Project:

Organizing
Flair Fashion Festival
Project Code 1

Project Manual

Version 1.0
Name of Project Group: Flair Fashion Festival
Members of the Project Organisation: BUBUIOC Madalina, POLKOV Linda,
RETTENEGGER Johannes, NAGHAVI Sam, De GREGORIO Graciela
Project Manager: Madalina Bubuioc
Date (last changes): 15/05/2017
Index

Project Objectives Plan............................................................................................................... 5

Project Objects of consideration ................................................................................................. 6
Work Breakdown Structure ........................................................................................................ 7
Work Package Specifications ...................................................................................................... 8
Project Milestone Plan ............................................................................................................. 10
Bar Chart.................................................................................................................................. 11
Project Cost Plan ...................................................................................................................... 12
Project roles and relevant environments .................................................................................. 14
Project Rules ............................................................................................................................ 17
Pre-Project and Post-Project Phase Analysis ............................................................................. 18
Project Environment Analysis ................................................................................................... 19
Relationships to relevant Project Environment ......................................................................... 20
Relationship to other projects .................................................................................................. 22
Project Organisation Chart ....................................................................................................... 23
Project Communication Structures ........................................................................................... 24
Project Risk Analysis................................................................................................................. 25
To Do-List ................................................................................................................................. 27
Minutes of Meeting.................................................................................................................. 28

Page 2
Organizing Flair
Fashion Festival PROJECT ASSIGNMENT

Project start date Project end date

13.03.2017 13.10.2017

Project objectives Project non-objectives

Raise awareness about the young unknown and
ambitious European fashion designers
Connecting investors and young fashion designers for
further cooperation
Bring together emerging talents in the fields of fashion
and arts
Invite the Austrian public to get an insight into the
creative process of the fashion industry
Award the young designer winner and establish
cooperation with him/her
Flair Fashion Festival is a one-time event
The festival is a charity event
Business case objectives
To present Vienna as a marvelous and
recognized fashion metropole that in the
future will be considered as one of the fashion
capitals
Use the know-how to develop similar projects
in the future
Create a brand name event which will be held
annually

Project phases Project costs

Phase 1: Project Management Project Costs: 88.040

Phase 2: Research Planned Costs: 100.000
Phase 3: Detail planning Reserves: 11.960
Phase 4: Design of marketing campaign process
Phase 5: Marketing campaign Contracts Cost: 32.500
Phase 6: Preparation Other costs include material, personnel and
outsourcing costs for completing the necessary
Phase 7: Execution
technical work in the day before and the actual
day of the event ~ 55.540 in total

Project owner Project manager

Polkov Linda Bubuioc Madalina

Project team members

Project Team Member Accounting: Johannes Rettenegger

Project Team Member PR & Marketing: Sam Naghavi
Project Team Member Human Resources: Graciela de Gregorio
Project Team Member Graphic Design: Denis Drka
Project Team Member Technical Support: Iman Tayyeb

Page 3
Relationships to other projects

Part of Vienna Fashion Week

Vogue Germany
International Fashion Weeks

Relevant project environments

Investors
Organization
Media
Participants
Suppliers
Competitors
Sponsors

signature signature

Project manager Project owner

Version 1.0 Date: 03.04.2017 Author: Team Members

Page 4
Organizing Flair
Fashion Festival PROJECT OBJECTIVES PLAN

Main objectives Adapted per

Raise awareness about the young unknown and ambitious European fashion
designers

Connecting investors and young fashion designers for further cooperation

Bring together emerging talents in the fields of fashion and arts

Invite the Austrian public to get an insight into the creative process of the fashion
industry

Award the young designer winner and establish cooperation with him/her

Additional objectives Adapted per

All significant stages of the project must take place no later than their specified
dates

Non-objectives Adapted per

Flair Fashion Festival is planned as a one-time event

The festival is organized as a charity event

Business case objectives Adapted per

To present Vienna as a marvellous and recognized metropole that in the future will
be considered one of the fashion capitals

