EPM EV43004FP 18 Sep. PDF - Project Management Module

1 Module Objective On completion of the module, students should be able to have a clear understanding of the role played by a project manager and the various components of managing a project. Students will be able to develop a project management plan that includes project milestones to effectively...

1 Module Objective On completion of the module, students should be able to have a clear understanding of the role played by a project manager and the various components of managing a project. Students will be able to develop a project management plan that includes project milestones to effectively manage the various task, time, and resources to ensure efficiency in achieving the project objective. Competencies This module comprises of four competencies: Competency 1: Prepare GANTT chart for planning and coordination of tasks Competency 2: Manage project resources Competency 3: Monitor and control project Competency 4: Evaluate completed project 2 Assessments This module will include 2 assessments: In-mode: Individual project : 40% Behavioural and attitudinal attributes: 10% End-mode: written test exam: 50% 3 Competency 1: Prepare GANTT chart for planning and coordination of tasks At the end of this competency, students should be able to acquire the following: Knowledge Page 1. Concept of Project Management and Its Rationale - Overview of Project Management - The Project Management Life Cycle 6-9 - The Benefits of Project Management 2. Concept of Project Management fuse with events’ elements - The Relationship between Events and Project Management. 10 - 12 - The Event Project Management Life Cycle 3. 7 Project Management Styles − Waterfall − Agile 13 - 16 − Scrum − Kanban − Lean − Six Sigma − Prince2 4. Relative components of an event project management plan − Event Details − Event Schedule 17 - 26 − Floor Plan − Venue Selection Criteria − Budget (Profit & Loss) − List of Sponsors − List of Volunteers − Marketing Plan − Entertainment Plan (Programme) − Digital Production Plan − Equipment List 4  − Attendee Profile and Information − Health and Safety Plan − Security Plan 5. Mapping of project milestones using GANTT chart technique - What is a GANTT Chart? - Activity: Let’s Practise 27 - 30 6. Specify skeleton checklists required for event project management - Budget - Sponsorship 31 - 32 - Venue - Marketing and Promotion - Event Logistics - Registration and Ticketing 5 Training Notes for Competency 1: Prepare GANTT chart for planning and coordination of tasks 1. Concept of Project Management and Its Rationale Overview of Project Management A project is a “one-off” scope of work defined by three parameters – time, cost, and quality. Time is the available time to deliver the project, cost represents the amount of money or resources available, and quality represents the fit-to-purpose that the project must achieve to be a success. It is how a particular result is delivered using specified resources within a set period. Source: projectsmart.co.uk Project management involves the planning and organisation of a company's resources to move a specific task, event, or duty towards completion within a defined timeframe and budget. It can be a one-time project or an ongoing activity. Project management is essential for ensuring that projects are completed successfully, meeting stakeholders' expectations and delivering the desired outcomes. Source: twproject.com 6 The Project Management Life Cycle A basic project management includes the initiation, planning, execution and closure of a project. Figure 1 below shows the Project Management Life Cycle. Figure 1: The Project Management Life Cycle Source: Guru99.com Initiation Phase The initiation phase of project management involves several key tasks that lay the foundation for a successful project. Planning Phase This involves establishing the scope of the project, refine the objectives, and define the course of action required to meet the objectives. 7 Execution Phase This process includes coordinating the people and resources needed to implement the plan. Project Closure This process involves tracking, reviewing, and regulating the progress and performance of the project; identifying any areas in which changes to plan are required; and initiating the corresponding changes. (Please refer to Annex 1 for the tasks involved in each of the 4 phases of MICE events) Food for Thoughts: Can you list the tasks under each phase? The Benefits of Project Management Companies use project management to achieve results in a measured, focused and predictable way. Project management processes can help, project managers and their teams organise complex plans, minimise potential risks and produce high-quality results within budget and on schedule. Some key benefits of project management include: 1. Defines the project scope Projects, especially ones that last months or years, can be challenging for teams to manage because they may involve many complex tasks. Project management involves defining the project scope so teams can follow specific deadlines for each task. With a clear scope and strict deadlines, teams can stay focused on the objective and complete goals successfully. 2. Quality control An important part of project management is delivering a quality project on time and in full to meet the specified requirements. To deliver a satisfactory project, a project manager needs to closely monitors their team's progress, identifies any obstacles that may affect the quality and finds acceptable solutions to ensure the final product meets the standards and requirements. 3. Minimises risks The first phase of project management involves evaluating whether the risks of a project outweigh the benefits. If a company chooses to continue with a project, a project manager will complete a risk analysis and develops plans to minimise potential challenges. Fewer risks ensure a timely and successful project. 8 4. Lowers project costs During the planning phase, project managers and stakeholders establish a budget for the project. Having a thorough budget helps project managers reduce costs by knowing exactly how much they can spend on resources. 5. Promotes teamwork Collaboration helps teams work together to achieve their shared goals during a project and improve their productivity to finish projects by their deadlines. Effective teamwork also allows groups to draw on the strengths of everyone, which can make workflows more efficient. 