3.pem.5.1.11.planning and design

8/3/2019 3.PEM.5.1.11.Planning and Design

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Project and EventManagement 3

Lecturer: Hazel WestwoodJanuary 2011. SIM.


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3.1 Event Planning3.2 Project Definition &Design


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Key processes inplanning

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 theirway

Stakeholders = individuals andorganisations with a

Take a legitimate interest in event


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Top 10 for EventPlanners

1. Who are we; whos in charge;

who do we answer to?

2. Why are we doing this; howdoes it fullfill any wider

(strategic) agenda?

3. Who is our core audience and

who else do we need toconsider (ie stakeholders)?

4. What do we imagine it will be?

5. When do we want it to happen?

6. Where do we think it will be?

7. What will it cost / must it make?

8. What will success look like?9. What longer term benefits do

we want?

10. Who is available and do they

have the time, skills, experienceand tools we need?

How do we move forwards?

WRITE IT DOWN.

GO BACK TO No. 4


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..And then?


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Planning &methodology

Methodology can be defined as:

n Structured set of procedures, tools, techniques, rules

and regulations in project managementn Commonly used project management methodologies,

including PMBOK and PRINCE2.

nA methodology can be something as simple as a

diary or filofax, or something even less structuredsuch as a collection of Post It notes located in variousplaces as prompts for the next activity.


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Methodical planning

should include:

a standard set of processes to followa collection of templates to help you identify the

projects vision, and objectivesa collection of case studiesthe opportunity to customise certain aspects of

the methodology if appropriate

the opportunity to introduce good practices.


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Advantages of using amethodology

It can help to provide direction to the project as awhole

It can enable a saving in project timescales

It can help to improve the quality of the projectdeliverables.

P E l i


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Programme Evaluationand Review Technique(PERT)

One of the first project managementmethodologiesInvented by US company, Booz Allen Hamilton,

whilst working with the US Navy on projects suchas 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 thecompletion of a project.


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PMBoK Guide

Project Management Body of

Knowledge, from the Project

Management Institute (PMI)

First established in 1987, thenpublished as a book in 1996 later editions in 2000 and 2004.

Documents and standardizes recognized projectmanagement information and practices into a codifiedapproach.


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PMBoKProcesses and stages

A process based guideProcesses described in terms of:

Inputs (documents, plans, designs, etc.)Tools and Techniques (mechanisms applied to inputs)

Outputs (documents, products, etc.)Five process groups (steps) of a project:

Initiating Planning Executing

Controlling

Closing


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PMBoKKnowledge Areas

Nine knowledge areas, into which good practices can becategorised:

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.


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PrinCEProjects in a Controlled Environment.

Standard project methodology for UKgovernment 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 aspectsthe quality control of the project

Revised in 1996, hence PRINCE2


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PrinCE2

Identifies 8 key processes.

Provides standards as to how each of these

processes should be conducted.All these standards can be seen as bestpractice, but PRINCE2 ensures they are veryhighly defined for each project.

It divides each project into manageable andcontrollable stagesIt has a focus on business justification


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PrinCE2 Overview


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s ng r n o p anand manage events:

the Process1. Directing the projectconducted by senior managers/decision makersdefine the need for the project and the resources to be

allocated

2. Planning

provides a model of the activities, their sequence andduration, resource requirements, and associated risks

3. Start upappointment of the event management teamassignment of individual objectivesdrawing up of an agreed contract between project

organization and the customer/client.4. Initiationset the overall project strategy and criteria against which the

project will be judged


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PrinCE2 Processes forEvent Management

(continued)Stage control controlonce event activities have startedmeasure and evaluate performance against objectives to

ensure event meets objectives

Stage management

at the end of each stage, report on progress , problemsencountered, and the implications for the following stage/s.

Product delivery esp. important where there are multiple teamsManaging the interfaces, to ensure everyone knows their

responsibilities, roles, and any adjustments to the original plan

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

lessons for future project management practice


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Summary

Project Management methodologies

Why use a methodology?

PERT

PMBoKPRINCE2


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but dont allowmodels to kill creativity.