Create a brand name event which will be held annually

Use the know-how to develop similar projects in the future

Version 1.0 Date: Author: Team Members

Page 5
 Organizing Flair PROJECT OBJECTS OF
Fashion Festival
CONSIDERATION

Version 1.0 Date: 15.03.2017 Author: Team Members

Page 6
Organizing Flair
Fashion Festival WORK BREAKDOWN STRUCTURE

Flair Fashion Festival

4. Design of
1. Project 5. Marketing 7. Execution/Carry-
2. Research 3. Detail Planning marketing campaign 6. Preparation
management campaign out
process

6.1
3.1 7.1 Greeting
5.1 Launch of Installation of
1.1 Project 2.1 Market Establishing 4.1 Design of visitors and
the website lights and
start Research contract with the logo giving them
sound
MUMOK promotional
equimpent
5.2 Starting gift tote bags
4.3 Design of 6.2
1.2 Project 2.2 Analyse 3.2 the online
the posters Installation of
coordination similar events Establishing advertising
runway 7.2 Opening
contract with campaign
Neni catering ceremony
5.3 Create
2.3 Idetify awareness 6.3
1.3 Project 4.2 Design of
potential 3.3 the website through social Installation of
administration 7.3 Managing the
investors Establishing media backstage young fashion
contracts designer talks/
with Wiener
2.4 Identify 5.4 Promoting 6.4 Organizing workshops
1.4 Project Models and 4.4 Creating
potential Stella a decoration event in Flair the seating
controlling
sponsors Models concept magazine places 7.4 Managing
the main
3.4 4.5 Approval 5.5 Installing fashion show
1.5 Project Cooperation of the design posters in U- 6.5 Clothes
close-down with young of the bahn and try-on
fashion campaign public places 7.5
designers Announcing
and awarding
5.6 Interview 6.6 Doing the young
3.5 Creating with the press rehearsal designer
content of the winner
event
6.7 Checking
5.7 Selling the location to 7.6 Carrying
3.6 Creating tickets online be according out the VIP
event to the plan party
timetable
5.8 Sending
VIP invitations

Version 1.0 Date: 18.03.2017 Author: Team Members

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Organizing Flair
Fashion Festival WORK PACKAGE SPECIFICATIONS

WBS- 3.1 WP-label: Establishing contract with MUMOK

code:

WP-content Adapted per

Contacting MUMOK Museum of Modern Art in Vienna - fashion festival

venue
Choosing the most suitable premises for young designer talks/fashion
show/VIP afterparty
Rent costs calculation
Choosing MUMOK offered services
- Equipment rental: sound system, microphone, video projector,
stage
- Personnel: sound technician, security, event service, cloakroom
attendant, cleaning personnel, fireguard
Service costs calculation

WP Progress Measurement
WP results Adapted per
(in % or verbally)

Arranging Atelier room for the 25% offer from MUMOK

Young designer talks
75% discussion and acceptance of
Arranging Hofstallung as the the offer
fashion show venue
100 % signed contract with MUMOK
Arranging Lounge room for the VIP
afterparty
Booking the venue and services
that comes with the full package
Establishing contract with MUMOK

WBS- 5.3 WP label: Create awareness through social media

Code:

WP content Adapted per

Instagram
- introducing young fashion designers and telling their stories
- giving few insights into fashion collections
- sponsored content
Facebook
- introducing young fashion designers and telling their stories
- communication with the public
- sharing links to the website where people can buy the tickets
Snapchat
- creating a filter for Flair Fashion Festival
- snapchatting the whole creating process
- interviewing whole project team and the young designers

Page 8
 WP Progress Measurement
WP results Adapted per
(in % or verbally)

Creating awareness of the Flair Other promotions can start

Fashion Festival
Contact with press to be started
Getting feedback from the
Selling tickets online can be started
followers
Selling the goal amount of tickets

