Project Management Report: LMF Open Air Fitness Event

Project Management Report

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Executive Summary

The following is the project management plan for the LMF Open Air Fitness Event held in conjunction with Oxford Business College and Green House Sports. The primary goal of the event is to increase the level of physical activity and to draw attention to the mission of the LMF to help children and adults in the UK to lead active and healthy lives. In this report the aspects of project justification, the right approach, stakeholder management, risks and quality will be presented with reference to the PRINCE2 framework.

Introduction

The London Marathon Foundation (LMF) Open Air Fitness Event that was held in partnership with Oxford Business College and Green House Sports was meant to encourage people to exercise and to create awareness about LMF’s objective of positively influencing the health of the nation. This event is in line with LMF’s goals and objectives through the application of PRINCE2 project management framework in terms of resources, stakeholders, and risks management in support of community welfare by participating in this event.

Task 1: Project Justification

Business Case: The LMF is set to promote the culture of fitness and healthy living in Great Britain through participation in marathons. It is also important to note that organizing an outdoor fitness event is also aligned with LMF mission since it raises awareness about the importance of exercising and the impact it has on one’s mental health (García-Vallejo et al., 2020). This event will also include the LMF charity partner, Oxford Business College, and prove that the Foundation is committed to delivering sports to all people of all ages and from all backgrounds.

Project Objectives and Deliverables

The LMF Open Air Fitness Event aims to:

• Promote physical activity: Encourage active participation across various demographics, regardless of age or ability.

• Increase awareness: Inform the public about LMFsss initiatives and achievements in promoting a healthy lifestyle.

• Involve the community: Engage local communities to foster a collective commitment to health and well-being.

• Deliver concrete outputs: These include organizing a well-managed event, delivering impactful publicity, and generating a comprehensive post-event report.

Chosen Methodology: PRINCE2 has been used in this project because of its flexibility, focus on clear stages, and the ability to manage such a massive scale of such an event. PRINCE2 emphasizes roles and responsibilities and objectives, which makes it possible to manage resources and risks (McGrath and Whitty, 2020). It is most easily illustrated by the example of the 2012 Olympics in London, where it shows how it can successfully organize events and deliver structured, complex, high-risk projects on time and within the specified budget.

Task 2: Network Diagram

Critical Path

The critical path is the list of activities that determine the time required to complete the event, making sure that the project is done on time. These tasks have a time implication and therefore any delay in these activities will impact on the overall programme. In the case of LMF Open Air Fitness Event, the activities on the critical path are the acquisition of permits, selection of an appropriate venue, sponsorship finalization, and event management (Mishra, 2020).

Gantt Chart

The Gantt chart provides a visual timeline for the event’s tasks, highlighting start and end dates for each activity. It outlines key milestones such as stakeholder meetings, promotional efforts, venue preparation, and equipment setup. The chart ensures proper task scheduling, resource allocation, and progress tracking, with dependencies identified to prevent delays in the project’s critical path (Ramachandran and Karthick, 2019).

Task 3: Stakeholder Analysis

Stakeholder Identification and Classification

Stakeholders in the LMF Open Air Fitness Event include:

Power	High	London Marathon Foundation Oxford Business College Green House Sports Event Management Team	9 Local Authorities
	Low	Local Authorities Event Participants Media Outlets Sponsors	London Marathon Foundation Oxford Business College Green House Sports Sponsors Event Participants Media Outlets Event Management Team Sponsors
		Low	High
	Interest

Stakeholder Communication Strategy

Stakeholder	Power	Interest	Type	Management Strategy	Communication Strategy
London Marathon Foundation (LMF)	High	High	Internal	Manage closely (key decision-makers for event planning)	Weekly meetings, detailed progress reports
Oxford Business College	High	High	External Charity Partner	Manage closely (aligned with event mission)	Weekly planning meetings, collaborative updates
Green House Sports	High	High	External Partner	Manage closely (funding and sponsorship partner)	Monthly coordination meetings, detailed reports
Event Participants	Low	High	External Participants	Keep informed (engaged in event activities)	Newsletters, social media updates
Local Government	High	Low	External Regulatory Body	Keep satisfied (regulation and permit approvals)	Formal briefings, periodic reports
Media	High	Low	External Publicity Partner	Keep satisfied (publicize event and promote)	Press releases, media briefings
Sponsors	High	Medium	External Sponsors	Keep satisfied (funding and event branding)	Regular updates, branding opportunities reports
Guest Celebrities	Low	Medium	External Participants	Keep informed (event promotion and engagement)	Personal invites, regular event updates
Event Crew	Low	High	Internal Logistics	Keep informed (execute event tasks)	Regular task-based communication, training sessions

