Event Project Management Plan - Literature review Example

EVENT PROJECT MANAGEMENT PLAN STUDENT NAME: INSTITUTION: INSTRUCTORS NAME: DATE: NUMBER OF WORDS: 2500 Event Project management plan Events are activities that take place to showcase several aspects of life, these events depend on the major topic of the event, the place and the audience targeted. For a successful event, it is important to note the management behind it; it is obvious that before an event is accomplished it is a project in the first place. There are goals to be achieved in every event and therefore project management tools are applicable when organizing for events. High profile events require appropriate management because it is important to account for every step to be taken in the journey to ensure the success of the event and achievement of strategies (Meredith and Mantel , 2011). In most cases, Gantt chart has been used to ensure that all activities planned for the event are accomplished. The use has been helpful for management in the sense that it indicates the time of specific function and what should be done at that specific time. The chart is a timeline that ensures all the strategies set are implemented and that the outcome is positive and it is as projected. The different types of events will lead to a different chart. There are categories of events such as cultural events, weddings, entertainments, sports, religious and government events. In all these events, there are host places where the event will take place these are; conferences, restaurants, theaters, bar, stadiums and customized fields. We are going to have an insight on the aspect of managing an event whereby the major aspect is that of project management plan. An example of an event will help in understanding the importance of project management during these events (Getz, 1997). Stages of project management life cycle According to Kerzner, (2002) project management encompasses activities that are done from the inception of the project to implementation. The success of the project is indicated by the progress of each step. The life cycle of project management has been divided into five stages where each stage indicates the activities that should be carried out to ensure a successful project. Each step in the cycle is important because it contributes immensely to the outcome of the project. Project initiation; this is the fists stages of project life cycle. It is the stage that enables one to present the objectives of the project. It provides an overview of the project in terms of strategies and the aim of initiating the project. A project manager is hired in this case who will be responsible for planning; organizing, controlling, delegating and ensuring the implementation process of the project the manager should possess skills in project planning and implementation. Project planning; planning is a process that is used to provide a step by step objective to be accomplished. This is where all the resources to be used in accomplishing the project are put into the plan. Project planning is the second step that involves a breakdown of each detail to be considered during the process and also the definition of appropriate criteria to be used in implementing the project. Planning is a vast stage since it will require consideration of resources to be used and ensuring that these resources are allocated appropriately. It is from planning that projection on how the project will be successful. In this step, the stakeholders are defined and their roles are specified, also the channels of reporting are identified for the purpose of ensuring quality management of the project Project execution; this is the third step in project life cycle; it involves action process whereby all the planned objectives are put into action. Execution is implementing the project and the project manager is responsible for execution process. This is where the resources are allocated to a specific objective and the manager will influence the implementing team to work together to ensures successful implementation process. Execution requires managing people and resources since it involves the process of delegating duties and ensuring that each duty is performed according to the requirement to achieve the objective. Working with other people to implement the project is complicated especially when there is an insufficient human relation (Wysocki, 2011). For the event planning and management, the execution part is always important because the event has to be successful. it, therefore, involves areas such as ensuring that the event is well advertised and published ,reaching the audience, organizing the host ground, organizing for meals and accommodation including travel, organizing for security and organizing for payment of all people involved in organizing the event. Project control; this is the fourth phase of the project cycle, it involves ensuring that all strategies are implemented .control involves delegating duties and monitoring to ensure that there is smooth workflow with the aim of meeting project objectives. Control has to involve managerial skills of controlling all activities through engaging all implementing team in pulling their efforts to achieve the set objectives. When it comes to event management, controlling will involve ensuring that all planned activities for the success of event are accomplished. For example controlling the audience through managing crowd, controlling time of the event and using the Gantt chart to ensure every objective is attained through sticking to the plan. Project closure; this is the final stage in project management; it is the stage