FESTIVAL & EVENT MANAGEMENT TOU3925

Postgraduate Course Feedback Week 18: Project management for events

Learning outcomes By the end of this session you will be able to: Understand what a project is in the context of events Be aware of the importance of effective project management for events Understand the role of the work breakdown structure Understand the relationship between the work breakdown structure and the Gantt chart Be able to develop work breakdown structures and Gantt charts for their own projects

What is a project? What is a project: A series of activities, completed against agreed time and cost targets to produce an end product which is intended to provide a benefit and satisfy a business need What is project management? Planning, organizing, directing and controlling resources for a specific period to meet a specific set of one-time objectives. (Lord & Lord, 1989) Slide 4 14/02/2015

What is project management? An event (project) is a time-limited operation Project management focuses on getting results on budget and on time Project management techniques aid prioritisation Project management creates successful outcomes The PM is attempting to balance time, cost and quality by constantly reassessing the different elements

The event project life cycle Source: Silvers 2007: 159 (Silvres, 2007: 159 in Bladen et al., 2012: 26)

Event project management Objectives & Getting Started Event Planning Organising and Preparing the Event Implementing: running the event Divestment / Legacy (Shone & Parry, 2006)

The event project life cycle (Larner, 2009) Life-cycle? EVALUATION AND LEGACY CONCEPTION IMPLEMENTATION The Event INTENTION AND SCOPING OPERATIONAL AND PROMOTIONAL PLAN STAKEHOLDER ENGAGEMENT FINANCIAL PLANNING Polly Larner 2009

Project management cascade Project definition Scope of work Work breakdown structure Task analysis Structure Responsibility Gantt chart /critical path Activity sheets Polly Larner Work packages

Work Breakdown Structure Level 1

Gantt chart

Example of a Gantt chart

Project Management: prioritisation grid 19 High Importance A Do B Plan High Urgency Low Urgency C Delegate D Dump? Low Importance

Project Management: prioritisation grid 20 A Spending too much time in this box may indicate: B Spending too much time this box may indicate: inefficient systems or inability to forward plan and monitor progress effectively lack of awareness of changes in external environment inefficient use of, or lack of, resources an over-cautious approach, over-reliance on information (and analysis of) detached from the reality of the situation/environment C D Spending too much time in this box may indicate: Spending too much time in this box may indicate: an inability to prioritise lack of assertiveness towards others inability to deal with interruptions covering up/ avoiding important issues desire to stay in comfort zone or lack of ambition excessive socialising short medium term inability to cope with the job long term psychological or physical burnout

Project control cycle Project Plan Deliver result Do work Take corrective action Measure progress, reforecast Identify issues and risks

The project sponsor v The project manager The project sponsor will define the business need take ultimate responsibility for the success of the project champion the project to the rest of the business to ensure obstacles that may affect the success of the project are removed or resolved manage the expectations of the business of what the project will deliver The Project manager will Coordinate and manage the project s activities, resources and time Ensure the business needs outlined by the sponsor are met Achieve the time, cost and quality objectives of the project agreed with the sponsor Achieve the benefits identified for the project up to hand-over

Conclusions Project management focuses on getting results on budget and on time by planning ahead 50% of project management is planning, 25% communication and 25% measuring progress A Project Manager uses techniques to prioritise tasks balancing cost, time and quality WBS allows you to break the project down into a discrete element of work, then into tasks leading to outcomes Gantt charts are a visual summary of the timescale Key roles in project management include: project sponsor, PM, project team, stakeholders