6. Maximises resources A large part of project management defines the resources necessary to complete a project and forms a plan to use them correctly. By completing a project on time, teams can begin work on other projects quickly, which can help maximise resources. 7. Encourages continuous learning Post-project meetings are an ideal time for team members to document their strengths and areas where they can improve. Project managers can use this feedback for future projects and share it with other teams to help them develop efficient project management processes. Food for Thoughts: What other benefits do you see? 9 2. Concept of Project Management fuse with events’ elements The Relationship between Event and Project Management An event utilises many key characteristics of project management but is distinctive because an event involves an audience and a rigid performance date (the event itself). Event management concerns the organising and hosting of an event using project management resources and knowhow, and this incorporates the wants and needs of an audience. Figure 2 below shows the cross over between events and projects. Figure 2: The Characteristics of Events and Projects An event is managed as a project by adopting a systematic approach that encompasses several key steps. By managing an event as a project, organisers can streamline the planning process, efficiently allocate resources, and ensure a successful outcome that meets the goals and expectations of all stakeholders. Figure 3 below shows the project management life cycle fused with events elements. 10 Figure 3: The Event Project Management Life Cycle Source: Guru99.com Event Project Management Life Cycle - Initiation Phase In events management, the initiation phase of the project management life cycle includes the key activities of identifying the event’s purpose, goals, and objectives, and the stakeholders. The project manager and their team work closely with the client or event organiser to gather all the necessary information and gain a comprehensive understanding of the event's purpose, requirements, and constraints. (small budget, a small venue, or a short planning phase) Event Project Management Life Cycle - Planning Phase The planning phase is where the event is broken down into smaller, manageable tasks. Event organisers create a detailed timeline, set deadlines, and assign roles and responsibilities to team members. This stage also involves crafting a budget, developing a marketing and communication plan, and selecting appropriate vendors and venues. 11  Event Project Management Life Cycle - Execution Phase This phase involves bringing all the planning and preparation together to ensure a smooth and seamless execution. Some of these components include venue setup, managing logistics such as transportation and security arrangements, coordination of event staff, schedule management such as adhering to the event schedule and timeline, ensuring that each activity and segment of the event runs according to plan, and on-site problem- solving. Event Project Management Life Cycle – Project Closure Event project closure activities will include evaluating the event’s success, conducting post-event surveys, and analysing feedback from participants and stakeholders. In addition, it also involves completing financial settlements, collection and archiving of all relevant event documentation, including contracts, permits, licenses, and other legal and administrative records. Overall, the event closure phase ensures a systematic and thorough conclusion to the event management process, allowing for reflection, evaluation, and continuous improvement in future event planning and execution. Food for Thoughts: Can you list out all the event tasks? 3. 7 Project Management Styles Project management style refers to the approach or methodology that a project manager adopts to plan, execute, and control a project. It encompasses the methods, techniques, and principles used to lead and manage a project effectively. Project management styles can vary based on the project's specific requirements, organisational culture, industry standards, and the project manager's personal preferences and experience. There are many different methodologies available to event project managers. While it is interesting to understand all of them so that event project managers can select the one that best matches their purpose, they typically use a combination of project management styles depending on the nature of the event and its requirements. Elements of both traditional and agile project management methodologies are often incorporated. Here are some project management styles commonly utilised by event project managers: 12 a. Waterfall Waterfall is often called the “traditional” project management approach. In traditional approaches, projects are completed one stage at a time and in sequential order - like a waterfall would flow down a collection of rocks.  When to use Waterfall: Projects with strict constraints and expectations. Very few anticipated changes to the project plan. Example: Effective for housing projects, where one stage must be completed before others can begin, or where timelines, budgets, regulations, or other factors make it necessary for your project to have a predictable outcome. b. Agile Agile is an approach to project management that is built on small, incremental steps. It is designed to be able to pivot and incorporate changes smoothly, making it popular among projects where unknowns and new developments are common.  When to use Agile: industries that expect a certain amount of volatility. in projects where company won’t be able to know every detail from the outset. Example: Very popular for software development, where changes are almost constant. 13 c. Scrum Scrum is the most-used type of Agile methodology, with over 66 percent of Agile adopters using Scrum. Scrum implements Agile principles through small teams, short development cycles, frequent communication, and designated roles to keep the project organised and on track.  When to use Scrum: Projects that thrive on change and adaptation. Used for projects in industries that anticipate frequent change or unknowns. d. Kanban Kanban, which means “signboard” in Japanese, is a method of visualising the workflow of a project. The tasks of a project are represented as cards divided into columns on a physical or digital board. As progress is made on the tasks, the cards advance to the next column until they are completed. The Kanban method emphasises a continuous workflow.  