product range in the stall set up provided by us for a nominal
charge of 10,000 Rs.
 One Nought One One
 Quirksmith
 Good Stuff
 Perse by Stuffcool
 Topcrop
 Kailash Parbat
 Brain Freeze
9
 Belgian Waffles
 Attendees – HIV AIDS patients, customers, audience, spectators, visitors, delegates.

 Community – NGO association and media partners.
 End AIDS India
 The Times Group – Print Media Partner
 Print Ads about the event to be published in the newspapers under them. The
content, size, placement and frequency to be provided by us.
 Times Network – Television Partner
 Commercial Ads about the event to be broadcasted on the channels under them.
The content, placement and frequency to be provided by us.
*Please find the contractual agreements in Appendix.
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2.3 5 M’s Of Resource Management
In the management literature 5 M’s of management called as:
1. Money: financial resource
2. Men: Human resources
3. Material: natural resources
4. Method: production methods
5. Machine: tools and equipment
2.3.1 MONEY:
 Total budget amount : 20 lakh in which 15 lakhs of funds is sponsored by Reliance Jio
Infocomm Limited
 Production Partner- Wizcraft International Entertainment Private Limited (in kind
sponsorship) Worth 5 Lakhs
 Ticketing Partner: Insider.in
 Radio partner – 94.3, Red FM
 Music Partner-GIMA Concerts
 Print Media Partner : The Times Group
 Television Partner: Times Network
 NGO Partnership: End AIDS India provides funds for promoting their causes through the
event.
2.3.2 METHOD:
Pre-Event
 Informative Seminar on AIDS
 Pan-Mumbai Treasure Hunt
 Street Painting around BKC.
 Social Media Campaigns and hash tag promotion for “Free Hugs Day”, “Make Over Day”
etc.
 Pre Event Press Release.
During-Event
 Look out for an NGO supporting HIV patients to associate with.
 Permission to use JIO Garden (example: JIO Gardens)
 Website creation for brand promotion, event details release and call for volunteers to help
organize the event on account of HIV awareness.
 Hire a set design company (Wiz craft) to construct 5 different escape rooms with 5
different themes.
 Tie up with different brands as Media partner, Heath Partner, Radio Partner etc.
 Hire a music band for live music at the venue.
 Call for renting out food stall space.
11
Post-Event
 Seminar on effects of good mental health of HIV positive Patients
 Post Event Press Releases.
2.3.3 TECHNOLOGY (Machine)

All the equipment are provided by music partner GIMA. And all the machines required for stage
setup and escape room are provided by our production partner WIZCRAFT. Tickets scanning
machines will be provided by INSIDER our ticketing partner.
List of machines required:
10*Walkie-Talkies For Department Heads

