RP

Natali Sifuentes

Introduction to the problem/opportunity statement

Problem Statement

Challanges-

Budgeting

Uncertain attendance levels- — Difficulty predicting how many graduates and guests will attend, affecting venue size, budgeting, and logistics.

Resource constraints — Limited time, staff availability, and budget allocation may hinder smooth planning.

Vendor and performer coordination — Booking artists, sound engineers, stage setup teams, and security requires precise scheduling and contract management.

Operational risks — Issues such as technical failures, crowd
1. Communication gaps — Ensuring timely updates across departments (marketing, student services, facilities, finance) is essential but challenging.
- Opportunity Statement
1. Enhancing student and alumni experience
1. Increasing Northumbria University London Campus reputation as a studet focus institution
1. Community building
1. Future event blueprint - Successful execution can establish a model for future large‑scale events.
1. Stakeholder engagement — Opportunity to collaborate with sponsors, performers, and external partners, expanding the university’s network. 2. Identifying the stakeholders and deliverables of the project
  STAKEHOLDERS:
  
  1. Primary Stakeholders - Internal
  University Management / Organizing Committee: Approve the budget and make decisions.
  Event Management Team: Coordinate concert logistics.
  Finance Department: Budget control and payments to artists/suppliers.
  Marketing & Communications Team: Promotion, ticket sales, social media.
  IT & Data Analytics Team: Registration system, post-event surveys, dashboard.
  
  2. Secondary Stakeholders - External
  Graduates London Campus: They are the main customers of the concert
  Artists / Performers: Provide the show.
  Venue / Security / Catering Providers: Third-party services.
  Sponsors: If sponsorships are sought.
  
  3. Key Stakeholders - Decisions power
  University Management
  Graduates
  Event Team
  
  Main Finding: Graduate engagement is medium; they are Key Stakeholders, so this means a risk to meeting the attendance objective.
  
  DELIVERABLES
  
  1. Completed Deliverables
  
  These deliverables have already been finalized by the Primary Stakeholders.
  Budget Approval: Finalized by University Management / Organising Committee in March 2026.
  Artist Booking: Completed by the Event Management Team. Contracts with Artists / Performers have already signed.
  Venue Definition: The space and the Venue / Security / Catering Providers have already been selected and contracted.
  2. Deliverables In Progress
  
  These deliverables are currently being executed.
  
  Marketing Campaign and Ticket Sales: Led by the Marketing & Communications Team. 60% of tickets have been sold to date.
  Attendee Registration System: Developed and operational by the IT & Data Analytics Team. As of today, there are 320 Graduates from London Campus registered.
  Security and Logistics Plan: Under final review by the Event Management Team and external providers.
  
  3. Pending Deliverables
  
  These deliverables are scheduled for the coming weeks.
  
  Technical Setup and Sound Check: Responsibility of the Event Management Team together with the Venue Providers.
  Execution of Payments to Suppliers: In charge of the Finance Department, pending submission of final invoices.
  
  4. Identified Gaps - Deliverables Not Started
  
  2 critical deliverables have been identified that have not yet started and are key to evaluating the project's success
  :
  Post-Event Survey: Has not been designed. It will be the responsibility of the IT & Data Analytics Team and is necessary to measure the satisfaction of the Graduates.
  Event Performance Dashboard: Has not started. This deliverable from the IT & Data Analytics Team is essential to monitor KPIs in real time and report to University Management and the Event Team