BEM – Managing the event as a project

Lim Sei Kee @ cK

There are considerable similarities between the management of projects and of events.

Both are unique, time-limited operations.

The event as a project

Objectives and getting started↓

Planning↓

Organizing and preparing the event↓

Implementing: running the event↓

Divestment / legacy

Event Management Activities

Conception↓

Definition↓

Production↓

Operations↓

Handover or divestments

Project Management Activities

In setting objectives for an event, these can be tested using the SMART formula:

Specific Measurable Achievable Realistic Timely

Specific: not framed or worded badly, or are confusing

Measurable: being able to know whether they are being achieved, or whether progress is being made towards them

Achievable: it must be genuinely possible to put on the event

Realistic: irrespective of whatever flights of fantasy the clients may want you to achieve

Timely: taking into account what can be done in the time available

The use of work breakdown structures

Project planning

Gantt charting

Risk assessment

Techniques that can be adapted:

The job broken down into its rough component parts

Identify the work that one person or a related team of people can do.

Work Breakdown Structures

Work breakdown structure - wedding marquee

Identification of critical tasks and external dependencies

Critical tasks are essentially those functions that must be completed first, in any sequence of activities, for the activity to proceed.

Project planning techniques

Concentrate attention on the jobs

Provides the framework for setting deadlines for checking progress

Why critical tasks?

Two critical tasks: identification of venue construction of the tent

Construction setting up the framework fitting of the external covers

Once these things are achieved other activities can take place.

Example

The follow on tasks are called dependencies.

External dependencies are those issues that are outside the event co-ordinator’s direct control

EG: Having to hire furniture for an event.

The more external dependencies a project has, and the more unusual they are, the more risk there is of the project going wrong or failing completely.

Using software such as Microsoft Project

By hand using graph paper.

‘Decorate venue’ may be a perfectly adequate statement of a task, but ‘Put green balloons one metre above the doors’ is over-specification.

2 ways

It shows: the various tasks that have to be done in a

time-sequence order; what the various tasks are; how long they should take; when they should be completed; what happens if a task, especially a critical

task is delayed.

Gantt charting

The filled black boxes: the tasks completed so far The white boxes: those still to be done

Various things were ordered and arranged.

Only one item is shown as having been ordered – the flowers

Gantt chart

It does not show the resources available to do the job.

Someone may be given too much work to do in the time available.

It may be difficult to find out how long things genuinely take to do.

Limitation of Gantt Chart

In some cases, Gantt chart might be best applied backwards, starting at the deadline and working back in order to find out how long doing something will really take.

Work out a simple Gantt Chart for the event: “Surprise birthday party for our classmate”

1. List down the various tasks that has to be done.

2. Work out a time sequence order. 3. Draft a simple Gantt chart.

Exercise

The events co-ordinator must address the possibility that something might go wrong at an event.

Risk assessment is a way of attempting to identify potential risks and taking steps to reduce or mitigate them.

It is also the starting point for being able to produce contingency plans and emergency procedures.

Risk management

Risks to staff and othersRisks in marketing an eventRisks in health and safetyRisks in catering provisionRisks in crowd managementRisks in securityRisks in transportation and deliveries

Various risk categories

The outcome of careful risk management might be to save someone’s life.

You are then likely to be faced with a choice of approach, either fairly conceptual or broadly processual, in deciding the best way forward for your specific event.

After dealing with the criticality of addressing the appropriate scope and detail of the likely risks facing your event, you can work out a Risk Assessment table.

The event taking place is a small regional kite-flying championship, which happens to be taking place next to a cricket ground on the same day as a cricket match.

Naturally, each event is different, and the impact must be assessed individually.

Figure 10.6 and 10.7

1: Assessment

2: Evaluation

3: Control measures

4: Recording activity

Risk management

In assessing the risk at events, our initial judgment can be based on existing practice and on an awareness of what constitutes the routine and predictable and what does not.

Low risk eventsMedium risk eventsHigh risk events

Typically, these are indoor events; It involves no unusual or specialist activities; There is already considerable expertise and

experience amongst management and staff.

Examples: banquets and dinners, either indoor or in marquees.

Low risk events

Very large indoor events, in locations that the public might not attend regularly,

Alternatively where these are outdoor, involving large numbers of people, but with no obvious or perceived dangerous activities.

Examples: large-scale sporting competitions, public shows and street festivals.

Medium risk events

Events involving significantly large number of people in activities and locations they are unfamiliar;

Where there is little or no existing knowledge or experience of the event.

Examples: high speed racing events, large-scale complicated open air events (1st time)

High risk events

Event managers and coordinators should strive to ensure that they provide a safe event and a safe environment for all concerned.

In all events, but especially high risk events, the need for adequate and sufficient staff training, is absolutely vital.

Conclusion

You are in charge of organizing a wedding banquet for a couple at KIGS. You need to make sure that the location is safe for all the attendees.

Carry out the risk assessment and present your findings accordingly.

This is an INDIVIDUAL task!

Exercise