Introduction to the problem/opportunity statement 

• Problem Statement 

• Challanges-  

1. Budgeting 

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

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

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

1. 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