TASK for Operation Background: Once a collaborator is onboard, suppose we have to

organise an event with them. Please specify the project that you think Indian Road Safety
Campaign/ Intellify shall be working with and how would you execute that project end to
end.

Solution: In this respect, I suggest a Music concert will suit the requirement as young
generation are more vulnerable to road accidents due to lack of responsibility. So, to gather a
crowd especially young generation Music Concert will serve the purpose.

Music Concert for the youth by the youth.

To keep it simple, the pre pre-activities planning can be divided into four parts:

 Setting up the music event

 Getting the Word Out
 Planning the Logistics
 Volunteer/Team Recruitment

Setting up the Music Event will include:

6-8 MONTHS PRIOR TO THE EVENT

1. Setting up the Event Committee and selection of various heads heading various
departments like marketing.
2. Deciding type of Genre and artist: classical, western, local.
3. Purpose and objective of Music event : logo
4. Location and Event date
5. Budgeting

4-6 MONTHS PRIOR TO THE EVENT

1. Applying for Licenses and Permissions from concerned authorities (police, RTO,
local municipal corporation, ground or auditorium)
2. Choosing a Ticketing and Registration Solution online/offline, concerned responsible
platform and authorities

PROMOTION

4-6 MONTHS PRIOR TO THE RACE: PROMOTING & PUSHING THE MUSIC
EVENT

1. Website Development
2. Finding sponsors
3. Advertisements & Promotions (starting from 4-6 months to 10-15 days before the
event) 

TRADITIONAL MEDIA DIGITAL MEDIA

Pamphlets Facebook Event & Ads

Banners Instagram Posts & Ads

Flyers Twitter Hashtags & Ads

Hoardings on bus, bus stand, street lights, etc. Email Campaigns

Billboards SMS Campaigns

FM Radio Google AdWords

Newspaper Ads Blogs

4. Press Conference/Press Release

5. Getting listed on top platforms like Paytm, BookMyShow etc

1-2 MONTHS PRIOR TO THE EVENT

1. Outdoor promotions through stalls at malls, IT parks, schools, colleges, gyms and
fitness centers.
2. Putting up stalls/counters in events and awareness related events
3. Inviting popular local celebrity to attract crowd.
4. Involving popular local artists also(traditional- to gather family).

PLANNING THE LOGISTICS

4-6 MONTHS PRIOR TO THE EVENT

1. Setting up team including volunteers

2. Concerned Music operators and decorators: floating of tender.

2-3 MONTHS PRIOR TO THE EVENT

1. Deciding all the events

2. Vendor selection for
3. Confirmation to the food stall requests by partners
4. Event video shooting and photographer is to be finalized
5. Travel & Accommodation booking (artists, guests)

15-30 DAYS PRIOR TO THE EVENT

1. Appointing Municipal officials for event day visit

2. Obtaining licenses and permits from concerned authorities
3. Arranging for First Aid/Ambulance and other medical facilities
4. Ordering for T-Shirts, goodies,Big cheques(in case there is provision of felicitating
hero(s) who did exceptionally good work for the cause.
5. Notification to police, traffic and fire personnel
6. Securing tables, chairs for expo day and water aid stations (and other stations)
7. Arranging for internet and electricity backup for all the stage, event in case of power
failure.
8. Ensure changing area and restrooms availability (maybe even mobile toilets)

VOLUNTEERS/TEAM RECRUITMENT

RECRUITING TEAM + VOLUNTEERS & ASSIGNING TASKS

4-6 MONTHS PRIOR TO THE EVENT

1. Promotion
2. Offline Registration
3. Coordinating with sponsors
4. Communications & Security

2-3 MONTHS PRIOR TO THE EVENT

1. Medical & aid stations

2. Results posting and Distribution
3. Prize Ceremony
4. Clean-up
Work Break down Structure President

Project Mgr

WBS : It can be further continued using various requirements.

GANTT CHART can be made to produce the schedule and track the activities for completion
and thus accordingly modify the project.

Sample for that is given :

Every project needs money to be executed. Allocation of such resource is called budget.

Budget Estimation can be done as:

RISK Matrix : To assess the risk involved employed during project execution

Risk Assessment
PROJECT CLOSURE

The last phase of the project management is Project closure. Carefully managing the closure
phase is as important as any other phase of the project.

Wrapping up the Project: The significant wrap-up task is to guarantee the undertaking is
affirmed and acknowledged by the client.
Other wrap-up exercises incorporate shutting accounts, taking care of tabs, reassigning
hardware and faculty, finding new open doors for venture staff, shutting offices, and the last
report. Agendas are utilized broadly to guarantee assignments are not neglected.

Performance Evaluation: evaluation. Sellers and the client may give outside information.
Assessment of the significant players gives significant data for future.

Retrospectives: Lessons learned are designed to improve performance on current and future
projects. These post-project reviews should be held with the team to catch any missing issues
or gaps.

So, this is a rough project execution plan of a music concert which can be used for awareness
among people regarding safety in Roads and thus can help in fulfilling the objectives of the
SOLVE foundation