Project Bielava LH Link

Project Documentation

Bielava Summer Music Festival

2016

Prepared for: Krajanske Centrum Tatran, (Countrymen Center Tatran) Chicago, IL

Project Manager: Ludovit Harcar

Date: August 1, 2016

Bielava Music Festival

1

Table of Contents

Project Proposal & Project Charter (Part 1).....................................................................................3

Critical Success Factors & Scope ....................................................................................................4

Stakeholders, Stakeholders Mix & Stakeholders Analysis ..............................................................5

Work Break Down Structure (WBS) ...............................................................................................7

Gantt Chart .......................................................................................................................................8

Budget Management ......................................................................................................................10

Milestone Schedule ........................................................................................................................12

Project Status Checking Process ....................................................................................................13

Risk Management ..........................................................................................................................14

SWOT Analysis .............................................................................................................................15

Communication Matrix ..................................................................................................................16

Official Poster (Part 2) ...................................................................................................................17

Venue Timeline..............................................................................................................................18

Google Map of Bieleva Campground ............................................................................................19

Guide Map of Bieleva Campground ..............................................................................................20

Responsibility Assignment Matrix (RACI Matrix) .......................................................................21

Volunteers ......................................................................................................................................22

Opening & Closing Procedures .....................................................................................................24

Internal Factor Evaluation Matrix (IFE Matrix) (Part 3) ...............................................................26

Final Conclusion ............................................................................................................................27


2

Project Proposal / Project Charter

Venue Organizer: Krajanske Centrum Tatran, (Contrymen Center Tatran) Chicago, Illinois

Venue Sponsor: Krajanske Centrum Tatran, Krajanske Radio,

Event Date: August 5-7, 2016

Event Type: Bielava Summer Music Festival

Location: Bielava Summer Resort, 4257 S 675 E, Knox, IN 46534,

Guests: App .500-550

Project Manager: Ludovit Harcar

Bielava Summer Music Festival is 3rd annual festival located in Bielava summer resort &

campground, Knox, Indiana. Krajanske Centrum Tatran as non-profit organization, located in

Chicago, Illinois is the main organizer and sponsor of this venue.

Our countrymen who emigrated from Europe dreamed of 60 years to bring Slovakian and Czech

people together and in 2002 we have witnessed first step to this mission with 1st annual Rock Fest

Festival in Chicago. Bielava Summer Festival is continuation of this tradition.

Our mission and main goal in this venue is to bring Slovakian, Czech and American people

together and celebrate summer with good music, food and sport activities to remind our

countrymen, who were living here for few years or several decades our Slavic traditions.


3

Critical Success Factors for Bielava Summer Festival

1) Timing of major milestone Bielava project

2) Synchronizing our project team

3) Change managed and implement immediately

4) Our promotional activities

Scope of Bielava Summer Festival

1) Planning, designing, organizing, implementing

2) Synchronizing our project team

3) Change managed and implement immediately

4) Our promotional activities


4

Stakeholders

1) Countrymen radio 5) Main sponsor

2) Local authorities 6) Minor sponsors

3) The venue location 7) Customers

4) Members & volunteers of KC Tatran 8) Venue performers

Stakeholders Importance and Influence Plot

Matrix explanation: Graph is split into four quadrants, where numbers 5&7 representing key players, numbers 1&6

representing “meeting their needs”, numbers 2&3 representing “least important factors” and numbers 4&8,

representing “consideration”.


5

Stakeholders Analysis

Question All stakeholders that apply.

1. Approves funding for this project? Board of Directors

2. Approves functional requirements? President/ Project Manager/ Site Manager

3. Approves technical requirements? President/ Project Manager/ Local Authorities

4. Approves design decisions? Marketing Manager/ Project Manager

5. Approves changes to requirements? President/ Project Manager

6. Approves changes affecting schedule? President/ Project Manager/ Local Authorities

7. Approves changes affecting cost? Treasure / Project Manager/ President

8. Will use the service produced by the project? Tourists / Community

9. Set the organizational goals of this project? Board of Directors

10. Will assign people to the project? Project Manager

11. Approves contracts for suppliers? Secretary / Project Manager

12. Will manage the project provide leadership? Project Manager

13. Represents regulations or laws affecting this project? Park Ranger/ Local Authorities

14. Will have their work disrupted by this project? Hunters

15. Will have to change their systems or processes

because of this project?

