planning an event. what is planning about? planning is always future oriented planning focuses on...
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Planning an Event
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What is Planning About?
• Planning is always future oriented• Planning focuses on formulating goals• Planning is political in nature• It involves leadership and values• It occurs within an
organizational framework
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The Role of Policies
• Policies implement the mission and goals of the organization
• Policies are a set of rules governing the activities of the members of an organization or group
• They can be formal (written) or informal (unwritten)• Policies show what actions are desirable,
permissible, or forbidden.• Policies should not become so
rigid that they inhibit flexibility or creativity
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Event Project Planning
• Project planning is “the design and implementation of a plan to create a new event, on time, and within established parameters pertaining to resources, venues and impacts” Donald Getz
• Projects have definite starting and ending dates
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The ProcessConcept or Conceptual Planning
Asset Mapping/Feasibility Study
Decision to Proceed or Terminate
Formulation of a Preliminary Plan
Detailed Project Planning
Plan Implementation
The Event
The Event Wrap-Up
The Contract or Approval Project Termination
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Concept or Conceptual Planning
• The process may begin with – an idea for a new event, – a perceived need to revise or replace an
existing event– an RFP (request for proposal) from the
potential sponsor– Scope Creep
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Asset & Liability Mapping
• Map (Identify & Locate) the community assets– Cultural/Historical/Natural Resources– Transportation, Dining & Lodging Infrastructure– Community Support and Volunteer resources
• Map the Liabilities (competing events) geographically and through time.
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Feasibility Study--Purposes
• Determination of ability to get funds or approval• Market tests and demand forecasts• Assessment of affordability and/or profitability• Physical aspects—weather, venues, accessibility,
accommodations• Potential impacts• Desirability & Suitability
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Feasibility Study--continued
• Does the venue or community have a track record of hosting successful events?
• What are the population characteristics?• Are sponsors available?• Is there a potential pool of volunteers?• What is the economy?• What are the politics and/or
ideology of the community?
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Feasibility--Economics
• Estimate the likely costs and revenues—calculate the financial feasibility
• Can the financial cost be met?• What happens if revenue falls short or costs
escalate—who pays?• Consider possibility of political disruption or bad
weather • Is a formal EIA required?
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Decision to Proceed or Terminate• The feasibility analysis will lead to a decision or to
a modification of the original concept.• The Decision-making process may involve public
input (if you have governmental sponsors).• If it is a for-profit event, poor feasibility should
lead to termination of abandonment of the project,
• For a governmental unit, tax dollars may be available to cover shortfalls
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Preliminary Plan Elements
• Feasibility of venues, targets, cost, revenues, impacts, and approvals
• A program outline for the event• A preliminary budget• Schedule for construction (if required)• A preliminary marketing plan• Identification of human resources• Organization and
management systems
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Approval/Termination
• Once the preliminary plan is written, it should be submitted for approval
• Approval may come from a private client, a commercial group, an organization, or a governmental entity
• Once approval is received, detailed planning commences
• If not approved, either modify or shelve (terminate)
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Detailed Planning—Task Analysis
• The process begins with a task analysis and work plan
• This will be followed by a critical path analysis• A task is a discrete activity that can be
performed by one or more people with known resources, within a defined period of time
• All tasks will eventually be integrated and scheduled
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Tasks, continued
• Tasks are assigned to various people (managers, subcontractors, work groups)
• Clusters need to be established in the beginning– geographical (the stage, the exhibition floor,
the food court, etc.)– functional (marketing, human resouces)– Technical (audio-visual, lighting)
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Task Analysis breakdownEvent goals, budget, schedule
1 Venue
2 Marketing
3 Sponsorship
4 Program
5 Logistics
6 Administration
5.3 Supplies
5.2 Public Transport
5.1 Parking
5.4 Performers
5.5 Ticketing/Cash
5.1.1 Site Preparation
5.1.2 Signs & Barriers
5.1.3 Staffing
5.1.4 Police Presence
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Scheduling of Tasks
• Usually, the event date is set—this is the final deadline, and all tasks need to be scheduled for completion before this date
• Initiation of certain tasks may depend upon completion of other tasks
• The sequencing of these tasks may involve CPA (Critical Path Analysis) or PERT Program Evaluation and Review Technique
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Critical Path Analysis
• Tasks are arranged in chronological order, working backward from the event date
• Each prerequisite activity is scheduled in the proper sequence
• This results in a network of interconnected tasks which is the Critical Path
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Steps in critical path analysis• 1 identify all crucial tasks• 2 set and prioritize goals
and objectives• 3 determine time lines
and critical dates• 4 establish the critical
path• 5 establish controls for
the process
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Program Evaluation and Review Technique
• Similar to CPA but does not work backward from a date
• PERT is based on identification of minimum, most likely, and maximum projected time lines
• Like CPA, it imposes logic on the planning process and involves the task analysis process
• In PERT, resources are assigned to the tasks
• Control is maintained
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The Network
A B
C
D
E
F
G
H
I
J K
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Network Notes
• Computer software is often employed in this process—the better ones are both expensive and complex
• Avoid “looping” in complex networks—a situation in which completion of an activity appears to be dependent upon a later one
• There should be no “dangling” or loose activities which are not followed by another
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More on CPA and PERT
• Project software will facilitate resource analysis
• Project software can generate calendars and Gantt charts
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Decision Points
• Specific decision points should be predetermined to force “go, no-go” decisions
• These decision points may apply to the event as a whole, or to determine if some parts of the program will or will not be included
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Elements of Plan Implementation
• Risk analysis / risk management plan• Contingency plans• Emergency procedures• Training• Information and Marketing
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Terminating the Event
• Paying bills and collecting all promised and owed revenues
• Auditing the accounts• Filing and processing insurance claims• Settling any lawsuits• Cleaning and closing venues• Disposal of land or resources• Thanking, rewarding, and out-
placing staff and volunteers
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Microsoft Project
• Microsoft Projet