10*Microphones to be used by volunteers for crowd management
6*Led screens for artist performance display.
2.3.4 MANPOWER
 Volunteers (semi-skilled) - Volunteers will be responsible for escape room management,
Stage setups for artist, light and sound setup, Crowd management, Food truck
management. And all the volunteers will register through our website EVENTWALE.COM.
All the volunteers will be reporting the higher management who will be held responsible
for their training.
 Artists (skilled) - SHARK AND INC will provide artists for the entire post and pre event.
 Security (skilled) - SIS security service will be providing manpower for the event. And they
will be responsible for safety and risk, crowd management at the venue.
 Hospitality (unskilled) - All the member for hospitality will be hired from SIGMA group.
And will be reporting the higher management who will be assigning them jobs.
 Medical Advisors (skilled) - Will be sent through NGO According to the requirements of
the patients and general physician for any emergency.
*Apart from the in house professionals, the company would employ skilled, semi-skilled
and unskilled manpower on contractual basis.
2.3.5 MATERIALS
 And all the materials required for stage setup and escape room are provided by our
production partner WIZCRAFT.
 Goodies for all the HIV patients attending the event will be sponsored by BOMBAY
STORES.
 Food Trucks and food stalls will be providing food service for all the audience attending
the event. Sanitation and hygiene services will be provided by the sigma group.
 All the materials are provided by music partner GIMA for the artists’ performance.
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2.4 Approvals
Organizing an event is as arduous as rowing a boat through the deep waters in an ocean. In other
words, it’s not a simple process or an easy task.
It requires numerous licenses and permissions from various authorities to organize an event in
India. So, before organizing, ensure that you have procured all the required licenses and
permissions to avoid any legal conflict.
Many people are not clearly aware of these rules and regulations and how to cross these barriers.
So here we have elucidated the context of such licenses.
 Public building approval (Health Act)
This approval is a requirement of the Health Act 1911. A Certificate of Approval is required
whenever there is a prearranged gathering of people regardless of where that may be or any
other approvals that may be in place. A Public Building approval is intended to address public
health and safety issues and it is the only approval applicable to every event. The Certificate of
Approval links facility suitability with capacity and some events may require specific areas,
buildings, spectator stands or marquees that require individual approvals.
 Application for food and drink outlets
All food vendors are required to notify or be registered with their enforcement agency or local
government, and must display their Certificate of Registration endorsement of notification in a
conspicuous location at all times. All food and drink outlets to be located at the venue are to be
approved in writing by local government 14 working days prior to the event and must comply
with the Food Act 2008 and any local government local laws. Specific requirements for food and
an application form to sell food from temporary food premises are contained in Guideline 33:
Temporary food stalls at events. Generally it is the food vendor’s responsibility to seek approval
individually. It is the event organizer’s responsibility to ensure that the relevant vendors have
obtained appropriate approvals
 PPL (Phonographic Performance Limited) License
PPL is a license for playing recorded music in public, the license for public performance of music
recordings. It allows you to use other artistes’ musical creation at your event with freedom.
Generally, it seeks to collect and distribute money on behalf of the music recording companies
and performers.
13
 IPRS (Indian Performing Right Society Limited) License
IPRS is a license for playing/performing non-recorded music in public, a license “for the artistes, of
the artistes.” Supposing there is a popular artiste performing live in India, and then the event will
require an IPRS license. Also, the artiste needs to be a registered member of IPRS.
 High Decibel level License
Any public event held in any public or private venue requires a High Decibel level license. Since it
is a musical event, it requires license for loudspeaker use and this permission needs to be
obtained from the local police authorities under whose purview the venue falls. The authorities
may limit the size and number of speakers based on nature of the event.
Also, please make sure that the venue you have hired for the conduct of the event has valid
permissions and licenses from the authorities concerned.
The permissions are as follows:
 Traffic clearance No-Objection Certificate (NOC)

 Fire brigade NOC
 NOC from Police
 Emergency Services
*Sanitary
14
2.5 Risk Management
Problem related risks can happen in the smallest events, this is triggered by uncontrollable events
and occurrences connected to timing, changes and resources due to the uncontrollable macro
environment.
To help deter such uncontrollable issues, we have tried to predetermine such occurrences and
find solutions to overcome those obstacles. It is important for the event team to think of all
aspects of their event from; Venue, staff, attendee’s, weather and whatever else they may have.
 One of the most time consuming, yet one of the most important risks is safety and emergency
plan for the event. It needed to be sent to the police and to the fire service. Safety plan is to be
placed in the info folder during the event. It includes, for example contact information of event
managers and responsible persons for safety and First Aid, risk assessment and instructions in
the case of an emergency. Unexpected occurrences should be addressed - those within the
event management control and those of a more serious nature which will require the response
of the emergency services.
Some of the uncalled for mishaps that could take place:
Risks Prevention Preparedness
Rain Plan B (Sheltered Venues < Temporary situation as rain

inside the ground) wouldn’t last long
Vandalism Monitoring guests who come Security