Version 1.0 Date: Author: Team Members

Page 9
Organizing Flair
Fashion Festival PROJECT MILESTONE PLAN

Planned date
Actual
WP-code Milestone Planned date adapted per
date

1.1 Project assigned 13.03.2017 21.03.2017

2.5 Identify potential sponsors 21.04.2017 21.03.2017

3.1 Establishing contact with MUMOK 12.05.2017 21.03.2017

3.6 Create event timetable 22.05.2017 21.03.2017

4.5 Approval of the design of the campaign 29.06.2017 21.03.2017

5.2 Starting the online advertising campaign 05.07.2017 21.03.2017

6.7 Checking the location to be according to the plan 11.09.2017 21.03.2017

7.6 VIP After-party 13.09.2017 21.03.2017

1.5 Project approved 12.10.2017 21.03.2017

Version 1.0 Date: 13.03.2017 Author: Team Members

Page 10
Organizing Flair
Fashion Festival BAR CHART

Version 1.0 Date: 27.03.2017 Author: Team Members

Page 11
Organizing Flair
Fashion Festival PROJECT COST PLAN

Planned
WP code WP Label Cost type Price Planned costs
quantity
Phase 1 Project Management

1.1 Project start Personnel 2 1000 2000

1.2 Project coordination Personnel 1 1000 1000
1.3 Project administration Personnel 1 1000 1000
1.4 Project controlling Personnel 1 1000 1000
1.5 Project close-down Personnel 1 1000 1000
Phase 2 Research
2.1 Market research Personnel 2 435 900
2.2 Analyse similar events Personnel 1 200 200
2.3 Identify potential investors Personnel 2 1000 2000
2.4 Identify potential sponsors Personnel 2 1000 2000
Phase 3 Detail Planning

Establishing contract with Personnel 2 500

3.1 15000
MUMOK Contract 1 14500
Establishing contract with Personnel 2 500
3.2 11500
Neni catering Contract 1 11000
Establishing contracts with
2 500 8500
3.3 Wiener Models and Stella Personnel
1 7000
Models
Cooperation with young
3.4 Personnel 2 400 800
designers
3.5 Creating content of the event Personnel 6 100 600
3.6 Creating event timetable Personnel 2 200 400
Design of marketing
Phase 4
campaign process
4.1 Design of the logo Personnel 2 300 900
4.2 Design of the posters Personnel 2 250 500
4.3 Design of the website Personnel 2 500 1000
Creating a decoration
4.4 Personnel 2 400 800
concept
Approval of the design of the
4.5 Personnel 1 100 100
campaign
Phase 5 Marketing campaign

5.1 Launch of the website Personnel 2 235 470

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 Starting the online
5.2 Personnel 1 1300 1300
advertising campaign
Create awareness though
5.3 Personnel 2 200 400
social media
Promoting event in Flair Personnel 1 250
5.4 1250
magazine Material 5 200
Installing posters in U-bahn Personnel 4 100
5.5 6400
and public places Material 120 50
5.6 Interview with the press Personnel 2 100 200
5.7 Selling tickets online Personnel 2 500 1000
Personnel 2 240
5.8 Sending VIP invitations 1080
Material 30 20
Phase 6 Preparation
Installation of lights and
6.1 Outsourcing 1 4000 4000
sound equipment
6.2 Installation of runway Outsourcing 1 5000 5000
6.3 Installation of backstage Outsourcing 1 3500 3500
6.4 Organising the seating places Personnel 1 100 100
6.5 Clothes try-on Personnel 2 100 100
6.6 Rehearsal Personnel 2 200 400
Checking the location to be
6.7 Personnel 2 100 200
according to the plan
Phase 7 Execution/Carry-out
Greeting visitors and giving
7.1 them promotional gift tote Personnel 1 100 100
bags
7.2 Opening ceremony Personnel 2 250 500
Managing the young fashion
7.3 Personnel 1 240 240
designer talks/workshops
Personnel 3 300
7.4 Main fashion show 1500
Outsourcing 3 200
Announcing and awarding
7.5 Personnel 1 100 100
the young designer winner
Personnel 3 1000
7.6 VIP after-party 1900
Outsourcing 3 300
Total
88.040, -
costs
Planned 100.000, -
costs
Reserves 11.960, -

Version 1.0 Date: Author: Team Members

Page 13
Organizing Flair
Fashion Festival

PROJECT ROLES AND RELEVANT ENVIRONMENTS

Project manager

PTM Accounting

Graphic Design
Project owner

PTM Technical
PTM Human

contributor
Resources
PTM PR &
Marketing

Project

Support
WBS-
code WB label

1 Project Management

1.1 Project start D P

1.2 Project coordination I P

1.3 Project administration I P C

1.4 Project controlling I P C

1.5 Project close-down D P

2 Research

2.1 Market Research I I P

2.2 Analyse similar events I P

2.3 Identify potential investors C P C

2.4 Identify potential sponsors C P C

3 Detail Planning

3.1 Establishing contract with MUMOK I C I P

Establishing contract with Neni

3.2 I C I P
catering
Establishing contracts with Wiener
3.3 I C I P
Models and Stella Models
Cooperation with young fashion
3.4 C P
designers