that presents the outcome of the project. The manager will present reports on the objectives of the project. This is where the final outcome of the project is compared to the project before implementation and identifying whether the financial outcome is exactly the way it was planned. For the event management project closure will involve comparing the budget and the expenses so as to identify the benefits of the event. Also, a report is provided after completion of an event which will provide all the processes that took place and outcomes. Project management tools Project management is a complex activity that requires the manager to identify appropriate tools to be used in accomplishing a project. According to Klastorin, (2004) there are tools project management uses in order for the project to be successful. These tools are the use of Gantt chart and the use of project evaluation review technique. There are benefits associated with each tool. The most important resource in accomplishing projects is the use of computer whereby one can use software that is designed to make project implementation process easier. Benefits of PERT- project evaluation review technique; this is a tool that is used to define and control al the activities to accomplish a project. The tool is beneficial in the sense that; it has contributed to improved planning of activities and scheduling them for the purpose of appropriate implementation. The tool also helps in forecasting the amounts of resources required in accomplishing the project and this is important because it will ensure appropriate planning and budgeting of resources. Also, there are patterns in the planning process are repetitive and can be used in other projects, the tool is able to identify the patterns and this will simplify the planning process. Another benefit revolves around the prediction of completion time, the critical paths that will be a challenge in completion process, activities that is not beneficial to the project and might inhibit implementation process and when the project should start and end. Benefits of Gantt charts; this is another tool used by project management to accomplish the requirement of the project. It is beneficial because it provides a simpler way of understanding the scheduled activity and time of the project. It also enables one to develop the worst and best case scenario and hence comes up with appropriate strategy to counter either case. There is clarity in communication when using Gantt chart and this is beneficial to the implementation of the project. Project managers use Gantt charts to negotiate on the progress of the project because it displays the actual project progress and it provides reports of good quality. Culture week at Coventry University In a bid to organize an event, we are going to have an insight on one of the events that take place in the university. It is regarded as a high-profile event in the sense it embraces and encourages cultural diversity among students. It is a cultural event at the university that is held once every year. This is an event that focuses on exploring different cultural diversities and inviting participants from different places globally. In this event, there is a project manager who is responsible for ensuring that the event is accomplished successfully. The event attracts students from different varsities globally and therefore appropriate planning for the event is important. It is a requirement for every learning institution to encourage cultural diversity and hence preparing for culture week is a complex activity that should focus on delivering more on multiculturalism. Importance of culture week event to the university Culture week promotes appreciation of cultural diversity in the sense that it attracts varsity students from different places of the world. This is important since it boosts interaction and learning other cultures. it also promotes unity among students, racism has been an impediment to peaceful coexistence among different cultures globally. This has resulted in fear of exploring other cultures. When there is a cultural event it will help in eliminating such aspect like racism. The event also earns the university a good image since not all universities are able to host cultural events, it will, therefore, attract visitors from different places and this will strengthen the image. It also enhances talents and skills of students, because, at the event, students will have to come up with different ways of showcasing their talents. This is a platform for students who are talented to seek recognition and appreciation. Activities that will take place in the event Exhibitions; this is where the student will be able to exhibit their products; most students use their free time to come up with innovative ideas that will result in production of items that appreciate their culture. Take for example use of waste to make flags of different countries. Use of beads to make flags and also to make maps of different continents, other exhibits involve making of shoes, necklaces, and key holders. Live performance; the university invites artists from different places to come and entertain students. There will be a live performance in all areas of art for example drama, music, acrobats, and dancing. Live performance attracts students because they can get to view performances live and they will feel entertained. Poetry is also one of the live performances that attract artists globally. Community involvement; when it comes to such event, community involvement is important because they form part of the institution. Involving community by enabling them to showcase their