Campground will only be open for venue

attendance costumers

16. Will benefit from this project? Our community

17. Will perform the work on this project? Project Manager, KC team, suppliers, volunteer,

Analysis explenation- These questions will encourage the project team to consider a wide variety of stakeholders.


6

Work Break Down Structure (WBS) 1/2


7

WBS 2/2

Matrix explenation: A work breakdown structure is a key tool for project manager to see general overview of

important milestones before, during, and after the project completion. WBS tool organizes the team's work into

manageable sections and hierarchical decomposition of the work are executed by the project team. The work

breakdown structure visually defines the scope, as each level of the work breakdown structure provides further

definition and detail

http://www.matchware.com/en/products/mindview/mindview2_be/wbs.htm?utm_campaign=wbs&utm_source=en-home-to-wbs-page&utm_medium=link


8

Gantt Chart 1/2


9

Gant Chart 2/2

Chart explanation- a chart in which a series of horizontal lines shows the amount of work done or amount of total

production completed in certain periods of time


10

Budget Management- Estimate Expenses

1.Site Estimate Actual 5. Beverage &Supplies Estimate Actual

Site Fee $7,000.00 Non-Alcoholic b. $220.00 Police $650.00 Beer $3,800 Van Rental $450.00 Wine $420.00 Party Rental $340.00 Coffee & Tea $70.00 Site expenses $8,440.00 Beverage Expenses $4,510.00

2. Supplies Estimate Actual 6. Program Estimate Actual

MVR $28.00 World Band Music $1,100.00 Fuel $650.00 Folk Singer $600.00 Propane $820.00 Czecka Music Band $900.00 Tent & Stage Rental $2,100.00 DJ & Children actv. $1,450.00 Supplies Expenses $3,598.00 Program Expenses $4,050.00

3. Marketing Estimate Actual 7. Legal Fees Estimate Actual

Graphics Work $510.00 Liquor & Food Lice. $320.00 Printing $80.00 Insurance $600.00 Ads $340.00

Marketing Expenses $930.00 Legal Fees Expenses $600.00

4. Food & Supplies Estimate Actual 8. Work Compensat. Estimate Actual

Supplies $360.00 Employees’ Wages $4,580.00 Seasoning $80.00 Vouchers $650.00 Shop & Save $3,400.00

Meat & Sausage $900.00

Food &S Sup. Expenses $4,740.00 Work Comp. Expenses $5,230.00

Total Expenses $32,418.00

Budget Management- Estimated Income

Estimate Actual

Admission $21,000 Bar $14,000 Food Vendors Fee $2,200.00 KC Kitchen $9,000.00 Merchandise $800 Miscellaneous $300.00 Total $47,300


11

Charts- Estimated Expenses

Charts- Estimated Income

Budget Management Matrix- is the analysis, organization and oversight of costs and expenditures for upcoming

venue.


12

Milestone Schedule

Milestone Date of

Completition

Stakeholder Acceptence Criteria

Gain local authorities and

event location approval

March 8, PM/ Prezident of KC A written document for

approval

Create a final budget April 12, PM Final written document

outlining the budget

Book artists & music April 26, PM / Stage coordinator Written document of

contract between both sides

Promote event, start

distributing tickets for sale

May 10, PM / Marketing

coordinatorr

Create a poster, run

Facebook event, online

tickets on web sites

Gain minor sponsors June 21, All stakeholders Advertisement in local

community

Event August 4-7, All stakeholders Run the event accodings to

plans

Matrix explenation: Milestones is a tool to mark specific points along a project and project manager. Entire project

team needs to stay on track with those dates in order to to bring project to its final destination .


13

Project Status Checking Process

Every Tuesday members of Krajanske Centrum Tatran are holding stakeholders meeting, where

milestone schedule and other activities related to this venue are checked and assuring that all tasks

are on schedule. If for any reason, any task is taking unexpected duration of time to complete, the

responsible team member should report the information to the project manager. If is necessary,

project schedule can be adjusted to allow allocation the resources to make the progress.

