1. ECOPALOOZA
PM586 Team Project

2. Ecopalooza Project Agenda
Project Charter and Scope Overview (Mark )
WBS, Gantt, Network Diagram (Mandalyn)
Communication Plan, RAM, Budget Forecast (Thomas)
Risk Management Plan (Peter)
Questions and Wrap-up (All)
6/9/2010

3. Project Charter: Mission
Produce an annual fund raising concert event for the non-profit organization Minority Information Outreach. With an environmental awareness theme, our goal is to raise the visibility of eco friendly sustainability, alternative energy sources, and conservation concepts.
6/9/2010

4. Project Charter: Scope and Objective
SCOPE: The scope of the project is broken down into seven major task groups. These are: Marketing, Sales, the Beer Garden, Food Vendors, Site Planning, Volunteers, and Entertainment.
OBJECTIVE: Produce a free concert event with an environmental awareness theme on August 7, to raise funds for MIO with a budget of $15,000.
6/9/2010

5. Project Charter: Milestones
Create contracts by 3/26/10
Launch dedicated website by 4/21/10
Launch advertising campaign by 4/26/10
Launch social media campaign by 5/10/10
Site plan approved by the city by 6/8/10
Entertainment lineup complete by 5/28/10
Beer Garden secured by 5/28/10
Complete sponsor sales by 6/11/10
Food vendors secured by 7/9/10
All permits and licenses in place by 7/23/10
Event insurance by 7/23/10
OLCC permits and approval by 7/23/10
All supporting personnel and event materials secured by 8/2/10
Banners, event merchandise, booth and band area set-up, LED lighting, street barriers, fencing, food, and parking vouchers
Stage arrives by 8/6/10
All vendors and entertainment show up on time for successful concert event on 8/7/10
6/9/2010

6. Project Scope: Overview
Ecopalooza is a free summer concert event, taking place on August 7, 2010, at Fern Hill Park in Portland Oregon and Off the Grid!
The solar powered stage by Sustainable Waves supports the theme of raising environmental awareness and conservation while promoting alternative energy sources
Keys to a successful event include:
Securing event sponsors for funding
Aligning with affiliates, bands, and volunteers that are willing to donate their time and services and actively support sustainability concepts
Attracting compostable beer, food and beverage vendors
Promoting sponsors and educating attendees through music, speakers, and vendor booths
6/9/2010

7. Project Scope: Products
Products that serve to satisfy the project objective and support the event theme are:
Advertising
Sponsor and Affiliate Booths
ECOPALOOZA Concert Event
Fern Hill Park
August 7, 2010
Bands and Speakers
Beer Garden
Food Vendors
6/9/2010

8. Project Scope: Objectives
Contract 9 bands to donate their concert services by
5/28/10
Raise $25,000 selling 19 sponsor packages by 6/11/10.
Obtain site plan approvals no later than 6/1/10.
Contract food vendors to generate revenues of $1,500 by
7/9/10.
Secure a beer garden vendor targeting expected revenues of
$15,000 by 7/9/10
Obtain all permits and licenses by 7/15/10.
Recycle and compost all waste on 8/7/10 at no charge for
receptacles.
Rent a solar powered stage for $4000 to arrive 8/6/10.
Raise environmental awareness at the concert on 8/7/10 by:
Using a solar powered stage, off the grid.
Using no city power for all food vendors,
Recycling and composting all waste.
Having vendors and speakers promote sustainability.
6/9/2010

9. Ecopalooza WBS
6/9/2010

10. Ecopalooza: MS Project Gantt
6/9/2010

11. Ecopalooza Network Diagram: Activity in Box
6/9/2010

12. Communication Plan Overview
Primary communication medium is
Secondary communication medium is phone/voice mail
Periodic face-to-face meetings scheduled as required
File and Document Sharing on Wiki page and via
6/9/2010

13. Communication Plan Details
VERBAL COMMUNICATION
WHAT
WHEN
WHERE
OWNER
ATTENDEES
Status Meeting
Every week
Thursday
6:00pm
Keller
Project Manager
Project Team; MIO
Called Meetings
As Needed
Person who calls & leads meeting
Project Team members and others as topic and purpose
WRITTEN COMMUNICATION
WHAT
DUE WHEN
METHOD OF DELIVERY
SENDER
RECEIVER
Meeting Minutes
1 day after the meeting
Project Manager
All participants
Action Item Log
1 day after the PMO Status meeting
/WIKI
Meeting Agenda
1 day before a meeting
All meeting participants
Status Reports to Project Manager
Weekly on
Wednesday
By 3:00 pm
Team Members
Project Schedule Updates
Every week on
Tuesday
Implementation Schedule Owner
Project Status and Risk plan to MIO
Friday
/WIKI
Project Manger
MIO
6/9/2010

