Project and Event Management 3

Click to edit Master subtitle style Lecturer: Hazel Westwood January 2011. SIM.

3.2 Project Definition &

Design Planning 3.1 Event

Key processes in planning

Understand the environment:

Political, financial, cultural, security, local Within the peer/sector/competitor group Visualise/conceptualise the event: Where does the big idea come from? Find and define targets: Audience/customers are key see it their way Stakeholders = individuals and organisations with a Take a legitimate interest in event

Top 10 for Event Planners

6. Where do we think in charge; 1. Who are we; whos it will be? 7. What will it cost to? who do we answer / must it make? 8. What will success this; how 2. Why are we doing look like? 9. What longer term benefits do does it fullfill any wider we want? (strategic) agenda? 10. Who our core audience and 3. Who isis available and do they have the time, need to who else do weskills, experience and tools we need? consider (ie stakeholders)? How do do move forwards? 4. What we we imagine it will be? WRITE IT DOWN. 5. When do we want it to happen? GO BACK TO No. 4

..And then?

Planning & methodology

Methodology can be defined as:
n Structured set of procedures, tools, techniques, rules

and regulations in project management n Commonly used project management methodologies, including PMBOK and PRINCE2. n A methodology can be something as simple as a diary or filofax, or something even less structured such as a collection of Post It notes located in various places as prompts for the next activity.

Methodical planning
should include: a standard set of processes to follow a collection of templates to help you identify the projects vision, and objectives a collection of case studies the opportunity to customise certain aspects of the methodology if appropriate the opportunity to introduce good practices.

Advantages of using a methodology

It can help to provide direction to the project as a

whole It can enable a saving in project timescales It can help to improve the quality of the project deliverables.

Programme Evaluation and Review Technique (PERT)

One of the first project management

methodologies Invented by US company, Booz Allen Hamilton, whilst working with the US Navy on projects such as the nuclear powered submarines. The US and USSR were frequently pushing the boundaries of technology to develop armaments, satellites, etc. PERT was developed as a way of analysing the different tasks that were involved in the completion of a project.

PMBoK Guide
Project Management Body of Knowledge, from the Project Management Institute (PMI) First established in 1987, then published as a book in 1996 later editions in 2000 and 2004.
Documents and standardizes recognized project management information and practices into a codified approach.

PMBoK

Processes and stages

process based guide A Processes described in terms of: Five process groups (steps) of a project:
Initiating Planning Executing Controlling Closing Inputs (documents, plans, designs, etc.) Tools and Techniques (mechanisms applied to inputs) Outputs (documents, products, etc.)

PMBoK

Knowledge Areas
Nine knowledge areas, into which good practices can be categorised: Project integration management Project scope management Project time management Project cost management Project quality management Project human resource management Project communications management Project risk management Project procurement management.

PrinCE
Projects in a Controlled Environment.

Standard project methodology for UK

government organizations, its partners, and now many other organizations. Defines and categorises a project in terms of the planning, documentation and control/review of:
management of the project the technical aspects the quality control of the project

Revised in 1996, hence PRINCE2

PrinCE2
Identifies 8 key processes. Provides standards as to how each of these

processes should be conducted. All these standards can be seen as best practice, but PRINCE2 ensures they are very highly defined for each project. It divides each project into manageable and controllable stages It has a focus on business justification

PrinCE2 Overview

Using PrinCE2 to plan and manage events: 1. Directing the project the Process
conducted by senior managers/decision makers define the need for the project and the resources to be

2. Planning 3. Start up

allocated

provides a model of the activities, their sequence and

duration, resource requirements, and associated risks

appointment of the event management team assignment of individual objectives drawing up of an agreed contract between project

4. Initiation

organization and the customer/client. project will be judged

set the overall project strategy and criteria against which the

PrinCE2 Processes for Event Management

Stage control

(continued)

control once event activities have started measure and evaluate performance against objectives to

Stage management Product delivery

ensure event meets objectives

at the end of each stage, report on progress , problems

encountered, and the implications for the following stage/s.

esp. important where there are multiple teams Managing the interfaces, to ensure everyone knows their

Closure

responsibilities, roles, and any adjustments to the original plan

Shut down the project, its teams and budgets, etc. Provide reports, performance assessment, feedback and

lessons for future project management practice

Summary
Project Management methodologies Why use a methodology? PERT PMBoK PRINCE2

but dont allow models to kill creativity.