Risk Management

1.Obtaining a liquor licence 7. Equipment issues during the venue

2.Artist & music group cancelation 8. Anti-social nehavior during the venue

3.Weak ticket sales 9. Fake ID’s from minors costumers

4.Insuffiecient planning 10. Weather issues

5.Overlaping venues 11. Low performance of volenteers

6.Minors sponsors would’nt get involved 12. Insuffiecient cooperation from site manager

Matrix explenation: Risk Management is a tool for identification critical parts or critical steps in the project or

acceptance uncertainty in the project


14

Risk Probability and Impact Matrix

Impact

Probabiliy Low Low-Medium Medium Medium-High High

Low 8

Low-Medium 4 1 2

Medium 7 9 11 3

Medium-High 5 6 10

High

Matrix explanation: Risk Probability Matrix is built from risk management matrix, where numbers in the Probability

& Impact matrix are responding to numbers from the risk management matrix. Based on that matrix, project manager

can definine, which risk needs priority attention.

Risk Probability and Impact Graph

Graph explenation: Risk Probability and Impact Graph is built again from Risk Management matrix, where

numbers 10,9,4,8 representing middle level to lower level risk. All the numbers above, representing high level of

risk.


15

Change Management

In order to implement changes smoothly we need to follow these steps

Step 1 Identify change

Step 2 Submit change request form to Project Manager (PM)

Step 3 Request form evaluated by PM

Step 4 Form submited to Countrymen Center (CC) as the main sponsor

Step 5 CC determines result by vote

Step 6 If change is accepted, PM implement the change

SWOT Analysis

Strengths Opportunities

- High reputation of our organization - Additional activities for children

- Strong enthusiastic team - Special cocktail for bar menu

- Program for children & adults - Fireworks on Saturday night

- Affordable price

- Accessible location & drive

Weakness Threats

-Unqualified volunteers - Olympics opening ceremony

-New online system for selling tickets - Same venue in Denver, CO

-Both headliner are Czech groups - Weather issue

Matrix explanation: planning method that evaluates those four elements of a project or business venture.


16

Communication Matrix

Communication matrix- tool designed to pinpoint exactly how an individual is communicating within their team

and with other stakeholders and to provide a framework for determining logical communication goal.

What Who When How

Description Provider Recipient Frequency Format Method

Kickoff meeting PM & President

CC

Once only Meeting Face 2 Face

/Conference

Project Progression

Meeting

PM &Prresident

CC

Project Team Weekly Meeting Face to face /

conference

Meeting minutes Promotions

Coordinations

All stakeholders Weekly

following

meetings

MS Word

PowerPoint

Email

Urgent Respond

Meetings

PM & Project

team members

Project Team As required Meeting Viber (group

account)

Venue Hire Venue and

program

coordinator

Venue operators

& managers

Twice Meeting Face to Face

meeting at

the venue

Supliers Meetings PM &/

Equipment

Coordinator

Suppliers As required Meeting Phone call

Security Meetings PM & Security

coordinator

Security Agency Once Meeting Face to face

Budget review PM & Treasury Project team Bi-weekly Meeting Face to face

meeting


17

Official Poster


18

Venue Timeline

Friday Children Disco 6-8 pm

Adult Disco 8-9 pm

Official Venue Opening by President of CC 9 pm

Bonfire at Dusk 9:30 pm

CIA Revival, music concert 10:15 pm

Czecka, music concert 11: 15 pm

DJ Mika 12:30 am

Closing 1 am

Saturday

Children Activities 9 am-3 pm

Adults Activities 10 am-2 pm

Quizzes for Adults 3:30 pm-4:30 pm

Zumba Dancing 4:30 pm-5:30 pm

Folk singer 6 pm-6:20

Veselica, folk group 6:30-7:30 pm

World Band, music group 7:45 pm-8:45 pm

CIA Revival 9 pm-10:15 pm

DJ Kido 10:30 pm

Closing 1:30 pm

Sunday

Holy Mass with Father Patrick 10 am-11:30 am

Discussion with Father Patrick 11:30 am-1 pm

Children Activities 1 pm-2 pm

Adults Activities (final games) 1:30-3 pm


19

Google map of Bielava Campground


20

Guide map of Bielava Campground

1. Bar (tent 20 x 20) 13. Tent for Kitchen (tent 20 x 20)

2 Beer garden (tent 20 x 40) 14. Tent for non-alcoholic beverages (own tent)

3 Countrymen radio live (tent 20 x 20) 15. Garage (existing)

4 Tent above stage (tent 20 x 20) 16. Storage for supplies (tent 20 x 40)

5 Stage (20 x 20) 17. Mobile restrooms (5x)

6 Stairs for the stage 18. Main office

7 Tent for children act. (tent 20 x 40)

8 Tent for AV


21

Responsibility Assignment Matrix (RACI Matrix)

