welcome and year-two project overview, expectations and … presentation 01.pdf · 2014. 1. 21. ·...
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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
William O’Toole www.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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William O’Toole www.epms.net
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
William O’Toole www.epms.net
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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William O’Toole www.epms.net
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
William O’Toole www.epms.net
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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William O’Toole www.epms.net
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
William O’Toole www.epms.net
Team Member Tasks and Responsibilities template
Done?TimeframeTasksResponsibilityName
Team:
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William O’Toole www.epms.net
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
William O’Toole www.epms.net
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
William O’Toole www.epms.net
Example – where I live
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William O’Toole www.epms.net
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William O’Toole www.epms.net
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.
William O’Toole www.epms.net
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
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Def
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Def
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Def
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proj
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proj
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proj
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proj
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Plan
ning
Plan
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Plan
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Plan
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Rev
iew
and
R
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Rev
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Arc
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Arc
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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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William O’Toole www.epms.net
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
William O’Toole www.epms.net
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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William O’Toole www.epms.net
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
William O’Toole www.epms.net
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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William O’Toole www.epms.net
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?
William O’Toole www.epms.net
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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William O’Toole www.epms.net
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
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