in
Performer does not show up Contact information In-house Plan B performer
Large crowd Crowd Management Adequate Security
Staff illness Keeping healthy life style Back up staff
Footfall less than expected Adequate promotions One of the deliverables from
the NGO association would be
to ensure a minimum number
of footfall.
2.6 Communication
In regard with this aspect we must ensure that all the stakeholders are kept in the loop. They
must be aware of the status of the concert. The sponsors and the NGOs must be given timely
updates of the concert; feedbacks must be obtained from them to estimate the success of the
event
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2.7 Annexures
(Contractual Agreements with the stakeholders)
2.7.1 Annexure I
MEMORANDUM OF UNDERSTANDING (MOU)
Between
EVENT WALE PVT. LTD.
And
RELIANCE JIO INFOCOMM LTD. .
This is a Memorandum of Understanding in between “EVENT WALE PVT. LTD.”, hereinafter

called Event Wale and “RELIANCE JIO INFOCOMM LTD.”, hereinafter called “Reliance Jio”.
The purpose of this MOU is to clearly identify the roles and responsibilities of each party.
Reliance Jio is sponsoring the half yearly event; ‘BREAK FREE’ for the year 2018 and Event Wale
in return is providing Reliance Jio with brand visibility and promotion through their festival.
Event Wale is a premier institute for organizing events for social causes with a mix of fun and
frolic. The headquarters are located in Kharghar, Navi Mumbai and is renowned across the city
for their meticulous management and divergent concepts.
Reliance Jio is a wholly owned subsidiary of Reliance Industries currently leading the
telecommunication industry of India.
Objective: Event Wale intends to have Reliance Jio as the Title Sponsor and Venue Partner for
Break Free 2018 combined with enhancing their brand visibility for their contributions for the
event in cash and kind. This also stands for maintaining long term relations henceforth.
Key Deliverables from Reliance Jio (Party A):

Reliance Jio shall undertake the following activities:
1. Cash Receivable: INR 15, 00,000 as their contribution in cash sponsorship.
2. Venue Aid: Full access to Jio Garden for 3 days i.e. 20th, 21st and 22nd July 2018 for event
execution.
Key Deliverables from Event Wale Pvt. Ltd. (Party B):

Event Wale shall undertake the following activities:
1. Logo presence on:
 Banners
 Posters and fliers
 Social media posts
 Event T-Shirts
 Event Website
 Tickets
2. Standees of the company to put around the campus
Approximate Dimension- 6x4 ft.: Quantity – 6
Location: [Main Ground Entrance, Registration Desk, Near Informal Stage, Food Stall Area]
3. Banners of the company to be displayed at various spots on campus
Approximate Dimension -8x6 ft: Quantity – 6
Location: [Main Ground Entrance, Registration Desk, Food Stall Area]
4. On Stage Promotion: Regular Announcements during the event.
5. Free Entry of 10 company officials during the event.
6. 2 kiosks set up for sale of Jio sim and mobile phones.
Terms and Conditions:

This letter shall be in force upon the signature of Party A’s and Party B’s authorized officials.
RELIANCE JIO INFOCOMM LTD. (Party A) Event Wale Pvt. Ltd. (Party B)
Date: Date:
17
2.7.2 Annexure II
Between
And
WIZCRAFT INT. ENT. PVT. LTD. .

called Event Wale and “WIZCRAFT INT. ENT. PVT. LTD. .” hereinafter called “Wizcraft”.
Wizcraft is sponsoring the half yearly event; ‘BREAK FREE’ for the year 2018 and Event Wale in
return is providing Wizcraft with brand visibility and promotion through their festival.
Wizcraft is a leading communication & entertainment Company, integrating strategy, creativity

and technology to provide unique experiences.
Objective: Event Wale intends to have Wizcraft as the Production Partner for Break Free 2018
combined with enhancing their brand visibility for their contributions for the event in kind. This
also stands for maintaining long term relations henceforth.
Key Deliverables from Wizcraft (Party A):

Wizcraft shall undertake the following activities:
1. Set Creation for 5 Escape Rooms of 250 sq. ft. each based on different themes.

