Project Charter

Project Title and Description : Spirit of Unity Concert for National Integration
Conducting a open air concert in Delhi on the republic day. This event will be
performed by the experienced artist from various genre of the music. Both classical
and fusion music will be played. The
proceeds from the concert will go towards creating job opportunities
for semi literate youths.
Project Manager assigned and Authority level
Anshul Sharma Will be the project manager for this project. He may select any team
member of the organizing committee and the performers.
He has the signature authority of up to Rs. 125,00,000 Amar is assigned as the
assistant project manager and Bhaskar is assigned as project administrator.
Business case
It is considered that the government is not considering enough to bring out the
spirit of unity amongst Indians. We want to kindle the spirit of an agile nation
rearing to grow as a developed nation.
This event is estimated to generate a profit of 50%. This will be canalized to fund
another project to create job opportunities for semi literate youths.
Resources
Renowned musicians, singers and rock bands will be invited to perform
during the event from 9 AM to 5 PM. 25 performing teams have been
identified, details attached. The company Dhol Damru will be out
sourced to do the event management on the Ram Lila grounds. The event
will be beamed live on all the TV channels at premier billing rates.
Artists, are urged to give there best performance in any Indian
language. Other resources needed must be identified and negotiated for
the project by the project manager.
Stakeholders
The attached document lists 300 stakeholders who might be directly
impacted by project. They consists of representatives from the
public, artists group, media and security agencies.
Stakeholder requirements as known

This event aims to provide wholesome entrainment to the public. The

target audience is worldwide who want to explore India. Attached to
this document are the details of the venue, facilities to be provided,
vendors identified, target customer profile, sponsoring companies.
Creating marketing, advertising and promotional plans will be done by
Dhol Damru. The schedule and a list of artists identified and there
availability is attached, but it is expected to change as the project
progresses.
Deliverables.
1. High performing artists from various genre of music
2. Highlighting the theme of National Integration and Spirit of
Unity
3. Generating profit for the youth project.
Milestones.
Summary Milestone schedule :Due not later than January 22, 2010.
Summary Budget : INR 125,00,000
Project approvals requirements.
Approvals for this project includes :
Ministry of Home affairs.
High level risk

There is security risk in Delhi during the time of the republic day.

Getting approval from the Home ministry.

Artists turning up on time and performing.

Audience response to the event.

Signature
Project sponsor authorizing this project.
---------------------------------------------

---------------------------------

Dr. Manmohan Singh , Prime Minister

Mr. P. Chidambaram, MHA

Anshul.

Project Objectives:
-- Decide upon a style of event (single evening at a club vs. weekender style) at a facility that can
accommodate us.
--Secure a venue and commitment of artists management
--Secure all necessary peripheral needs for artist and audience
--Raise enough funding to pay artist and expenses
--Create an optimum performance environment for artist and thus a memorable experience for both artist
and fans.
--Hold event

Project Stakeholders:
-- Fans of Frank Black who are Members of the Frank Black Forum that would be willing to contribute
money to finance and attend such an event. These people will ostensibly be a core circle of fans. Initial
estimates are that we will need at least 100 paying members.
-- Frank Black and the Catholics
-- Frank Black and the Catholics record label and management

Project Team: To Be Determined

Team should include persons with the following skills:
-- Event planning (a marketing assistant or specialist would be great, a wedding or event planner would
have the kind of expertise we need, but somebody whos thrown together their parents 50 th anniversary
party can do this too)
-- Bookkeeping (an accountant would be ideal, but somebody who knows their way around an excel
spreadsheet and can manage a budget would get the job done,)
-- Legal and contractual issues (an attorney or paralegal would be ideal, but a person who has negotiated
contracts from either an artists or venues perspective will do)
-- Technical stage issues (a sound engineer and a lighting technician would be ideal two less people
wed have to hire! --, but at least somebody who knows the issues behind them)
-- Musicians (preferably rock musicians who have been on tour, they will know what musicians need and
want)
-- Communication specialists (people who can keep the project stakeholders in the loop and serve as
liaison to artists management)
Several more team members will be needed, but this is a start to get people thinking about the kinds of
expertise we need and whether we have this among the membership (volunteer!)or will need to sub it out
(pay somebody to do this for us).