3.5 Creating content of the event I D P I C

3.6 Creating event timetable P P I

Design of marketing campaign

4
process

4.1 Design of the logo I D C P

4.2 Design of the posters I D C P

4.3 Design of the website I D C P

4.4 Creating a decoration concept C C P I

Approval of the design of the

4.5 I D
campaign

5 Marketing campaign

5.1 Launch of the website I I C P

Starting the online advertising

5.2 I D P
campaign
Create awareness through social
5.3 I P C
media

5.4 Promoting event in Flair magazine I P

5.5
Installing posters in U-bahn and
I I P
public places

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 5.6 Interview with the press I C; P P

5.7 Selling tickets online I I P P

P
5.8 Sending VIP invitations I I P

6 Preparation

6.1
Installation of lights and sound P
equipment

6.2 Installation of runway P

6.3 Installation of backstage P

6.4 Organising the seating places P

6.5 Clothes try-on P

6.6 Rehearsal I P

6.7
Checking the location to be
I I P
according to the plan

7 Execution/Carry-out

7.1
Greeting visitors and giving them P
promotional gift tote bags

7.2 Opening ceremony P C, I

P

7.3
Managing the young fashion P
designer talks/workshops

7.4 Main fashion show I C P

Announcing and awarding the P

7.5 P C
young designer winner

7.6 VIP after-party C C P

Version 1.0 Date: 28.03.2017 Author: Team Members

Legend: P performance; C contribution, D decision; I information

Page 16
Organizing Flair
Fashion Festival PROJECT RULES

Expected behaviour in the project Adapted per

Team Members should meet given deadlines

Punctuality at the meetings

Important decisions should be discussed as a whole

Joint responsibility for results

Team members should not reveal core content to other parties without any
permission

High level of communication

Ask questions and try to understand the other persons point of view

Use of information and communication infrastructure Adapted per

Majority of information communicated through using the business application

Trello

Usage of Outlook groups to keep in touch, relay information, deadlines, and

certain requirements with regards to the project

Project documentation Adapted per

The use of Outlook documents, providing all members with access to all
relevant documents

Majority of information communicated using the business application Trello

Version 1.0 Date: 30.03.2017 Author: Team Members

Organizing Flair PRE-PROJECT AND POST-PROJECT
Fashion Festival
PHASE ANALYSIS

Description of the results of the pre-project phase

Environment relationships relevant for the project

Vienna Fashion Week

Young fashion designers from all around the Europe

Decisions/events relevant for the project / Which decisions have been made already?

Frequent gatherings to work on the ideation process

Establishing contract with MUMOK

Interview in the Flair magazine about organizing fashion festival

Existing documentation relevant for the project

Raw budget plan for Flair

Use of information and techniques from the previous events

Expectations regarding the post-project phase

Further development of the environment relationships

Further cooperation with the Young fashion designers (mainly the winner)

Positive publicity regarding the Event

Measures for the post-project phase

Create a recognizable event

Organize the events on an annual basis

Gain a steady and growing group of followers/fans

Use of the experiences gained

Use of the project management documentation for the next year fashion festival

Use the know-how for other similar projects

Further projects considering relationships within the fashion industry

Date: 02.03.2017 Author: Team Members

Page 18
Organizing Flair
Fashion Festival PROJECT ENVIRONMENT ANALYSIS

Version 3.0 Date: 09.04.2017 Author: Team Members

Page 19
Organizing Flair RELATIONSHIPS TO RELEVANT
Fashion Festival
PROJECT ENVIRONMENT

WBS
Relevant Measures
Relationship Measures code for
environment adapted per
measure

Project Owner Internal Respect the opinions of Project

Team Members and Project
Members
Controlling occasionally the on-
going process of the project
Maintaining permanent contact
with the stakeholders