 Banners
 Event T-Shirts
 Event Website
 Tickets
Location: [Main Ground Entrance, Registration Desk, Food Stall Area]
18

Wizcraft Int. Ent. Pvt. Ltd. (Party A) Event Wale Pvt. Ltd. (Party B)
Date: Date:
19
2.7.3 Annexure III
Between
And
SUN GROUP.

called Event Wale and “SUN GROUP.” hereinafter called “Red FM”.
Red FM is sponsoring the half yearly event; ‘BREAK FREE’ for the year 2018 and Event Wale in
return is providing Red FM with brand visibility and promotion through their festival.
Red FM is a leading communication & entertainment Company, integrating strategy, creativity

and technology to provide unique experiences.
Objective: Event Wale intends to have Red FM as the Radio Partner for Break Free 2018
Key Deliverables from Red FM (Party A):

Red FM shall undertake the following activities:
1. 4 Promos for 4 days.
2. 2 Re-tweets on @redfm_Mumbai.
3. 5 Red FM Goodie Bags.
4. 2 umbrellas with Red FM branding.
Key Deliverables from Event Wale (Party B)

“Event Wale Pvt. Ltd.” shall undertake the following activities:
1. Logo: Logo presence on event marketing collateral.
2. Tag: Official Radio Partner.

Red FM (Party A) Event Wale (Party B)

Date: Date:
20
2.7.4 Annexure IV
Between
And
GIMA CONCERTS. .

called Event Wale and “GIMA CONCERTS. .” hereinafter called “GiMa”.
GiMa is sponsoring the half yearly event; ‘BREAK FREE’ for the year 2018 and Event Wale in
return is providing GiMa with brand visibility and promotion through their festival.
GiMa is a leader in bringing together the music fraternity of the country on a unified platform to
promote Indian music and musicians to positively impact the lives of musicians, industry
members and society at large.
Objective: Event Wale intends to have GiMa as the Music Partner for Break Free 2018 combined
with enhancing their brand visibility for their contributions for the event in kind. This also stands
for maintaining long term relations henceforth.
Key Deliverables from GiMa (Party A):

GiMa shall undertake the following activities:
2. Provision of all the music and lights equipment required by Party B as specified in the
enclosed copy.

 Banners
 Event Website
 Tickets
Location: [Main Ground Entrance, Registration Desk]
21

GiMa Int. Ent. Pvt. Ltd. (Party A) Event Wale Pvt. Ltd. (Party B)
Date: Date:
22
2.7.5 Annexure V
Between
And
SIGMA TECHINFRA SOLUTIONS (INDIA) PRIVATE LIMITED

called Event Wale and “SIGMA TECHINFRA SOLUTIONS (INDIA) PRIVATE LIMITED” hereinafter
called “Sigma Group”.
Sigma Group is providing housekeeping staff for the half yearly event; ‘BREAK FREE’ 2018 and
Event Wale in return is providing Sigma Group with Monetary fund as fee for their services.
Objective: Event Wale intends to have Sigma Group as a service provider for Break Free 2018.
Key Deliverables from Sigma Group (Party A):

Sigma Group shall undertake the following activities:
1. 50 unskilled personals for housekeeping.

1. Monetary fund amounting to Rs. 3,00,000

Sigma Group (Party A) Event Wale Pvt. Ltd. (Party B)

Date: Date:
23
2.7.6 Annexure VI
Between
And
SHARK & INK ENTERTAINMENT PVT. LTD.

called Event Wale and “SHARK & INK ENTERTAINMENT PVT. LTD.” hereinafter called “Shark &
Ink”.
Shark & Ink is sponsoring the half yearly event; ‘BREAK FREE’ for the year 2018 and Event Wale
in return is providing Shark & Ink with brand visibility and promotion through their festival.
Shark & Ink is a double-jointed project - part passion, part business. Acting as a mediator
between curious personalities, coming together as one powerful catalyst to fulfil brand's needs.
Objective: Event Wale intends to have Shark & Ink as the Artist Partner for Break Free 2018
Key Deliverables from Shark & Ink (Party A):

Shark & Ink shall undertake the following activities:
1. Acting as a mediator between the event Management Company and artist to arrive at an
agreement regarding payment, stay, various demands, etc.