Matrix explanation- linear responsibility chart (LRC), describes the participation by various roles in completing

tasks or deliverables for a project or business process

Working Position Responsible m. Supporting m. Duties

Bar Peter K. Grand Catering

(vendor)

Leadership and coordination of bar

activities

Bar Peter K Grand Catering

(vendor)

\

Kitchen Ferro H. Grand Catering

(vendor)

Leadership and coordination of kitchen

Main Gate / Entrance Michal U Volunteers (5x) Leadership and coordination of main gate

& entrance

Vouchers Sale Paul G Volunteers (2x) Leadership and coordination of vouchers

sale for the venue

Stage coordinator Lucy R Michael K. Leadership and coordination of stage &

music groups

Security Stefan G PL Security

(vendor)

Leadership and coordination of security

Children Activities Ivette O. Volunteers, (8) Leadership and coordination of children

activities

Sport Activities Peter F Volunteers (6) Coordination of sport activities

Supply Coordinator Andrej E Robert H. Coordination of supply & logistic

Venue Manager Ludovit H. Vlad L. Overseeing entire venue operation


22

Volunteers

Benefits for Volunteers

One full day Free admission + food (excluding beer) + tickets worth of $40

Two full days Free admission + food (excluding beer) + tickets worth of $80

Three full days Free admission + food (excluding beer) + tickets worth of $120

Half day, 5 h Food (excluding beer) + tickets worth of $20

2 x half day Food (excluding beer) + tickets worth of $40

3 x half day Food (excluding beer) + tickets worth of $80


23

List of Volunteers & Working Positions

Friday Name Source Department Hours

1. Joe M, Susan T. Kitchen 3 x full day

2 James S. Susan T. Kitchen 3 x full day

3. Henry K. Susan T. Kitchen 3 x full day

4. Milan L. Ivette K. Kitchen 3 x full day

5 Ivan T. Peter L. Kitchen 3 x full day

6. Jaron S. Vlad K. Kitchen 3 x full day

7. Peter S. Vlad K. Kitchen 3 x full day

8. Kayla H. Ferro H. Kitchen 2 x full day (F, Sa)

9. Petra L. Ferro H. Kitchen 2 x full day (F, Sa)

10. Lubes M. Ferro H. Kitchen 2 x full day (F, Sa)

11. Monika H. Ferro H. Kitchen 2 x full day (F, Sa)

12. Luba S Ferro H. Kitchen 1 x full day (Sa)

13. Julia S. Peter M Bar 2 x full day (F, Sa)

14 Pavli Ch. Peter M Bar 2 x full day (F, Sa)

15. Stavka T. Peter M Bar 2 x full day (F, Sa)

16. Stank K. Ludovit Bar 2 x full day (F, Sa)

17. Lada D. Ludovit Bar 1 x full day (F, Sa)

18. Mariska D. Peter M Bar 1 x full day (F, Sa)

19. Sam H. Peter M Bar 1 x full day (Sa)

20. Nick G. Mike P. Bar 1 x full day (Sa)

21. Argie T. Mike P. A/V 2 x full day (F, Sa)

22. Maja K. Ivette K. A/V 2 x full day (F, Sa)


24

Opening Procedures (each day of the venue)

F, S, Su, Time Location Duties Who

Priority 1. 7:30 am Main Tent Staff Meeting Ludovit

Priority 2. 8 am Main Gate Open Michal K.

Priority 3. 8 am Voucher sale Open Paul M.

Priority 4. 9 am Bar Open Peter M.

Priority 5. 9 am Beer garden Open Andrej P.

Priority 6. 10 am Kitchen Open Ferro T.

Priority 7. 3 pm Main Gate Support Michael

Priority 8. 5pm Stage Fully operated Lucia

Priority 9. 9 pm Stage Official Opening Michael P.

Priority 10. 11 pm Kitchen Last call Ferro T.

Priority 11. 12:30 am Bar Last call Peter M.

1 am Close

Closing Procedures (3rd day of the venue)

Sunday Time Location Duties Who

Priority 1 7 pm Main Tent Staff Meeting Ludovit

Priority 2 7:15 pm Main Gate Break down Michal K.