Participants External Stay in contact for the future

events
Providing the needs during the
event
Promoting a positive brand-image
as newcomers on the market

Customers External Provide best possible experience

Satisfying their needs and
expectations

Investors External Provide access to business plan

be transparent when presenting
the data

Vienna External Provide photographs and

Fashion Week information for magazine
Building relationship between the
projects

Payment on time of the contracts

Suppliers External
Obtain advantageous offers and
good quality products
Building harmonious relationship
with potential future cooperation

Media External Providing the photos, necessary

information, marketing material
for publication
Informing the new changes
regarding the event

Page 20
Organization Internal Payment of salary on time
Creating the best atmosphere for
work
Respecting the deadlines
Fulfillment of needs of the
workers

Competitors External Non-aggressive competition

Version 1.0 Date: 12.05.2017 Author: Team Members

Page 21
Organizing Flair
Fashion Festival RELATIONSHIP TO OTHER PROJECTS

WBS Measures
Project Description of relationship Measures
code adapted per

Vienna Fashion Idea was developed from Monitor events

Week previous events of Vienna
Fashion week

Keep informed
Events were closely
monitored as well as their
sponsors and designers

International Top up-and-coming Follow up-and-

Fashion Weeks designers selected from coming designers
Fashion Week Europe and their success

Designers are chosen based Keep informed

on their skills and various trends and events
designs displayed in the
magazine.

Vogue After party planned to Monitor events and

resemble the one from trends
vogue style

Date: 12.05.2017 Author: Team Members

Page 22
Organizing Flair PROJECT ORGANISATION
Fashion Festival
CHART

Project role Person performing role e-mail

Project owner Polkov Linda linda.polakova@imc-krems.eu

Project manager Bubuioc Madalina madalina.bubuioc@imc-krems.eu

Project Team Member Accounting Johannes Rettenegger johannes.rettenegger@imc-

krems.eu

Project Team Member PR&Marketing Sam Naghavi samnaghavi@imc-krems.eu

Project Team Member Human Graciela de Gregorio gracieladegregorio@imc-krems.eu

Resources

Project Team Member Technical Iman Tayyeb iman.tayyeb@imc-krems.eu

Support

Project Contributor Graphic Design Denis Drka denis.drzka@gmail.com

Version 1.0 Date: 01.05.2017 Author: Team Members

Page 23
Organizing Flair PROJECT COMMUNICATION
Fashion Festival
STRUCTURES

Meeting Content Participants Frequency Adapted per

Project start
Information on the project Project owner, 1x in the project
workshop
objectives, the project Project team start process
structures, strategies, member, Project
organisation, developing contributor
the big project picture

Project owner
Project status and project Project owner, Every 3 weeks
(team)
preview, context project
meeting
information, current manager,
problems, strategic selected project
decisions team members

Project team
Project status and project All project team Once per week
meeting
preview, review, definition members,
of project strategies, possibly selected
operational decisions, representatives
report of progress of environments

Sub-team
Problem-solving Sub-team 1x per week
meeting
members,
possibly project
manager and
selected
representatives
of environments
Project close-
Reflection, feedback, Project team and 1x in the project
down
dissolving the social project owner close-down process
workshop
system, clarifying
remaining tasks

Version 1.0 Date: 1.05.2017 Author: Team Members

Page 24
 Organizing
Flair Fashion PROJECT RISK ANALYSIS
Festival

WP / Characteristic/
WBS-code Risk Measure Adapted per
phase description

Mistakes in the research

Mistakes in the 210,-
Market process can lead to
2.1 research
research wrong decision making
process. Low
in the ongoing process.

Misunderstandings
during the contract
Establishing Risk of more negotiations can lead to
contract costs and risk occurring problems 750,-
3.1
with of getting during the event and
Low
MUMOK refunds. the chance of getting a
refund regarding to
lower costs.

Misunderstandings
during the contract
Establishing Risk of more negotiations can lead to
contract costs and risk occurring problems 600,-
3.2
with Neni of getting during the event and
Medium
catering refunds. the chance of getting a
refund regarding to
lower costs.

Misunderstandings
Establishing during the contract
contracts Risk of more negotiations can lead to
with Wiener costs and risk occurring problems 450,-
3.3
Models and of getting during the event and
Medium
Stella refunds. the chance of getting a
Models refund regarding to
lower costs.