14. ECOPALOOZA RAM (Responsibility Assignment Matrix)
WBS Item
Work Item
Mark
Peter
Mandalyn
Thomas 1
MARKETING
Primary
1.1
Develop Promotions P S
1.2
Launch Social Media
1.3
Develop Partner Relationships
1.4
Write Contracts
1.5
Launch Advertising 2
SALES
2.1
Obtain Donations
2.2
Sell Sponsor Packages
2.3
Sell Merchandise  S
2.4
Sell Raffle Tickets
2.5
Sell band merchandise 3
BEER GARDEN
3.1
Choose Location
3.2
Find Beer Vendor
3.3
Collect payment 4
FOOD VENDORS
4.1
4.2
Find Food Vendors
4.3 5
SITE MANAGEMENT/ PLANNING
5.1
Parks and Rec Special Use Requirements
5.2
Obtain Licences, Permits, Insurance, Approvals
5.3
Prepare Recycling
5.4
Pay Balance on Park Rental 6
VOLUNTEERS
6.1
Recruit Volunteers
6.2
Assign Jobs
6.3
Schedule 2 Mixers 8
ENTERTAINMENT
8.1
Secure Band Line-Up
8.2
Recruit Speakers
8.3
Manage Stage Production
6/9/2010

15. Budget Forecast: Overview
2010 ECOPALOOZA BUDGET FORECAST
INCOME
$33,300
Sales: sponsors, donations, merchandise, vendors
EXPENSES
Rentals
$6,215
Tables, canopies, chairs, fencing, toilets, trash bin
Supplies
$4,290
Banners, T-shirts, raffle, access passes, mktg collateral
Permits
$1,252
OLCC, City, Parks and Recreation
Misc Expenses
$1,550
Food voucers, security
EXPENSES TOTAL
$13,307
NET PROFIT
$19,993
6/9/2010

16. Budget Forecast: Graphical View
6/9/2010

17. Project Risk Management Plan
Project Risk Management Purpose - determine the approach for cost-effectively performing risk management on this project.
Stakeholder Roles and Responsibilities
Risk Management Areas and Process Activities
Risk Assessment and Management Table
6/9/2010

18. Stakeholder Roles and Responsibilities
Risk Management Responsibility
Assignment
Project Manager
The Project Manager is responsible for the Project Risk Management Plan being implemented and for reporting to the Project Sponsor and Management Group.
Mark Hosman
Project Team
Marketing
Sales
Entertainment
Site Planning and Layout
Volunteers
Beer Garden and Food Vendors
Thomas Machuca
Mandalyn Echols
Peter Dietzel
MIO
Overall Project Production
Rah-Miel Mitchell
Sponsors
Financing, booth presence, speakers
Affiliates
Event support, advertisement, speakers
6/9/2010

19. Risk Management Areas and Process and Activities
6/9/2010

20. Risk Assessment and Management Table
6/9/2010

21. Questions?
6/9/2010

22. Project Scope: Deliverables
Solar powered stage and concert
1 presenting sponsor, 4 gold sponsors, 15
silver/bronze sponsors
Dedicated Ecopalooza website
Advertising: print ads, banners, and social media
Promotional materials: T-shirts, CD’s, posters, flyers
Speakers from the community
6 food vendors and a beer garden
Permits, licenses, applications, and approvals from
city, park and other agencies
Garbage and recycling system in place
~50 volunteers available to support event
Event security team
6/9/2010

23. Project Scope Overview (2)
The concert event consists of several products that serve to satisfy the project objective and support the event theme. These are:
The concert itself
Advertisement
Sponsor and affiliate booths
Beer garden
Food vendors
Prominent community speakers
Raise the awareness of eco-friendly sustainability and alternative energy sources by educating through a common appreciation of music
6/9/2010

24. Project Scope Overview (1)
DESCRIPTION: Ecopalooza is a free summer concert event, taking place on August 7, 2010, at Fernhill Park in Portland Oregon with the theme of raising environmental awareness and conservation while promoting alternative energy sources. The solar powered stage by Sustainable Waves is an exciting pollution free power technology that will yield zero energy consumption from the city of Portland. It is an excellent example of using an emerging and viable alternative energy source. The concept of “educating while entertaining” is rapidly gaining popularity; similar events recently put on in other parts of the country have drawn crowds in the thousands
6/9/2010

25. Risk Assessment and Management Table
6/9/2010