Project Scope:
Exclusions:
--This project will not aim to turn a profit. Funding will be necessary only for expenses of paying the band,
renting the venue, and other expenses associated with the event. Participants understand that this is not
a money-maker, this is solely for the enjoyment of the fan base. Inclusions:
--Upon determining single evening performance at a single club or festival style, scope list will change
dramatically. This sample project charter will assume weekender but not necessarily festival, since this
author believes it will be easier to secure interest in a longer stay for people who will have to make
significant travel plans. (i.e. whos gonna fly to Chicago for just one stinkin night, and pay a huge
hotel/motel bill in a large city?)

Assumptions:
--There are enough members of the Frank Black Forum who would be willing to pay between $50-$100
each for a ticket to cover cost of artist and periphery expenses

-- Frank Black and the Catholics, and their management are supportive and interested in the idea.
-- Frank Black and the Catholics would be available to play at such an event, and willing to give up what
will likely be a weekend (prime playing time) gig.
-- The event will likely occur in Summer (3Q) 2004 to give the project team sufficient time to secure artists
commitment, venue, and fundraise.

Risks:
Not enough members of the Frank Black forum may trust the project team to commit $50-$100 to people
they only know by their online handles
Enough money may not be raised
Liability issues associated with travel
If weekender is outdoors, weather. Mitigate with feasible rain plan.

Project Timing/ Guesstimates:

2Q 2003: Project team formation and feasibility study
3-4Q 2004: Vendor research (venue, artist, and peripheral)
1Q 2004: Fundraising, promotion, and Contract negotiation
2Q 2004: Confirming all arrangements
3Q 2004: Event and project evaluation and close out

Possible Work Breakdown Structure:

PROJECT START
PHASE I: Feasibility Study
-- Determine if artist is interested
-- Contact artist's management to obtain theoretical terms (cost, scheduling, advance notice)
-- Determine initial interest (informal group poll)
-- Determine possible venues (this author is obviously slanted toward a weekender style event)
--"Weekender" camp venue (advantages, would make it worth a road trip and thus get a larger
pool of potential participants: disadvantages, not all fans enjoy a "camp" situation and would need
the extra $$$ to book a hotel room)
--Large club (advantages: PA and other amenities already there, likely in a large city already on a
tour. Disadvantages: fewer people willing to do a road trip for just one day, large city hospitality
costs for fans lodging and meals -- tend to be expensive).
--Determine cost and availability of venues
--Determine cost vs. number of participants matrix (eg. If total cost artist+venue+other costs = $7000,
then 100 people would have to attend @ $70 per ticket, or 200 people @35 per ticket, plus travel costs)
Determine and define project team members roles and responsibilities.
-- Complete feasibility recommendations and present to group
PHASE 1 DECISION POINT: Formal group poll of forum membership: Proceed or Scrap Project?

PHASE II: Initial Planning

-- Assemble project team and choose leaders: Project Management, Fiscal Management,
Correspondence Management, Venue Negotiation
--NOTIFY ARTIST's MANAGEMENT THAT PROJECT IS A GO
-- Contact artists' management and report results of feasibility study: determine possible
dates/weekends for Summer, 2004
-- Reconfirm artist's fee and terms

--Contact other fan-based groups that have put on similar events and ask for their advice/"Lessons
Learned" (eg: "Strange Days", others)
--SELECT A VENUE:
--Compile list of venue recommendations:
--Poll forum for suggestions
-- Follow up on suggestions
--Contact suggested venues and obtain pricing and terms
-- Determine if available dates for venue match dates provided by artists' management.
-- Determine if available dates match desired dates for forum members
-- Publish matrix of venues, pricing/terms, pro/con matrix to the forum
-- Poll forum members on venues, rank preferences.
-- Determine down payments (if necessary) for venue and artist
-- Solicit forum members for advance payments for down payment. (Perhaps determine/offer
special privileges for "early birds")
--FISCAL MANAGEMENT
-- Appoint a fiscal manager/bookkeeper (separate from the project manager)
-- Open separate bank account to handle all funds associated with the project.
-- Determine method of forum members' payment (PayPal? Easier than setting up a Mastercard
account!)
-- Set a fiscal report schedule (monthly)
--SET DATE(S) for EVENT
-- Obtain down payments from forum membership
-- Contact artists' management and confirm availability of selected date
-- Contact venue and confirm availability of selected date
-- Notify artist and venue of date selection, begin contract negotiation process

