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8/9/2019 Establish and Manage Effective Strategic Planning
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ESTABLISH AND MANAGEEFFECTIVE STRATEGIC
PLANNING
By;
Muhammad Hanis Rahim
Nadrul Syahida Bt Mohd Roslan
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INTRODUCTION
Originally introduced in 1987
Objectives: (1) To commemorate Flora (Flo) Hyman, aformer U.S. Olympic Volleyball team member. (2) A long-standing advocate for girls and women in sports, whopassed away unexpectedly in 1986.
Specific event management activities: volunteerrecruitment and organization, facility planning, promotionand risk management.
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EVENT STRATEGIC PLANNING
According to Thompson (1997), strategic planningprocess is about determining the current situation faced
by the event, the strategic options available to eventmanager AND the mechanism for implementing thechosen strategies.
This process takes place of the purpose, vision and
mission of the event.
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STRATEGIC PLANNINGPROCESS
(a) Establishment of event purpose, vision and mission
statements
PURPOSE ; provide sufficient direction and focus
For event that are more complex and involve many stakeholders,such as large public events, it can be beneficial to reflect moredeeply on the event purpose.
VISION ; According to Thompson (1997), vision usually describe what the
events seek to become and to achieve in long term future Those who are involved with the event should understood the vision. Example;
Event : Sydney Gay and Lesbian Mardi GrasVision : Achieve equality and social acceptance
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Cont
MISSION ;
Broad the task that the event organization has set for itself
Indicate organization conducting the event
Fulfill the vision statement
Example;Event : Cherry Creek Arts Festival, Colorado
Vision : Create access to a broad array of arts experiences.
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Cont..
(b) Development of event goals and objectives
GOAL provide event direction and focus. useful when the event is complex and involves many stakeholders.
provide direction to those who engaged in Event organization Example;
Event : Greek Orthodox Folk Dance FestivalGoals : To bring people together in Orthodox Christian FellowshipObjective : Achieve highest participation for this event
OBJECTIVE more detail and it help in evaluate event progress, despitefully make
sure there are in line with event goal. allowed them to assess what aspects of their planning have
succeeded or failed.
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Cont..
5 criteria that can be applied to establishment of the objective
by the acronym SMART:
Specific
Measurable Agreeable
Realistic
Time specific
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Cont..
(c) Conduct of situation analysis
SWOT analysis
Strength & Weaknesses : Events internal factor. Ex; Examine PESTanalysis, access the quality of event, event reputation, the size ofevent
Opportunities & Threats : External environment and have potentialto impact on events. Ex.; Event programming, target market, when todo the event
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Cont..
(d) Identification of strategy options
Growth Strategy Make the events bigger than previous event in case of similar event.
But getting criticism when the quality of event was decrease byincreasing the number of event size / component
However growth strategy may be appropriate if historical data suggestthere is a growing demand for the typed of event planned, or gettingincrease of revenue
Consolidation or Stability Strategy
In certain condition it may appropriate to adopt consolidation strategythat is maintaining a number of event attendance at a given level High demand has greater pricing freedom.
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Cont..
Retrenchment strategy
By looking at environmental condition it may suggest that suitablestrategy is to reduce the scale of event BUT add value to its existingcomponents
Ex; exhibition may remove a seminar program and focus for the coreaspect of the exhibition
Combination Strategy
Includes more than one element by using combination of two strategyin one event
Such as adopted consolidation and growth strategy in one event
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Cont..
(e) Evaluation and selection of a strategy
Criteria of evaluation and selection strategy;
Appropriateness / Suitability
Strategies should complement each other and consistent with theenvironment, resources and values of the event organization.
Acceptability / Desirability
capable of achieving events objectives on environment conditionand not to overlook the potential risks involved in the strategy
Feasibility
feasible by consider the availability of resources (ex. Humanresource, finance)
meet key success factor (ex. Quality of event, level of service)
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Cont..
(f) Development of operational plans
Operational plans are needed in achieving objective which have setand implement the selecting strategy.
Should be flexible in order to facing any changes.
(g) Control System
make sure that event progress in line with goal and objective which
have set for the event. If facing any problem during event progress, immediate action
should be taken to solve a problem.
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IMPLEMENTATION OF STRATEGIC PLAN &ASSOCIATED OPERATIONAL PLANS
Refinements : Any changes could be done
Problem Solving : Any problem occurred have to be settledimmediately
Information Collection In Line with needs of evaluation: Any
information during event progress have to record and keep it forevaluation purpose and as references on the future.
FEEDBACK
Are important in determine either the event success or failure. It will give positive impact on future event by identifies what is the
most suitable strategy which will use on further event in term ofhuman resources, finance, marketing, administration and logistic.
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INITIAL PLANNING
The successful event planning for NGWSD event are:
Choose a date and select an appropriate facility
Recruit planning-team members and volunteers
Systematically prepare event-planning activities
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INITIAL PLANNING
Choosing a date
- schedule it to coordinate with and capitalize onassociated local, regional, and national events,activities and promotion.
- to creative and plan activities that will make theevent exciting, engaging, and fun.
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INITIAL PLANNING
Selecting a facility:
- finding and reserving a multi-use facility is critical
- facility can accommodate several different sportsand activities at the same time
- factor to consider in choosing a facility is participant
capacity
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INITIAL PLANNING
Systematically prepare event-planning activities
- associated with organization and management,promotion, and risk management
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MANAGING SPECIAL EVENTS
Tips to save your headaches:
- forming a working or resource group ofrepresentatives of existing events.
