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Chapter Three: An Introduction To The Project Management of Events
Chapter Three: An Introduction To The Project Management of Events
An Introduction to the
Project Management
Of Events
• Feasibility
– Whether the event is possible
– If it can be planned and staged within timeframes
– Issues to consider include financial considerations,
availability of skills and resources and impacts of the event.
• Scope
– The parameters of the event
– What needs to be done, by whom, and in how much time
– Who is responsible for what
– Care needs to be taken that ‘scope creep’ does not occur
• Stakeholder analysis
– Stakeholders are any organisation or individual with a
vested interest in the event.
– Carefully check all agreements.
• Milestones and deliverables
– Milestones are the end of a package of work or phase.
– Deliverables are the items that confirm the completion.
• Risk management
– Even very small events have risks.
– Not just safety risks – financial, operational, legal.
• Mission Statement
– Summarises the purpose of the event
– Must consider stakeholder needs
• Aims
– Provide more scope to the mission statement
• Objectives
– Create measurable targets for the aims
– Must be SMART
• Event Proposal
– Includes all of the above plus key event information
• Organisational charts
– Shows the structure of the planning committee
– Includes reporting channels and task allocation
• Maps
– Shows exactly what will be happening where
– Often use CAD software to create maps to scale
• Models
– Usually 3-D representations that show different scenarios
– Assist with planning for issues such as crowd control
• Checklists
– Can provide control to the script
– Various versions for different purposes
• Gantt Charts
– Bar charts that provide a visual of the schedule
– Created by developing tasks to be done, setting timelines
for tasks, setting task priorities, creating the chart and
highlighting milestones
– Are a very clear way of communicating with stakeholders
– Good guide for people new to the events process
• PERT Charts
– Another graphical way to present information
– Involves identifying tasks and their priorities and charting
• Influence diagrams and sensitivity analysis
– Influence diagrams show the interdependence of tasks
– Sensitivity analysis is the influence of one part of an
event over other parts or the whole thing.