 Banners
 Event Website
 Tickets
24
Shark & Ink Ent. Pvt. Ltd. (Party A) Event Wale Pvt. Ltd. (Party B)
Date: Date:
25
2.7.7 Annexure VII
Between
And
X FOOD STALLS

called Event Wale and “X FOOD STALL” hereinafter called “XYZ”.
XYZ is sponsoring the half yearly event; ‘BREAK FREE’ for the year 2018 and Event Wale in return
is providing XYZ with brand visibility and promotion through their festival.
Objective: Event Wale intends to have XYZ set up their food stalls for Break Free 2018 combined
with enhancing their brand visibility for their contributions for the event in kind. This also stands
for maintaining long term relations henceforth.
Key Deliverables by XYZ Stall (Party A):

1. Cash Receivable: INR 8,000 as their payment for stall space.
Key Deliverables by Event Wale (Party B):

1. Stall Space: 8X10 sq. ft.

X FOOD STALLS. (Party A) Event Wale Pvt. Ltd. (Party B)

Date: Date:
26
2.7.8 Annexure VIII
Between
And
END AIDS INDIA

called Event Wale and “END AIDS INDIA” hereinafter called “End AIDS”.
End AIDS is providing a guarantee of minimum 1,000 of footfall for the half yearly event; ‘BREAK
FREE’ 2018 and Event Wale in return is providing Aids India with 50 % of the profits made during
the event.
Objective: Event Wale intends to associate with End AIDS to recognize itself with the cause of
normalizing life for HIV AIDS patients.
Key Deliverables from End AIDS (Party A):

End AIDS shall undertake the following activities:
1. Guarantee of a minimum 1,000 of footfall for the 2 day event “Break Free” 2018

2. Monetary fund amounting to 50% of the profits made during the event.

End AIDS (Party A) Event Wale Pvt. Ltd. (Party B)

Date: Date:
27
3. Project execution
The third stage of managing a project in project lifecycle, is an implementation of the

planned activities/tasks as outlined in project planning. This phase includes resource
organising as per resource planning (5 M’s of Managing a business). This phase is also called
as operational phase / field work.
Example: Going out to corporate / NGO for fund generation .Setting up stage, AV etc. for an
event
This phase requires strong communication, interaction among various stakeholders of the
project and availability and accessibility of resources, blueprint of the plan to be executed.
4. Project Monitoring and control
In this stage the project being executed is monitored and proper control mechanism is
applied to ensure that
a. No deviation as per plan

b. If any deviation is seen, proper control mechanism is applied so that it does not lead
to further deviation in any other task.
To monitor project progress, some Project Metrics are gathered.
Common areas to monitor typically include project schedule, work effort, costs, issues
resolution and changes to the project. Other metrics may be requested and defined by
project or organizational management. Some common metrics, which may be utilized
during project execution, are provided below.
1. Project Schedule Deviation: Project schedules may include all tasks and estimated
work hours for the entire project .Monitoring of the planned versus actual starts and
completions provide a gap analysis and leads to identification of overall trends.
Metrics To Capture – For the reporting period and for plan to date:
• Number of “Planned tasks”
28
• Number of “tasks Started”
• Number of “tasks actual Completed”
Number and Percent of Milestones Tasks outstanding (Total number of task milestones –
Completed = Total Outstanding)
(Total outstanding / Total number of tasks = % Outstanding)
2. Work Effort Monitoring