Task 4: Work Breakdown Structure

Task 5: Risk Analysis

Risk Identification and Mitigation Strategies

Risk	Likelihood	Severity	Impact	Mitigation Strategy	Residual Impact
Unfavourable Weather	4	5	20	Arrange for weather-resistant structures or move the event indoors if necessary	10
Low Participant Turnout	3	5	15	Enhance marketing and offer early registration discounts	8
Equipment Failure	3	5	15	Secure backup suppliers and technical support	8
Health and Safety Incidents	3	5	15	Implement strict safety protocols and have medical personnel on-site	6
Budget Overruns	3	4	12	Regular budget reviews and establish a contingency fund	6
Celebrity Unavailability	2	4	8	Have backup celebrities or personalities ready	4
Public Relations Failures	2	5	10	Ensure a dedicated PR team manages all communications	5
Supplier Delays	3	4	12	Have alternative suppliers ready	6
Overbooking of Location	2	5	10	Secure contracts early and confirm bookings	5
Event Crew Shortages	3	5	15	Maintain a reserve list of volunteers	8
Poor Social Media Engagement	2	4	8	Increase targeted ads and influencer partnerships	4
Technical Glitches During Event	2	5	10	Ensure pre-event testing and technical support on-site	5
Injury to Participants	2	5	10	Have insurance coverage and medical support on-site	5
Environmental Damage	2	4	8	Ensure eco-friendly practices and waste management protocols	4
Low Media Coverage	2	4	8	Engage with media early and build partnerships	4

These risks include weather disruptions, staff shortages, equipment malfunction, and security threats, which are typical for large-scale public events. Every risk is evaluated in terms of risk probability and risk exposure, and the strategies for reducing or preventing risks are outlined. For example, disruptions caused by weather which is among the high-risk factors will involve provision of shelters and having back up dates for the event while on costs the measures will involve monitoring of the budget (Kliem and Ludin, 2019). The application of these strategies assists in creating a strong and dependable event plan.

Task 6: Quality Assurance and Control

Quality Expectations and Control Measures

Quality Aspect	Acceptance Criteria	Quality Specification	Control Measures
Event Safety	Compliance with health and safety regulations	On-site medical support, safety drills	Regular safety audits, emergency response planning
Participant Satisfaction	Minimum of 90% positive feedback in post-event surveys	Pre-event and on-site feedback collection	Continuous participant feedback monitoring and post-event analysis
Crew Performance	Efficient and responsive event management	Comprehensive training and task allocation	Performance reviews and real-time monitoring during the event
Environmental Impact	Minimal waste and adherence to sustainability guidelines	Use of eco-friendly materials and waste management	Regular waste audits and green initiatives

The table focuses on quality assurance for the LMF Open Air Fitness Event, covering event safety, participant satisfaction, crew performance, and environmental impact (Palmer, 2020). It sets acceptance criteria, such as compliance with health regulations and achieving 90% positive participant feedback. Control measures include on-site medical support, pre-event feedback collection, real-time crew performance monitoring, and eco-friendly practices (Ultican et al., 2021). These strategies ensure that the event meets high-quality standards, ensuring safety, satisfaction, and sustainability throughout the event’s execution.

Conclusion

The LMF Open Air Fitness Event showcases a well-structured initiative to encourage physical activity and support of the Foundation mission. Through strategic project management, stakeholder collaboration, and effective risk mitigation, the event aims to deliver impactful results, such as increased public awareness and community engagement. By adhering to quality control measures, this event will achieve its objectives while ensuring participant satisfaction, safety, and environmental sustainability.

References

García-Vallejo, A.M., Albahari, A., Año-Sanz, V. and Garrido-Moreno, A., (2020). What’s behind a marathon? process management in sports running events. Sustainability, 12(15), p.6000.

Kliem, R.L. and Ludin, I.S., (2019). Reducing project risk. Routledge.

McGrath, S. and Whitty, S.J., (2020). The suitability of PRINCE2 for engineering infrastructure. Journal of Modern Project Management, 7(4), pp.312-347.

Mishra, A., (2020) ‘Implication of theory of constraints in project management’, International Journal of Advanced Trends in Engineering and Technology, 5(1), pp.1-13. https://www.researchgate.net/profile/Anjay-Mishra/publication/338570730_Implication_of_Theory_of_Constraints_in_Project_Management/links/5e1d4e154585159aa4ce8b7c/Implication-of-Theory-of-Constraints-in-Project-Management.pdf

Palmer, C., (2020). Fitness Philanthropy: Sport, charity and everyday giving. Cambridge Scholars Publishing.

Ramachandran, K.K. and Karthick, K.K., (2019). Gantt chart: an important tool of management. International Journal of Innovative Technology and Exploring Engineering, 8(7), pp.2278-3075.

Ultican, S., Riedmayer, J., Gleason, M. and Olympia, W., (2021). Quality Assurance Project Plan.