- prepared a special events contact list- use a letter of understanding to spell out all
provisions the permit holder must meet
- description of event permit requirement
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TYPOLOGY OF VOLUNTEERSA CASE STUDY ON CHERRY CREEK ARTS
FESTIVAL
1.0 Cherry Creek Arts Festival is Colorado signature cultural event and juried arts festival
2.0 Retention this festival encourages volunteers to remain connected to the
event by involving them in event preparation.
Volunteer need their own committees / organization for connectionin upward movement
To ensure volunteers are effectively managed, there have onecommittee to monitors volunteer food services and ensuresvolunteers are in the right place and the right time.
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Cont..
3.0 Recruitment While efforts at volunteers retention have been very successful,
there is still the need to maintain a number of volunteers
A Get involved with art volunteer recruitment are announce onradio and television. The details information and registration formare included in newspaper and websites in making recruitmentprocess becoming easier.
4.0 Benefits
There are various of food and beverages provided for volunteerssuch give meals per day, supply tea and pastries at the morning,
provided cold water throughout the event The festival also offers a discount on all event merchandise and a
complimentary T-shirt.
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Cont..
5.0 Training
Volunteers are frontline of the festival, so their performance is a key
criterion by which patrons evaluate the festival.
Event training is conducted before the festival to familiarizethemselves with their respective tasks.
A training handbook for volunteers has been distributed
6.0 Appreciation
Appreciation must be frequent, meaningful and from the heart tomaintain a number of volunteers.
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PROMOTION
Event promotion various channel of media to used forpromotion
Early marketing involves city and state proclamations
Flyers distribution contains of information of the event ie:date, time, venue
Market segments to whom should the flyers bedistributed
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PROMOTION
Distribution where should be distributed, withinuniversity, private schools, residents
Promotion via online or website. Information technologyis another platform to promote or market example socialnetworking like facebook, twitter and You-tube
Press release or press conference- to ensure thatinformation to public are correct and genuine
Press release thru local newspapers, radio andnewspaper
Creating T-shirt to promote the event indirectly
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ON-SITE MANAGEMENT AND
ONGOING PROMOTION
A high level of organization is needed in order to successfully thisnumber of participants in a save and efficient manner
registration consideration
- offers both pre-registration and on-site registration forparticipants
- assigning girls to activities and determining theirschedule is a critical aspect of the registration process
- the registration form includes the details about theevent activities (figure 1)
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The Registration Form Includes The
Details About The Event
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ON-SITE MANAGEMENT AND
ONGOING PROMOTION
event rotation
- girls are organized into their respective session
- activities are listed on their name tags in session order,
they know what they will be doing
- the second session is announced and the girls are led
to their next event
- this process is repeated three times, last event they willreturn to the main gym
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EVENT ROTATION (DIAGRAM)
Main gym
Opening remarks
First clinic session
Move to first activities (location)
Participant back
Second session
After last event
(return to the main gym)
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external marketing
environment customer demand budgetingPartnership
internal environment Corporate plan resources availability logistics
During and afterevent
Figure 2 : the event planning process
Ideaproposal
Feasibility
study
Aims &Objective
s
Implementation
requirement
Implementation plan
Monitoring &evaluation
Futurepractice
THE EVENT PLANNINGPROCESS
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Risk Management
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Good management practice
Process steps that enable improvement
in decision making
A logical and systematic approach
Identifying opportunities
Avoiding or minimizing losses
What is Risk Management?
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What is Risk Management?
logical and systematic method ofidentifying, analyzing, treating andmonitoring the risks involved in any
activity or process.
a methodology that helps managers
make best use of their availableresources
Most obvious risks is injury to participants
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All key people, including board members,management and volunteers should beinvolved in every step of the riskmanagement process.
To make the process easier, break the risk
manangement process into achievable steps
How to manage risk?
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Establish the context
Identify the risks
Analyze the risks
Evaluate the risks
Treat the risks
Basic RM process
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Risk is dynamic and subject to constantchange, so the process includescontinuing:
Communication & consultation
Monitoring and review
and
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Minimize & Manage Participants injuries
Essential to have leaders who areexperience and qualified.
Asses the risks and specialconsideration for each sport andactivities
Coordinate with legal counsel and createa participants waiver that release fromliability those who organize, promoteand sponsor the events
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Risk is dynamic and subject to constantchange, so the process includescontinuing:
Communication & consultation
Monitoring and review
and
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Minimize & Manage Participants injuries
Essential to have leaders who areexperience and qualified.
Asses the risks and specialconsideration for each sport andactivities
Coordinate with legal counsel and createa participants waiver that release fromliability those who organize, promoteand sponsor the events
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CONCLUSION
A NGWSD event provides and opportunity for: students, faculty,staff
As a result, it will promote and engage in:
meaningful education-based
Community connected service-learning
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REFERENCE
CONDUCTING A SUCCESSFULNATIONAL GIRLS AND WOMAN INSPORT DAY EVENT
KAREN M APPLEBY, CYNTHIA LEE A PEMBERTON
JOURNAL OF PHUSICAL EDUCATION, RECREATION & DANCE;
FEB 2010; 81, 2; PROQUEST EDUCATION JOURNALS
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