Work effort is essential for evaluating whether the project is executing within budget
or not. This information is used to project the cost of labor for the project. The
number of hours, preferably at the task level, needs to be captured and tracked.
Metrics To Capture – For the reporting period and for planned to date:
• Number of “Planned Hours”
• Number of “Actual Hours”
Metric Calculations – For the reporting period and for planned to date: • Deviation from
plan (Planned – Actual = Deviation from Planned Hours) • Percent Deviation from plan
(Deviation from Plan/Planned Hours x 100 = % of Effort Deviation)
3. Cost - The budget plan developed during planning represents the basis for
measurement of deviation during execution. Measuring cost requires the support of
the financial and procurement support business units.
Metrics To Capture – Costs for the reporting period and for planned to date for:
• Internal Staff Labor
• Services
• Development Tools
• Software
• Hardware
• Materials and Supplies
• Facilities
• Telecommunications
• Training
• Contingency (Risk)
29
Metric Calculations – For the reporting period and for planned to date: • Difference
between actual expenditures and planned budget for each metric • Increase or decrease to
total project budget cost • Percentage deviation from spending plan for the period
measured • (Spending Plan – Actual Cost)/Actual Cost x 100 = % Deviation from Spending
Plan Project Issues –
4. One indicator of project health is the number of open issues and their impact on the
project. Proactive issue management aims to track and analyze all issues, specifically
focusing on those that have remained unresolved.
Metrics To Capture – For the reporting period and for planned to date:
• Number of new issues
• Number of closed issues
• Number of outstanding issues
Metric Calculations – For the reporting period and for planned to date:
• Total Number of issues =Number of outstanding issues + Number of closed issues

• Percentage of issues closed = issues closed divided by total issues Project Change
Requests - There will always be changes to a project. The challenge is to identify and
manage them.
30
5. Project Closure Report
5.1 Project Context

The shared ambition of “BREAKFREE” and the stakeholders is to generate awareness
amongst the citizens of the country on the topic of AIDS and at the same time to
organize an event centered on HIV positive citizens and make them feel accepted by the
society. To ensure that every patient or service user enjoys proactive, joined up care
that supports them to live as independently as possible and achieve the best possible
outcomes. To be able to generate estimated funds to donate towards the charitable
social cause.
5.2 Project goals met

 Financial goal was achieved. Estimated funds for charity and other purposes was
generated.
 We managed to get high number of footfall and created the awareness needed
 Regarding our happiness quotient, the AIDS patients were fully thrilled with the
unique escape rooms and the fun filled evening they got to share with their friends.
 Our aim in creating awareness about the social cause of HIV and AIDS was well met.
 Since our agency was associated with an NGO, it proved to be beneficial for them as
well.
5.3 Project goals unmet

 With regard to the food served, the expectation by the crowd was not met and thus
could use major improvements.
 With regard to the crowd, people had to wait in long questions if they weren’t
registered to get to play and escape one of the rooms. Waiting time is something we
hadn’t anticipated since the beginning.
5.4 Letter of stakeholder satisfaction

All the stakeholders have provided a letter of satisfaction as a feedback for the
break free social cause event. They appreciate our performance as an event
management company. They congratulate us on our success and hope to work with
us in the future as well.
5.5 What Went Well

 The implementation of the model as envisioned, designed in a way that works now
but can develop as the service expands and further clarity is provided about the
condition of AIDS
 Governance, clinical leadership, risk management and assurance, and project
management documentation.
31
5.6 What Did Not Go Well
The project has highlighted difficulties associated with integrating areas of work
which operate under individually established teams, or lack formal processes.
The lack of preparedness of the teams to manage the crowd and ensure lesser
waiting time resulted in delays in project implementation, performance
improvement.
5.7 Project Closure Recommendations

