Welcome and Year-Two Project Overview, Expectations and … presentation 01.pdf · 2014. 1. 21. · presentation ( the assessment item) for the last day of the course The presentation

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William O’Toole www.epms.net

Welcome and Year-Two Project Overview, Expectations and Team/Advisor Assignments

William O'Toole, CFEE,

Events Development Specialist

EPMS.NET


Contents

• Self competency assessment

• Aim of course

• The course deliverable

• How you will do it

• Some project management tools for events and this course

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Aims of the course

• Raise your competency in event management

• Achieve this by working on a project as a team usin g the resources provided by IFEA - these include:– Presentations and material provided– Web site and downloads

– Network (fellow students)

– Advisors

– Feedback from the final presentation

– 2 phone calls to Jim Holt : between 3 and 5 in after noon

• Presentation in morning: work in team in afternoon. WIP each afternoon


Topics: emphasis on application

• Applied Programming Development / Designing and Con trolling the Event Experience

• Applied Budget Development

• The Application of Project Management to Events

• Applied Sponsorship Proposals and Follow-Up Reports

• Inside Perspective: What Cities Want from Events

• Applied Sponsorship Research

• Advanced Risk Management & Contingency Planning

• Before-the-Boom: The Creation of a Memorable Firewo rks Show

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The course deliverable

• Team presentation on Thursday of an event proposal to the Memphis council with documented backup

• Scope: 15 minute presentation, then questions from Judges and audience

• Key resource : the Memphis kit


The teams: small soft furry animals of West Virginia

Hoary Bat

Woodland Vole

West Virginia Northern Flying Squirrel

Stephen King

Cindy Lerick

Becky Genoways

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Meet team membersDiscuss roles/tasks

Fill in TR sheet

What does the city want?Constraints, developments,

calendar….

Brainstorm event conceptStart project – collect information

Compile informationCreate and refine

presentation

Present event to judges on last day

Gro

up a

ctiv

ity

You will be randomly assigned a team.Use the template to list roles and responsibilities

Activity Notes Template

You need to understand the ‘city’. Create a list of criteria for event support for the city

The team must come up with an event concept. Using your experience and the lectures you must create a realistic event plan

The event concept and plan is put into a presentation ( the assessment item) for

the last day of the course

The presentation can be a PowerPoint or any suitable software. It must have the team responsibilities

and tasks at the start. The judges will ask individual team members about the event


Team Member Tasks and Responsibilities template

Done?TimeframeTasksResponsibilityName

Team:

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The new model for festival and events development

Economic Development

Strategy

Tourism Development

Strategy

Social/cultural Development

Strategy

Events Development Strategy

POLICY

Support

Licensing/permission

Competency

Calendar

Infrastructure

Bidding

Devolving


Your event proposal

• Must fit in with the event strategy ( which may be informal or distributed over various departments)

• If it passes the initial criteria then

• It is compared to other projects – how? - the model uses decision criteria as the filter

• Level of support is then established.

• In summary:– Most cities and authorities have a strategic objectives– With regard to cities these may be found in the community, marketing, economic

development or tourism departments – or a combination– When events are suggested to a city they compare the event to their strategic objectives– In some cases the objectives are translated into event support criteria by the city to ensure

the decision to host or support the event is transparent and accountable– It is wise to know these city strategic objective so that your event will pass this initial filter and

gain consideration for support

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strategies


Example – where I live

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Event Project Management

• Two projects:

• 1. Your team project - deliverable is the event plan proposal and presentation on last day.

• 2. The event plan proposal is a project plan –the deliverable is the event itself.

• You will use the same tools and techniques for both.


ChecklistsChecklists

ResponsibilityResponsibility

TasksTasks

ResourcesResources

Work Breakdown

Structure

Work Breakdown

StructureRisk

RegisterRisk

Register

Stakeholder managementStakeholder management

Brief – summary expectations assumptions

Brief – summary expectations assumptions

Scope : date, who, where..Scope : date, who, where..

Measurable ObjectivesMeasurable Objectives

Mission/goalsMission/goals

Other DocSite map

Contact sheetProduction Sched.

Other DocSite map

Contact sheetProduction Sched.

EvaluationEvaluation

Glossary of terms

Glossary of terms

ArchiveArchive

ScheduleSchedule

Def

inin

g th

e ev

ent

Def

inin

g th

e ev

ent

Def

inin

g th

e ev

ent

Def

inin

g th

e ev

ent

proj

ect

proj

ect

proj

ect

proj

ect

Plan

ning

Plan

ning

Plan

ning

Plan

ning

Rev

iew

and

R

evie

w a

nd

Rev

iew

and

R

evie

w a

nd

Arc

hivi

ngA

rchi

ving

Arc

hivi

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ving

Explanation/manual

Explanation/manual

INPUT –baseline plansINPUT –baseline plansPast events

stored dataPast events

stored data

© W. J. O’Toole

EPARSEPARSEPARSEPARSEvent planning, archiving Event planning, archiving Event planning, archiving Event planning, archiving

and review systemand review systemand review systemand review system

EPARSEPARSEPARSEPARSEvent planning, archiving Event planning, archiving Event planning, archiving Event planning, archiving

and review systemand review systemand review systemand review system

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Starting from the End

• Deliverable: a presentation of your event concept and plan

• Breaking down the work

• Getting to know your team – matching skills with tasks

• Identify the deliverables

• Create a schedule

• Discuss the risks

• Resources


Ideas for allocating tasks

• Topic: Marketing, project plan, risk plan, budget, sponsorship plan, program…

• Roles: “documentors”, reviewer, integrator, researchers, presenters, risk manager, scheduler…

• Up to you and the group

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Tips on team formation – the project.

• Working with strangers and the different perspectives

• The reviewer, the integrator, your onsite advisor

• Communication - make a decision early. Risk - how will it be handled

• Your team is there as a resource for you

• If you work in events you will always have a team


Lesson one

• Team formation –general discussion

• Scope the event: place, length, what, how many people, how much money, - keep it draft as it will get more defined the closer to the event

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Summary

• You form the team, decide on an event

• Take note of the presentations

• Gather relevant material

• Apply the presentations and information to the event

• Prepare a presentation for last day

• Any questions?


This afternoon

• Meet your team

• Meet your advisor

• Scope the project

• Assess competency: knowledge, experience, skills and attitude

• Assign team roles - draft

• Start the city research

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The market

• Team Research of City and Development of Event Concepts to Serve Market Realities: Audience, Needs, Venues, and Resource Capabilities

• Feasibility : capacity, current events program…….

• Limited by time

• Report back at 4.30 – work in progress report

Documents

Welcome and Year-Two Project Overview, Expectations and … presentation 01.pdf · 2014. 1. 21. · presentation ( the assessment item) for the last day of the course The presentation