Report on London Marathon Foundation Open Air Fitness Event

Report on project management plan

London Marathon Foundation Open Air Fitness Event in association with Oxford Business College Charity

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Introduction

This report is on The London Marathon Foundation (LMF), which is organising an open air fitness event to raise awareness among UK adults and children to live active and healthy lifestyle and support physical and mental wellbeing along with their work.

Task 1

The London Marathon Foundation, LMF who believes in balancing work life and balance life took the initiative with their key charity partner Oxford Business College to organise an open air fitness event with the motive of making sport and physical activity accessible to everyone, so that people irrespective of their age background or ability do not forget to lead an active life and support their physical and mental wellbeing. The objective of this project is:

• To encourage the purpose and work of LMF and Oxford Business College.

• Presenting a platform and promoting people of all age group of UK to lead active life by involving in sports and physical activities.

• Motivate people to invest their time in sports and exercises as they help in maintaining physical and mental health of individual.

The deliverables are, holding a great event which fulfils the goal of promoting the organiser, collaborators and sponsors long with attracting public interest in participation, sponsors and stakeholders. Organising an event that involves celebrities as guest of honour,resulting in building public interest and event publicity.

Project Methodology

For the LMF open air event management, requires flexible and repetitious planning in leading the phases of event, agile methodology tends to be best suitable for that. Flexibility, adaptability, and customer-centric approach, problem-solving, time management and communication between stakeholder and members are all important aspects of agile management (Chibuike et al., 2024).

Agile methodology is used because:

Flexibility: Agile development is more flexible than other project management methodologies. Development teams can make changes on the fly more easily.

Enhanced communication: Agile development helps to improve communication between the stakeholder and the teams. This results in a greater focus on collaboration and feedback.

Minimize risks: Agile development can help to reduce the risks associated with complex projects. By breaking down complex projects into smaller sprints, project managers can dissect them and achieve shareholder demands.

Customer satisfaction: Causes increased customer satisfaction is their involvement in the development process and gives feedback at every phase of the project (Google Books, 2024).

Task 2

Network diagram

The network diagram acknowledge the possibility of performing calculations on the network, knowing the time periods for executing the activities, understanding the relationship of sequence and precedence of activities, as well as finding the shortest way to complete the project(Alnassar, n.d.). The boxes or nodes are representing activitieswhile lines or arrows are connecting activities.

Critical path

Critical path when applied it improves inter-departmental communications, gives clear definition of responsibilities and minimizes the occurrence of crisis management. It is applied for planning, scheduling, and organizing, coordinating, managing, and controlling of project time and cost (Blaga et.al, 2021).

Gantt chart

Gantt chart is one of the most used planning and controlling tool in project management. It allows the creation and edition of project plans through the execution of given activities, their time period, and relationships between the activities, apt resources, and probable risks (Krcheva et.al, 2023).

Task 3

Stakeholder analysis

Includes internal and external stakeholder, group stakeholders according to their interest and power.

Stakeholder Management Matrix

By understanding and using stakeholder matrix, one can develop more effective marketing strategies as it finds the stakeholders involved in a project or event, and assess their level of influence and interest. For the LMF (London Marathon Foundation) open-air fitness event, this matrix maps out different individuals and groups who will be affected by or have influence over the event (Michael Jay Polonsky, 1996).

Power	High	London government Local Media Brands and sponsors Health and Safety Experts	Participants Local Authorities Sponsors and collaborators (Oxford Business College, Green House Sports) Event Staff Emergency services
	Low	Volunteers Local community	Fitness Experts/Trainers Suppliers(e.g., for water food and equipment)
		Low	High
Interest

This matrix helps in prioritizing which stakeholders to engage more closely with, ensuring the event runs smoothly while addressing the interests and needs of all parties involved.

Stakeholder	Type	Power	Interest	Management strategy	Communication strategy
London Marathon Foundation	Internal	High	High	Make important decisions for the event	Delivery of through report, holding meetings and showing involvement
Oxford Business School	Internal	High	High	Charity and fundraising, promotional activities, show involvement	Highlight their involvement, provide updates on fundraising results, and support their promotional activities.
Green house sports	Internal	High	High	Sponsorship, contribution and promotional opportunities	Deliver regular updates, acknowledge sponsorship contributions, and provide promotional opportunities
Participants	External	High	High	updating the no. of participants	Provide clear event information, ensure safety measures, and offer engaging and inclusive activities.
Volunteer	Internal	Low	High	Distinct roles and effective communication.
Local community	External	Low	Low	community benefits	Minimizing disruption and local engagement.
Event Staff	Internal	Low	High	Thorough training, clear communication, and offer support throughout the event.	Effective event execution, safety, and clear roles.
Health and Safety Experts	External	High	Low	Collaborate on safety plans, conduct risk assessments, and implement their recommendations.	Making sure that the event meets health and safety standards.
Emergency services	Internal	High	High	Share event details, coordinate response plans, and ensure they have necessary information.	Readiness to respond to incidents and coordination with event plans.

Task 4

Work Breakdown Structure(WBS)

Below is the stepwise work breakdown structure of London Marathon Foundation open air fitness event.