5.7.1 Organisation resources used
Most of our resources like equipment, security, technology, hospitality etc. are
outsourced. The only organisation resources that are used were the skills of our
employees and staffs and the training of the volunteers for the escape room event and
other additional tasks being performed by different committees.
5.7.2 Recommendation
 Technical improvements –
For future events, we would like to maintain a record of chosen vendors on whom we
can rely for the technical aspects of the escape room event.
 Corrective actions –
 The escape room activity is a cycle of 1 hour and the audience could have been
provided with token numbers.
 The small shops and the performing artist were not enough to keep the waiting
people entertained so we could have arranged for some more activities outside
the escape rooms.
 The food was not good so better vendors could have been selected for next time
5.8 Lessons Learned

 Reminders – We will keep in mind that these management and food vendor
glitches don’t occur and our project is executed hassle-free henceforth.
 Retrospectives – As compared to our previous performance, this time we
performed better as there was ample supply of resources and we were ready for
the event in time
32

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Project Management Final

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PROJECT MANAGEMENT

KHARGHAR, NAVI MUMBAI

1.1 Project Title:

1.2 Project Client: Reliance/Jio

1.6 Project Objective:

1.7 Methodology for undertaking the project:

1.8 Project Deliverables:

1.9 IPR, Copyrights & Royalty:

1.11 Procurement & Hiring:

1.12 Documentation & Reporting:

1.16 SWOT Analysis

 Tie-ups with many NGOs (both national  Government regulations

2.1 Identifying and Listing Stakeholders

 Attendees – HIV AIDS patients, customers, audience, spectators, visitors, delegates.

 Attendees – HIV AIDS patients, customers, audience, spectators, visitors, delegates.

*Please find the contractual agreements in Appendix.

1. Money: financial resource

2. Men: Human resources

3. Material: natural resources

4. Method: production methods

5. Machine: tools and equipment

2.3.3 TECHNOLOGY (Machine)

10*Walkie-Talkies For Department Heads

6*Led screens for artist performance display.

 Public building approval (Health Act)

 Application for food and drink outlets

 PPL (Phonographic Performance Limited) License

 High Decibel level License

 Traffic clearance No-Objection Certificate (NOC)

Some of the uncalled for mishaps that could take place:

Risks Prevention Preparedness

Rain Plan B (Sheltered Venues < Temporary situation as rain

Vandalism Monitoring guests who come Security

Performer does not show up Contact information In-house Plan B performer

Large crowd Crowd Management Adequate Security

Staff illness Keeping healthy life style Back up staff

EVENT WALE PVT. LTD.

RELIANCE JIO INFOCOMM LTD. .

This is a Memorandum of Understanding in between “EVENT WALE PVT. LTD.”, hereinafter

Key Deliverables from Reliance Jio (Party A):

Key Deliverables from Event Wale Pvt. Ltd. (Party B):

Terms and Conditions:

EVENT WALE PVT. LTD.

WIZCRAFT INT. ENT. PVT. LTD. .

This is a Memorandum of Understanding in between “EVENT WALE PVT. LTD.”, hereinafter

Wizcraft is a leading communication & entertainment Company, integrating strategy, creativity

Key Deliverables from Wizcraft (Party A):

Key Deliverables from Event Wale Pvt. Ltd. (Party B):

Terms and Conditions:

EVENT WALE PVT. LTD.

This is a Memorandum of Understanding in between “EVENT WALE PVT. LTD.”, hereinafter

Red FM is a leading communication & entertainment Company, integrating strategy, creativity

Key Deliverables from Red FM (Party A):

Key Deliverables from Event Wale (Party B)

Terms and Conditions:

Red FM (Party A) Event Wale (Party B)

EVENT WALE PVT. LTD.

This is a Memorandum of Understanding in between “EVENT WALE PVT. LTD.”, hereinafter

Key Deliverables from GiMa (Party A):

Key Deliverables from Event Wale Pvt. Ltd. (Party B):

Terms and Conditions:

EVENT WALE PVT. LTD.

SIGMA TECHINFRA SOLUTIONS (INDIA) PRIVATE LIMITED