Planning an Event. What is Planning About? Planning is always future oriented Planning focuses on formulating goals Planning is political in nature It.

Planning an Event

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

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

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

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

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

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.

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

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?

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?

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

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

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)

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

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)

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

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

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

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

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

The Network

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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

More on CPA and PERT

• Project software will facilitate resource analysis

• Project software can generate calendars and Gantt charts

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

Elements of Plan Implementation

• Risk analysis / risk management plan• Contingency plans• Emergency procedures• Training• Information and Marketing

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

Microsoft Project

• Microsoft Projet