London Marathon Foundation Open Air Fitness Event

Initiation

Planning

Execution

Monitoring and controlling

Closing

Hire Publicity Team

Approval of budget

Event

Pipeline of event

Event design sign off

Photograph celebrities and crew, collect biographies

Final event design

alterations

Hire event location

Advertisements to hire crew

Hire event crew

Event outlining

Train event crew

Advertise charity event & set up website

Get public to sign up for event

Sign up guest celebrities to be at event

Purchase crew uniform

Enter information into computer

Printing

Develop an advertising plan

Advertising media

Event built

Event Rehearsal

Source: Author

Task 5

Risk Analysis

Risk	Likelihood	Impact	Severity	Mitigation strategy	Minimized severity
Shortfall of budget	4	4	16	Budget planning and monitoring	10
Weather Conditions	3	3	9	Monitor weather forecasts. Have emergency plans (e.g., shelter or indoor alternatives).	4
Crowd management and security	2	4	8	Applying security checks. Design clear entry/exit points. Train staff in crowd management and emergency protocols.	4
Communication	3	2	6	Use multiple channels such as social media and event apps Establish a clear communication plan for emergencies.	4
Participant engagement	4	4	16	Promote the event effectively. Plan and communicate a detailed schedule. Give mementoes after completion of marathon.	8
Health and Safety	3	4	12	Set up first aid stations with qualified and skilled personnel. Offer pre-event health checks and warm-ups.	6
Delay in printing	3	3	9	Prior engagement with suppliers	4
Inadequate Training of Event Crew	4	4	16	Make sure to provide sufficient training time.	6
Shortage of uniform	4	3	12	Early ordering, early deliver and Maintain stock for emergency.
Venue unavailability	3	5	15	Pre-booking of backup locations	8
Celebrity Withdrawal	3	2	6	Have a replacement ready.	4

The event faces multiple risks that include weather issues (severity 9) mitigated by checking weather forecast, creating shades while risks like shortage of budget (severity16) cam be mitigated by a through budget planning and monitoring. For crowd management and security (severity 6), implement security checks and access control. For improved communication (severity 6) multiple channels such as social media and event apps shall be used. Risk of low participant engagement (severity 16) can be handled by promoting the event effectively by proper planning and communicating a detailed schedule. Health and Safety issues (severity of 12) can be resolves by setting up first aid stations with skilled personnel and offer pre-event health checks and warm-ups. Problems like delay in printing (severity 9) and Shortage of uniform (severity 12) can be tackled by prior engagement with supplier and early ordering and maintaining the stock for such risks. Inadequate Training of Event Crew can create severity of 16 which can be mitigated by make sure to provide sufficient training time and proper training. Risks like Venue unavailability (severity 15) and celebrity withdrawal (severity 6) can be overcome by having backups.

Task 6

Quality control table

Quality expectation	Acceptance criteria	Quality specification	Measures taken to control the event
High quality event design	Match the vision of LMF	Innovative and accessible	Regular through feedback from LMF
Level of Public Engagement	High public sign up	More than 500 participants	Record the number of sign-ups
Appearance of Celebrities	2 or more guest celebrities	Confirmed by 10th December	Regular communication with agents
Event safety and security	No injuries or incidents	Complies with UK safety standards	Safety officers and Frequentsafety training.

Conclusion

Focusing on deteriorate health of people with passing time; this fitness event is a step towards a noble cause by LMF and Oxford Business College. This report on LMF Open Air Fitness Event successfully addresses stakeholders, the risks, and quality assurance along with proper strategies to reduce any problems that may occur.

References

Alnassar, W. (n.d.).Evaluating the performance of project management using network diagrams methods: A case study in the Ramadi Municipality. [online] doi:https://doi.org/10.48047/rigeo.11.05.279.

Blaga, F.S., Pop, A., Hule, V., Karczis, A. and Buzdugan, D., 2021. Using critical path method for a new project scheduling-the case of a new product launch in production. In IOP Conference Series: Materials Science and Engineering (Vol. 1009, No. 1, p. 012005). IOP Publishing.

Chibuike, E., None ChineduNnamdiNwasike, None AbimbolaOluwatoyinAdegbite, Ezeigweneme, A. and Joachim, N. (2024).COMPREHENSIVE REVIEW OF AGILE METHODOLOGIES IN PROJECT MANAGEMENT.Computer Science & IT Research Journal, [online] 5(1), pp.190–218.doi:https://doi.org/10.51594/csitrj.v5i1.717.

Google Books. (2024). Managing Agile Projects. [online] Available at: https://books.google.co.in/books?hl=en&lr=&id=TJgsl4WqrzoC&oi=fnd&pg=PA11&dq=flexibility,+communication,+minimized+risk+by+agile+method+of+project+managmnet&ots=QvBzPwp9-k&sig=Xmcyc2U4Wm3TJuGFTg_AxzR_-zs&redir_esc=y#v=onepage&q=flexibility%2C%20communication%2C%20minimized%20risk%20by%20agile%20method%20of%20project%20managmnet&f=false [Accessed 16 Sep. 2024].

?Krcheva, V., Dzidrov, M., Srebrenkoska, S. and Krstev, D., 2023. Gantt chart as a project management tool that represents a clutch hub manufacturing process. Balkan Journal of Applied Mathematics and Informatics (BJAMI), 6(2), pp.67-78.

Michael Jay Polonsky (1996). Stakeholder management and the stakeholder matrix: Potential strategic marketing tools. Journal of Market-Focused Management, [online] 1(3).doi:https://doi.org/10.1007/bf00190039.

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