1-sps333 part ii event planning [compatibility mode]

8/4/2019 1-SPS333 Part II Event Planning [Compatibility Mode]

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Sport Event Management

PART II – Event PlanningFeasibility

Event objectives and tools

(SMART Objectives)(Planning tools)



EVENT FEASIBILITY



The elements of event success

Other factors have impact on the feasibility of the

ro ects



FEASIBILITY?

FEASIBILITY means … t at you ave oo e at t e event es gn o ect ve y

to determine if what you propose is feasible given

the resources available.



1. Is the event is a good idea?

2. Do we have the skills requiredto p an an run t e event

3. Is the host communitysupportive?



. o we ave t e n rastructurein the community?

5. Can we get a venue at a pricewe can a or

6. Will it attract an audience?



7. Will it attract media support?

.

9. Are the success criteriareasonable?



• Purpose of the event

•1.Is the event is a

• Determine the concepts of the2. Do we have

the skills

• Specific equipment/technicalsupport needed

require to p anand run the

event?



• How attractive the event tovisitors/spectators

• Check on any volunteers/ expertise, free3. Is the hostcommunity

promo ona oppor un es

• Did not clash with other eventssupportive?

• Held close with main-road/highway/LRTstation and closely work with local

4. Do we have

authority• Easily get the public transport, drive and

drop areas, hotels, banks, shop-lots.

infrastructure inthe community?



• Location and cost of the venue; depend on the time forwhich it is required

• Relate mainl to lacement and cost of tem orar

.a venue at a

structures afford?

• The location would be in an area which the6. Will it

• The event designed to attract a local audience

• The age group was targeted carefullyattract anaudience?



• Media support needed for different kind of launching (product, services).

• Select the best approach such as newspapers,7. Will itattract media

, , ,chat groups, bulletin boards, email, texting.support?

• Determine beneficial (tangible or intangible) to thecommunity/target group

• -8. Is it

range of donations, sponsors, VIK support, localcouncil support)

• Social impact

nanc a yviable?



• The criteria for successneed to be established

before the event takes

. re t e

success p ace

• Relate the success storycriteria

reasonable?with event objectives



What are ossible RISKS?

• Heavy weather, wind, rain

• Fire

• Colla se of buildin s or tem orar structures• Accidents involving workers and/or the event audience

• Crowd control

• Security of participants and VIPs• Food poisoning



TOOL FOR FEASIBILITY:

other disciplines.

SWOT ANALYSIS

Provides a framework for describing the elements of the

event.

Determine the strength, weaknesses, opportunities andthreats associated with changes.



TOOL FOR FEASIBILITY:

other disciplines.

One of it is called as…

SWOT ANALYSIS

An effective tool from marketin in the feasibilit stud .

Provides a framework for describing the elements of the

event.



USE OF SWOT ANALYSISSWOT ANALYSIS assists the event planner in

en y ng e n erna an ex erna var a es a may

prevent the event from achieving maximum success.

informed decisions regarding the feasibility of an event

and allows flexibility so that the event planner can makechanges as required as the event develops.

SWOT ANALYSIS helps in the preparation of a

ec s on ma ng ocumen on w c e pros an cons othe event can be assessed.



SWOT ANALYSIS: findin the Stren thsWeaknesses, Opportunities and Threats

Strengths(internal strengths of the organisation)

Weaknesses

(internal weaknesses of the organisation)

Opportunities

(external favorable things that may occur)

Threats

(external favorable things that may occur)



Strengths and WeaknessesCan be spotted before the event actually takes place



Opportunities and Threats

after it has occurred



SWOT Analysis

make a decision to produce an effective event?



er ac ors ave mpac n eFeasibility of the Projects

• Financial consideration(cash flow projections – payables and receivables)

• Human resources

(staffs, volunteers)

• Political



GROUP ACTIVITY

1. Rank the events below from most to least feasible.

Sport Day at school

Orienteering Competition among UiTM Malaysia Students

por s arn va

Class Trip to UiTM Sports Complex

Football Match between FSR and FSPPPUiTM as host for MASUM Competition

2. Discuss the feasibility of the following eventby using SWOT analysis.



EVENT PLANNING



EVENT DEVELOPMENT

Event concept Purpose/ aims?

objectives?

Planning tools? Constraints?

Develop event concept will involves defining theevent’s purpose/aims, and specific objectives.



Important to set a clear direction, right from the start. To do this, MUST BE a clear vision and mission as the

event concept is eing p anne , an suita e goa s an

objectives MUST also be set.

…..for event choices such as;

, , , , ,

receptions, annual dinner.



The ur ose can be broken down further into eneral

aims and specific measurable objectives.Eg.

Improving community attitudes to health and fitness through participation in

sporting activities

Injecting funds into the local economy

Raising funds for a charitable cause

Raising revenue through ticket sales

Enhancin the re utation of the or anizer/venue

Providing unique experience

Promoting the educational well being of the faculty



Aims varies from one event to another, either have social

.

Aims provide the foundation for many aspects of thelannin rocess – avoid conflict between or anizin

committee and other stakeholders.

As an event manager – need to show, in a measureable

way, how the AIMS have been achieved.



Establish the OBJECTIVES

objectives.

Eg. 1;

FSR Sport Carnival - to increase the participation level in the,

programs from Year 1 to Final Year, and as well as lecturers andadministration staffs.

Eg. 2;

Attract a new ma or s onsor with namin ri hts for a five- earcontract to 2015.



An objective is a specific and measureable target for

achieving event outcomes.

Objectives are generally evaluated by measures such as;

size of audience

emograp ics age, country, gen er

sponsor recognition levels

economic impact of event (sport, tourism)

profit



, , ,realistic and time related;

Specific - .. So that, know what is going to beachieved

Measurable - .. So that, know how successwill be judged

- .. ,but not impossible

Results oriented - .. So that, know what the

result/outcome will beTime oriented - .. So that, know how to plan when

.



u u p

material and information toclients, members of your

.



ann ng oo s…

antt art



1. Think

.

3. Arrange activities considering precedence andrelationshi s

4. Develop planning tool (Gantt charts)

5. *Determine critical activities/critical athCrash and adjust as necessary

________________________________

*beyond the scope of this course



JAN FEB MAR

1 8 15 22 29 5 12 19 26 5 12 19 26

Advanta es Easy to understand Easy to show progress and status

Most popular view to communicate project status to

client and/or senior management

Can be superficial Not always easy to see precedence, relationships



8-35



Group Activity

Think? … of

- List of activities/tasks

- Estimated duration for each activity/task

-



Other tool…

(The program evaluation and review technique)

h l



Other tool…

Maps and models



Other tool…

run sheetcan be prepared as preliminary (stages of

planning) and complete sheet (bump-in/bump-

out). … script!



complete sheet

- - .

… script!



Other tool…

structure the staffin re uirement become much clearer.



Other tool…

check list (daily/weekly)

Task check comment follow-u re uired.



Event Barrier

•

• Everyone aware of the goals/ milestones?• Res onsibilit & accountabilit and trust &

respect?

• Ongoing discussion (meeting, tel.ca s ex ng, ema s

• Changes? Additional resources (butremember – the event date, never chan e!



conclusion• The differences – purpose, aim, objectives

• Charts/ diagrams/maps, checklists

PLANNING NEEDS TO REMAIN FLEXIBLE –WHY?

CONSIDER SPORT ENVIRONMENT IS VERY DYNAMIC, AS A

1-sps333 part ii event planning [compatibility mode]

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