PHASE III: LEGAL AND CONTRACTUAL

-- Appoint project representative and grant authorization to sign contracts on behalf of the group.
-- Contact venue management and negotiate contract
-- confirm: liability insurance, property and casualty insurance
-- Finalize down payment
-- Provide down payment and sign contract
-- Contact artist's management and negotiate contract
--confirm: liability insurance, property and casualty insureance for artist, all artist's staff/band, all
artist's property and gear (rented and owned).
-- Finalize down payment
--Provide down payment and sign contract

PHASE IV: ARRANGE FOR PERIPHERAL and REGULATORY needs

-- List peripheral needs:

examples
-- PA system
--Lighting system
-- Stage (if not a standard performance venue)
-- Electricity (if not a standard indoor venue)
-- PA personnel
-- Lighting personnel
-- Electrician
-- Meals for artists (if not near restaurants)
-- Meals for attendees (if a "weekender", may pay to investigate if venue has a "snack bar" or
such)
-- alternative arrangement for rain
-- For each need, determine pros/cons of local vs. "imported" resource would serve needs better. Check
against venue's and artist's contract (eg. Do we hire a local sound man, or does somebody know
somebody who will drive in for cheap?)
-- Confirm availability of each item for date
-- Book vendors of each item, downpayment if necessary
-- Determine local laws regarding alcohol, noise ordinances, curfew (some participants may be under
18/21, will responsible adult be necessary?)
-- Determine if licensed bartender is needed and whether that's included in venue cost.
-- Determine (if campsite-type venue) necessary fire/barbecue permits
-- Determine (if campsite near body of water) if lifeguard is needed or if signed liability waiver is
necessary
-- Confirm who cleans up afterwards (Venue) and what specifically group is responsible for.

PHASE V: Advance promotion and ticket sales

ASSUMPTION: Tickets will be made available only to forum members and their guests.
-- Develop policy to confirm assumption.
-- Announce confirmed dates and venue
-- Fiscal Manager opens Pay Pal Account (if not already to collect advance down payment money)
-- Determine method of printing tickets (that cannot be duplicated)
-- Print tickets (may be name only, and ticket holder must provide photo ID in order to be admitted, eg.
"Will Call")
-- Distribute tickets
-- Agree on event name
-- Fiscal report to group

PHASE VI: FINAL EVENT PREPARATION:

This list (as task list for ALL phases will, but this part especially) will become more detailed when project
becomes accepted and project team is assembled
TWO WEEKS BEFORE
-- Final confirm of venue, artist, peripherals, permits,
-- Obtain wrist bands/laminates for artists and attendees
-- Complete and distribute information packets for attendees:

-- Where to camp/park/motel-hotel stay, what you can and can't bring in

-- Driving directions from closest interstate highways
-- how early or late check-in begins
-- Information packet for artist and technical crew:
-- Everything in attendees' info packet
-- electrical information
-- lighting and sound information
-- expected start and stop times
-- confirmation of arrangements for meals, hospitality
--confirmation of understanding of artist's/technical crew's privacy/security and arrangements for
such
-- Venue, project organizer's and fiscal manager's contact information, both in advance and day
of. (home phone and local call phones, location of "Project office")
DAY BEFORE/DAY OF
-- Establish "project office" and central information area for both attendees and artist
-- Obtain and distribute participant wrist bands (or other identification for admittance)
-- Obtain weather reports (if applicable) and put rain plan into action if necessary
-- Meet and greet artist and provide updated information, general tour of facility and general QA, contact
information
-- Coordinate needs of technical crew (electricity, communications, etc.)
-- Check and confirm sound, lighting, etc

PHASE VII: Closing

-- Pay bills
-- Thank yous to all organizers, artist, anybody who participated.
-- Post event meeting: What went well, what could have been done better, what have we learned to apply
next time? Prepare Lessons Learned document to use again or share with similar fan-based groups.
-- Should there be a next time???

PROJECT END