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BrainstormingEvent Planning

SensesTime & people

What will it smell like?

What will it looklike ?

What will it soundlike ?

What will it feel like?

What will it tastelike?

Where will it be?

Who will I meetthere?

What will the lightingbe like?

What season is it?

What time of day willit be?

How far will people

travel?


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Brainstorming

Contextual

Is it the first of itskind?

What do we have tobeat?

Is it one in a series?

How exclusive is it?

What media interestwill there be?


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Organisationalplanning

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 weinsist?

Do we need to buy in help and expertise?

Will we need to train or induct people?

ldi h


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Holding the pursestrings

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?


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Write down yourdecisions

Purpose, vision and mission statement:

how this event helps deliver corporatestrategy

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


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Using PrinCE 2 to planyour event

Project initiation document (PID) naturalapproach

What is your objective: what do you want toachieve

What will success look like (and how will youknow)

Start at end

Work backwards to produce timeline

Divide into key elements and stages

Check the order

Add critical interdependencies with 3rd


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Compile a timeline& chart


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Planned budget itemsexamples

Venue Hire

Artists?

Exhibition/event materials

Additional staff o/heads

Advertising/advertorials

Banners/signage

Branding design Celebrity payments

Clothing

Complimentary items

Direct market/mailings

Hospitality/meetings

Media packs

Photography/filming

Postage

Print costs

Research fees / data

StationeryTravel expenses

Volunteers

Website design/hosting


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Module Assessment

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

q Individual Assignment (25%)n Practical, but reflective


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Event ManagementPresentation 75%

The Singapore Tourist Board would like a series ofevents each to be staged under the following titles:

Fashion (eg International Fashion show)Food (eg Festival, A taste ofSingapore)Architecture (eg International

Conference/exhibition)Urban Greenery (eg Music festival in a park, outdooractivity event)


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Group PresentationBackground

All briefs state key objectives as being: To present Singapore as a vibrant and excitingcity. To increase cultural tourism in Singapore. To rebalance the business/cultural perceptions ofthe city.NB: RFP document sent to agencies reads: 'Thecurrent media perception of Singapore in the UK isthat of a sterile business city that is most famous forRaffles, and the country's national airline. Thecolourful, vibrant, modern and progressive countryis rarely focused on.'


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Presentation

InstructionsYour group is to choose one sector from:FashionFoodArchitectureUrban Greenery

You will be presenting your plan for an event, underone of these headings to contribute to the statedobjectives of the Singapore Tourist Board. Eachpresentation should last for 15 minutes and will befollowed by questions. Where appropriate use PEMtheory to support your case.

I di id l A t


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Individual AssessmentTitle 25%

Identify a project or event that you are likelyto be involved in. This can be a work relatedproject or event (preferable) it may be chosenfrom your own experience, or you may choose

the same event as organised for yourpresentation. Briefly outline the aims andobjectives for the project or event. Explainwhy it is suitable for the use of projectmanagement techniques.(No more than 1000words).

Harvard style referencing. If using your presentationtopic please identify this.

P t ti t


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Presentation: nextsteps

Meet as a group to decide on:

Your chosen title Your event A fair division of duties

(Among the categories toconsider: Business plan &rationale, planning, scheduling,

creative content, risk assessment


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Important Presentation

information-Each presentation to last 15 minutes- Presentation date Wednesday 12th January 2011.

- 5 minutes of questions to the group tofollow

- Group to supply a folder supporting theirpresentation & to upload presentationslides onto Web CT by 1200 Thursday

13th January

-Equal workload between group members.


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Text book and reading

Set texts: C F Gray and E W Larson Project

Management: The Managerial Process, 4rdEdition, McGraw-Hill, 2008.

Allen, Judy Event Planning: The UltimateGuide to Successful Meetings, CorporateEvents, Fundraising Galas, Conferenceand Conventions, Incentives and OtherSpecial Events. 2nd Edition Wiley.

Bowdin, Glen Events Management 2ndEdition Elsenvier Harris, Godfrey The

E ti l E t Pl i Kit 9th EditiA i G