talents and also allowing them to celebrate the event is important. Also, there are businesses that thrive well under such events such as selling of beverages and cakes when the community is involved; they are allowed to carry put money making activity during the event. Project plan for Cultural week event at Coventry University In order for the cultural week to be successful, a project plan is needed for the purpose of effective implementation of strategies that will ensure appropriate use of resources during the event. The plan is important because there will be specific objective aimed by organizing the event, all activities that will take place from the first day to the last day should meet the objective of University; which is to embrace cultural diversity. The event will last for five days whereby several activities will take place. Monitoring and evaluation will take place as a result of the project plan (Kerzner, 2013). Planning process Initiation phase; this involves collaboration with committees and developing objectives of the event, it happens four months prior to the day of the event. Involving the coordinators of event and chairperson will enable the initiation process to gain consent. In this phase, the budget is drafted and revised according to the structures of activities that will take place. The phase also should ensure that proposals have been submitted to the dean of students for the purpose of clarification and giving a go ahead. Issues related to facilities; this step involves identifying facilities that will be needed for the event. The Cultural week is a high-profile event and therefore facilities to be used are to be sufficient. One of these facilities is the amphitheater in the school; this, therefore, has to be acquired through a requisition for reservation of the hall for a week. Other facilities are sound equipment, seats, the source of power and tents where exhibitions will take place. Decorations also form part of facilities since the event needs to be decorated to communicate the purpose of the event through theme colors. The media should also be involved as a facility since the event should be aired, this will be done through requisition. Involvement of personnel; this is where personnel is deployed who will be responsible for implementing the strategies to ensure a successful event. Employees can be hired temporarily so that they can execute the project. They will be paid at the end of the event temporary employees will be responsible in all areas that deal with the event. For example security guards, cooks, ushers and electricians. Since the university comprises of students from different schools, some students can volunteer to help in steering the success of this event and therefore it will minimize costs of hiring external employees. Also, there are participants who will be paid to present and to sell their products. They should also obtain permission from the university. Personnel involvement oversees all people who are involved in ensuring that the event is successful (Petrovic et al,2004). Money allocation; according to the budget prepared, it should indicate the exact amount of money to be used for all expenses. The project planning process has to ensure that money is allocated according to the budget. This will minimize overspending and it will also encourage transparency and Accountability.the University and stakeholders are responsible for funding this event and therefore the money allocated should be accounted for. Publicity; publicity involves all activities that are done to create awareness of the upcoming event and to influence students from different varsities to attend the culture week event. Publicity will, therefore, require printing of pamphlets, graphics and other advertising materials that will pass information about the event. The marketing department is responsible for ensuring that the event is well advertised so that there is projected a number of visitors who are expected to attend. Gantt chart Planning stage People involved Activities to take place Time needed for the activity 1. Committee 2. Event coordinator 3. Chairperson 4. Student representatives 5. Stakeholders representative 1. Establishing timeline for planning 2. Set the date for the event 3. Identify components to be used in the event 4. Identify reservations 5. Preparation of budget 6. Request for funding 7. advertising One month prior to the event event participants What will take place Time needed 1. Dean of students 2. Students representative 3. Event organizer 4. Stakeholders 1. Preparation of the amphitheater 2. Decoration 3. Ensuring that there is power supply 4. Accommodation facilities 5. Ensuring security 6. Launching the event 7. All activities planned for the event should take place 8. Closing the event The event week References Getz, D., 1997. Event management & event tourism (pp. 212-215). New York: Cognizant Communication Corporation. Kerzner, H.R., 2002. Strategic planning for project management using a project management maturity model. John Wiley & Sons. Kerzner, H.R., 2013. Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons. Klastorin, T., 2004. Project management: tools and trade-offs. Hoboken, NJ: Wiley. Meredith, J.R. and Mantel Jr, S.J., 2011. Project management: a managerial approach. John Wiley & Sons. Petrovic, M. and Van Bruwaene, S., Klocwork Solutions Corporation, 2004. System for linking a resource management system with an event of a project in a project management system and a method therefor. U.S. Patent 6,678,671. Wysocki, R.K., 2011. Effective project management: traditional, agile, extreme. John Wiley & Sons. Read More