Brainstorming Event Planning

Senses people Time & What will itit be? like Where will smell ? Who will I meet there?will it look What like ? will the lighting What be like? it sound What will like ? season is it? What What will itof day will time feel like? it be? will it taste What like? far will people How

travel?

Brainstorming
Contextual Is it the first of its

kind? What do we have to beat? Is it one in a series? How exclusive is it? What media interest will there be?

Organisational planning
Take a clear look at logistics, skills, resources: Do we have / can we get the right people: in right place - at right time - doing right thing? for right reasons (ie on brand)? even if we do, have they time, can we insist?
Do we need to buy in help and expertise? Will we need to train or induct people?

Holding the purse strings

Do we have / can we secure sufficient

commitment from the organising body?

What model are we working to? Are we supposed to make money/break

even? What is a realistic potential sponsorship level? Whats the ballpark budget: costs + revenue?
Whats our contingency for the unexpected?

Write down your decisions

Purpose, vision and mission statement:

how this event helps deliver corporate strategy and embodies brand vision and values Short summary of your market(ing) research Overview of your operational plan (the ws) Initial budget cost + revenue expectations Note of legal issues Note of special security, protocol other issues

Using PrinCE 2 to plan your event

Project initiation document (PID) natural

approach What is your objective: what do you want to achieve What will success look like (and how will you know) Start at end Work backwards to produce timeline Divide into key elements and stages Check the order Add critical interdependencies with 3rd

Compile a timeline & chart

Planned budget items examples

Venue Hire Hospitality/meetings Artists?packs Media Photography/filming Exhibition/event materials Postage Additional staff o/heads Print costs Advertising/advertorials Banners/signage Research fees / data Stationerydesign Branding Travel expenses Celebrity payments Clothing Volunteers Website design/hosting Complimentary items Direct market/mailings

Module Assessment
Group Presentation - Event as a Project (75%) Working in allotted groups. Select your project in plenty of time.
q

Individual Assignment (25%) Click to edit Master subtitle style n Practical, but reflective
q

Event Management Presentation 75%

The Singapore Tourist Board would like a series of events each to be staged under the following titles: Fashion (eg International Fashion show) Click to edit Master subtitle style Food (eg Festival, A taste of Singapore) Architecture (eg International Conference/exhibition) Urban Greenery (eg Music festival in a park, outdoor activity event)

Group Presentation Background

All briefs state key objectives as being: To present Singapore as a vibrant and exciting city. To increase cultural tourism in Singapore. To rebalance the business/cultural perceptions of Click to edit Master subtitle style the city. NB: RFP document sent to agencies reads: 'The current media perception of Singapore in the UK is that of a sterile business city that is most famous for Raffles, and the country's national airline. The colourful, vibrant, modern and progressive country is rarely focused on.'

Fashion Food Architecture Urban Greenery Click to edit Master subtitle style You will be presenting your plan for an event, under one of these headings to contribute to the stated objectives of the Singapore Tourist Board. Each presentation should last for 15 minutes and will be followed by questions. Where appropriate use PEM theory to support your case.

Event Management Presentation Instructionssector from: Your group is to choose one

Individual Assessment Title 25%

Identify a project or event that you are likely to be involved in. This can be a work related project or event (preferable) it may be chosen from your own experience, or you may choose the same event as organised for your Click to edit Master subtitle style presentation. Briefly outline the aims and objectives for the project or event. Explain why it is suitable for the use of project management techniques.(No more than 1000 words).
Harvard style referencing. If using your presentation topic please identify this.

Presentation: next steps

Meet as a group to decide on:
Your chosen title Click to edit Master subtitle style

Your event A fair division of duties (Among the categories to consider: Business plan & rationale, planning, scheduling, creative content, risk assessment

- Presentation date Wednesday 12th J anuary 2011. - 5 minutes of questions to the group to follow - Group to supply a folder supporting their presentation & to upload presentation slides onto Web CT by 1200 Thursday 13th January -Equal workload between group members.

Important Presentation information -Each presentation to last 15 minutes

Text book and reading

Set texts:

C F Gray and E W Larson Project Management: The Managerial Process, 4rd Edition, McGraw-Hill, 2008. Allen, Judy Event Planning: The Ultimate Click to edit Master subtitle style Guide to Successful Meetings, Corporate Events, Fundraising Galas, Conference and Conventions, Incentives and Other Special Events. 2nd Edition Wiley. Bowdin, Glen Events Management 2nd Edition Elsenvier Harris, Godfrey The Essential Event Planning Kit 9th Edition Americas Group