Priority 3 7:15 pm Voucher sale Break down Paul M.

Priority 4 8 pm Beer G Last call Peter M.

Priority 5 8 pm Kitchen Last call Andrej P.

Priority 6 9 pm Bar Break Down Ferro T.

Priority 7 9 pm Kitchen Break down Peter M.


25

Internal Factor Evaluation Metrix (IFE Matrix)

Strengths Weight Rating Weighted Score

1. High reputation of our organization 0.05 3 0.15

2. Strong enthusiastic organization team 0.07 4 0.28

3. Program for children & adults 0.10 3 0.30

4. Affordable price for the venue 0.05 3 0.15

5. Free entrance for children 0.02 3 0.06

6. Accessible location & drive from Chicago 0.15 3 0.45

7. Bar revenue up by 14% 0.05 4 0.20

8. Gift’s revenue up by 24% 0.03 3 0.09

9. IPhone application with venue info 0.02 3 0.06

Weaknesses

1. Total revenue down by 12% 0.10 2 0.20

2. Total attendance down by 5% 0.15 2 0.30

3. Low performance from volunteers 0.02 1 0.02

4. Weak scanning system on the main gate 0.02 1 0.02

5. Overlapping our venue with another 0.04 1 0.04

6. Minor sponsors not involved 0.05 2 0.10

7. Power shortage (venue site responsibility) 0.03 1 0.03

8. Often costumers have to wait to check out 0.05 1 0.05

Total 1.00 2.50

IFE Matrix- this strategy formulation tool summarize and evaluates the major strengths and weakness of the venue.

The sum of all weights must equal to 1.0. Assign a 1 to 4 rating to each factor represents a major weakness (rating=1),

a minor weakness (rating-=2) a major strength (rating=4) and minor strengths (rating=3) Our total became to 2.5,

which in scale of 1-4 we can consider as average score.


26

Venue Conclusion and Final Recommendations

3rd annual Slovakian Summer Festival in Bielava, Indiana was happily opened with the Gong

and successfully closed down with the same instrument.. Bielava music festival, where the main

idea was to bring pieces of Slovakian music, food, drinks and traditions to Slovakian and Czech

people, as well as Americans, whose families came from overseas, met our costumers expectations,

which was a very positive sign to our organization.

During our three days’ festival we increased our attendance by 21% on Saturday in our main

day, however in overview we had a decline compared to last year’s festival by 7%. Several factors

are behind those numbers, one of them was a different date, since last year’s festival was the 3 rd

week in August and most of the families were already back home from vacations. Another reason,

could be our music headliner, which was not as strong as last year. From the sales point of view,

we had an increase in bar sale and food sale. This was very positive sign, even though we had less

visitors. We also had an increased in children & adult’s games activities of 17%. This was possible

because prizes from our minor sponsors very more attractive than last years.

Throughout the festival, our entire management team spent quality time discussing with our

costumers their opinions about this venue. We heard many positive comments. Our friendly staff

was praised for their fantastic job at preparing the venue, especially for children and adults

activities as well as hosting the Sunday holy mass with Father Patrick. Father Patrick came all the

way from Slovakia to this venue and was willing to spend extra time for discussion with his

countrymen.


27

For our next year Bielava Music Festival, we would like to raise the bar and offer even higher

quality musical performers that this year. One main stage headliner, instead of two or three music

groups of same level are main factors, which we need to work on, in order to bring more people

in. Several months’ media promotion of this festival and intensive marketing work earned rewards,

but there is always a room for improvement and for next year we need to start al last five months

before the festival.

For next year’s festival we need to assign not only project manager but also marketing manager

and PR manager. They will be responsible for promoting this venue. We need to start discussions

with our main media sponsor Countrymen Radio, at least five months before the event. This

discussion shall include: all news about the festival, our music program, activities, tickets options

as well as the consideration of a room for discussions and feedbacks with our customers through

phone calls, emails and Facebook. Additionally, we need to create by the end of the year milestone

schedule starting six months before the festival instead four months.

Krajanske Centrum Tatran (Countrymen Center Tatran) is known as a strong non-profit

organization in the Chicago area and this rating will not change as long as Slovakians living in US,

continue being interested in carrying on with traditions of their home country.

Thank you for your time

Ludovit Harcar

Project Bielava LH Link

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