If the designers dont

Cooperation want to be part of the 1.000,-
Loose of
3.4 with event anymore, the
interest.
designers whole project breaks Low
down.

Starting the If the marketing

online Misleading campaign is bad, the 2.000,-
5.2
Marketing marketing visitor number is going
Low
Campaign to decrease.

When the tickets are

Selling tickets difficult or hard to get, 500,-
Selling
5.7 at the wrong the sales number is
tickets
wholesalers. decreasing which will Medium
lead to losses.

Page 25
 Every event needs VIPs
Not getting for its representation, a
VIP accepted and loss of those can lead to 1.500,-
5.8
invitations loss of VIP decreasing visitors and
Medium
guests less media
representation.

Problems occurring
during the event can
lead to massive issues
Problems and
regarding visitors,
errors 1.200,-
Fashion designers, media, VIPs
7.4 occurring
show and Stakeholders. The
during the High
main problem is that
event.
solutions for issues
during the event are
hard to solve.
Problems and
errors Problems occurring
during the Afterparty
VIP occurring 400,-
7.6 during the VIP can lead to issues
Afterparty Low
Afterparty. regarding VIPs, media
and designers.

Interpretation of the risk management in the project:

Although most of the problems will probably occurred before the actual event the higher risks are given while implementing
the event. That comes from the problem of having no time to react to those.

The eventual prices of the risks are shown in euros

The probability of the appearance is measured on scale: low, medium, high.

Version 1.0 Date: 10.05.2017 Author: Team Members

Page 26
Organizing Flair
Fashion Festival TO DO-LIST

WBS code Activity Responsibility Due date Status

Making a list with the Bubuioc 27.03.2017 Completed
2.3 persons that can be Madalina
interested of the event

Gathering contact details of

the potential investors De Gregorio 02.04.2017 Completed
Graciela
Contacting and attracting
the investor in the event
Bubuioc 14.04.2017 Completed
Madalina
2.4 Identifying potential De Gregorio 16.04.2017 Completed
sponsors and gathering Graciela
their contact details

Presenting the event to the Bubuioc 21.04.2017 Completed

potential sponsors and Madalina
attracting them to
contribute

Contacting, negotiating and De Greogrio 7.05.2017 Completed

3.1 signing the contract with Graciela
MUMOK
Contacting, negotiating and De Gregorio 14.05.2017 Completed
3.2 signing the contract with Graciela
Neni Catering
Identify potential young De Gregorio 16.05.2017 Completed
3.4 designers Graciela

Inviting specific young Bubuioc 18.05.2017 Completed

designers to take part of Madalina
the festival
Choosing the performing Sam Naghavi 13.05.2017 Not started yet
3.5 acts

Inviting the speakers for De Gregorio 16.05.2017 On-going

the event Graciela

Choosing together with the Iman Tayyeb 18.05.2017 Completed

DJ the music for the event

Creating the speeches for Sam Naghavi 20.05.2017 On-going

the presenters of the event
4.4 Choosing and designing the Denis Drzka 19.06.2017 Not started yet
theme for the interior of
MUMOK

Contracting a firm for De Gregorio 18.06.2017 Not started yet

bringing the raw materials Graciela
for the interior

Version 1.0 Date: 12.05.2017 Author: Team Members

Page 27
Organizing Flair
Fashion Festival MINUTES OF MEETING

Meeting: Team meeting organization, Date: 29.05.2017

personnel, marketing and costs

Participants: Bubuioc Madalina, de Gregorio Location: Office of Flair

Graciela, Naghavi Sam

Agenda

Checklist of current status of the tasks

Discussing the marketing campaign
Planning for further actions

Results

Checklist of current status of the tasks

Everything is according to scheduled dates
Discussing marketing campaign
Ideas collected for the design of the logo and poster
Ideas for the marketing campaign
Discussion regarding the potential contract with Wiener Linien and other public spaces in Vienna for
advertisement
Important points of the future website design discussed
Planning for further actions
See to-do list
Fixed budget to new marketing expenses

Appendix

To-do list
Marketing plan

Version 1.0 Date: 12.05.2017 Author: Team Members

Page 28