COMMUNITY OF INTEREST FORUM PROJECT MANAGEMENT AND EVENTS Johnny Allen, Director Australian Centre for Event Management University of Technology Sydney
PRESENTATION OVERVIEW Presenter s introduction ACEM and its activities Project Management and Events Questions and Discussion
THE GROWTH OF EVENTS Growth in the number and scale of public events (compare Melbourne 1956 and Sydney 2000 Olympic Games) Increasing involvement of government in events as tourism and economic generators Growth of leisure and demand for high quality leisure experiences Increasing corporate use of events
CORPORATE EVENTS Events are now seen as a key part of the marketing mix including Sales promotions Product launches Staff incentives Training
EVENT MANAGEMENT: AN EMERGING PROFESSION INITIAL EMERGING GROWTH ESTABLISHED MATURE
EMERGENCE OF AN EVENT INDUSTRY Hallmarks of a profession A specific body of knowledge Established processes and procedures Code of ethics Training and accreditation Career paths
IDENTIFYING AND CODIFYING THE EMBOK Event management draws on existing fields of knowledge, adapting them to the event context, e.g. Business planning Financial management Project management
BUSINESS PLANNING VISION MISSION OBJECTIVES STRATEGIES PLANS
THE PROJECT MANAGEMENT IMPERATIVE Corporate event managers are increasingly required to follow the same project management process used by other operating departments, and to be measured by the same metrics
EVENTS AS PROJECTS Event - a specific ritual, presentation, performance or celebration that is consciously planned and created to mark special occasions and/or to achieve particular social, cultural or corporate goals and objectives. Allen, 1998 Project a temporary endeavour undertaken to create a unique product or service PMBOK, 2003
EVENT MANAGEMENT CYCLE Research & Design Evaluation Planning Implementation
PROJECT MANAGEMENT CYCLE Initiation & Concept Handover & Evaluation Planning & Development Implementation & Execution
APPLICATION OF PROJECT MANAGEMENT TO EVENTS The shift towards adopting the Event Project Management Process involves New processes Documentation standards Roles Reporting of chain of command The need to track metrics
APPLICATION OF PROJECT MANAGEMENT TO EVENTS Progression from the ad hoc to the systematic Development of a specific body of knowledge (EMBOK) Methodology is coherent, repeatable and transferable Processes are standardised, documented and consistent Productivity is tracked and measured according to expectations Organisation is committed to continuous improvement based on auditing of processes, analysis of defects and application of lessons to future projects
SANITY TRIANGLE TIME COST QUALITY
PROJECT MANAGEMENT CONCEPTS/TOOLS Scope of work (event proposal) Work breakdown structure Work packages Gantt Chart Schedule parallel and serial tasks Critical path Milestones Event folder (event manual) Project management software MS Project, Primavera
SO Who implements the project management of an event? In small to medium companies, the event manager is also often the Event Project Manager Larger events may have a dedicated Event Project Manager role Large organisations may have an Event Project Office
IN SUMMARY.. Events have grown rapidly The emerging event industry is now in the growth phase An EMBOK is being formed, drawing on other disciplines including Project Management Project Management is helping to formalise and standardise the event management process Project management is now the basis of most contemporary events, leading to the creation of the new role of Event Project Manager
QUESTIONS AND DISCUSSION?