When to use Kanban: Well-suited for projects that have several tasks that need to be completed simultaneously. Kanban is often used in tandem with other methods, like Scrum or Lean. 14 e. Lean Lean is a project management style with roots in the manufacturing industry (Toyota’s cars, to be exact). It aims to cut down on waste and increase efficiency. Key Lean principles include emphasising value from the customer’s perspective and mapping out your entire project in the initial stages to see where to generate value and cut waste.  When to use Lean: Company looking to reduce costs, shorten timelines, and improve customer satisfaction. It is best used for projects that anticipate some flexibility and change. f. Six Sigma Six Sigma is a business methodology that aims to improve processes, reduce waste and errors, and increase customer satisfaction throughout an organisation. Driven by data and statistical analysis, Six Sigma provides a way to minimise mistakes and maximise value in any business process, from manufacturing to management. 15  When to use Six Sigma: Six Sigma is best suited when company is looking to reduce variability and risk in a more complex environment. Six Sigma is particularly synonymous with the automotive industry. g. Prince2 PRINCE2 is a project management methodology that emphasises organisation and control. The acronym PRINCE stands for "PRojects IN Controlled Environments." This project management framework is linear and process-based, focusing on moving initiatives through predefined stages. It helps project managers work out who to involve and what their responsibilities are. It gives project managers a set of processes to work through and explains what information to gather along the way.  When to use Prince2: PRINCE2 helps project managers divide projects so that each stage is more manageable and controllable, regardless of the type and scale of the project. It is quite flexible and can be tailored according to project team’s specific requirements. Food for Thoughts: 1. Which project management style do you prefer? 2. Are there any tech or app that can help you in managing your project? 16 INITIATION PHASE The initiation phase is the foundational stage in the project management life cycle where a project is defined, authorised, and officially launched. Its primary goal is to ensure that stakeholders are aligned on the project's objectives, scope, feasibility, and initial planning. Key tasks include identifying stakeholders, conducting initial feasibility assessments, identifying early risks, and convening a kick-off meeting to align stakeholders. This phase sets the groundwork for successful project execution by ensuring clarity on project objectives, establishing stakeholder alignment, and laying the foundation for detailed planning and execution. 4. Relative components of an event project management plan When it comes to event planning, there are certain key elements that event project manager needs to keep in mind to make sure the event is smoothly executed. By focusing on these important factors, event project manager can create a blueprint for the event that will help ensure its success. Each of the following component will have their own timeline and monitoring, e.g. planning on how to recruit exhibitors, acquire speakers, marketing the event, etc. Event Details Event Details refer to the basic details of the event such as event name, date, time and a brief description of the event. Attendee Profile and Information Knowing the ideal attendee profile will enable event project manager to identify the most effective promotion channels, select the right venue, retain attractive keynote speakers, for better engagement insights. Attendee profiling is the process of characterising the potential attendees’ likes and dislikes, goals and aspirations based upon their behaviour, needs and wants. 17 Event Schedule Event schedule is a chronologically ordered list of programme/ activities planned for occurrence throughout the planned period in an event. It can stretch from a day (e.g. a meeting) to a few days (e.g. a conference or exhibition), or a week to a month (e.g. week- long festival, month long Olympic Game, World Expo) This task is included in the project management plan so that the development of the event schedule and the programme/ activities listed can be monitored and resources will be assigned to it. Venue Selection Criteria When creating a list of venue to consider, it is important to include relevant information that will help event stakeholder to make an informed decision. Here are some key details to include in the venue shortlist: Name of the venue/ property Location: the address or general location of each venue. Capacity: Note the maximum capacity of each venue to ensure it can accommodate the expected number of attendees comfortably. Facilities and Amenities: Mention any specific facilities or amenities offered by the venue, such as ballrooms, exhibition spaces, open spaces, parking availability, Wi- Fi and catering services, etc. Cost of venue rental. Accessibility: Wheelchair accessibility, ramps, elevators etc. 18 Floor Plan An event floor plan is a visual representation of the event space. It includes all the essential aspects of the event, such as: Exhibition booth layout Seating layout Stage layout Entrances and exits, Sound console Way finding, crowd flow Stages, AV, lighting Source: Dubai Stand, extracted from http://dubaistand.com/exhibition-stand-design-process/ 19 Budget An event budget is an estimation of the costs an event will incur based on plans. It should include all the projected revenues and expenditures of the event. 20 List of Sponsors The specific details of sponsors may vary depending on the project and organisation, but some common elements to consider may include: List of potential sponsoring companies Contact Information: Allows project manager to assign salesperson to reach out to the potential sponsoring companies. Role or Title: Specify the role or job title of representative from the company Effective communication and collaboration with sponsors are critical for project success, so having accurate and up-to-date information is essential. This item is included in a project management plan to track the recruiting process of sponsors (sponsorship sales) tag to the assigned salesperson. List of Volunteers A volunteer list consists of a database that contains the names, contact information, and relevant details of individuals who have offered to volunteer their time and services for an event or project. It is created to keep track of the volunteers and facilitate communication and coordination. The volunteer list typically includes information such as: List of volunteer names and where they can be recruited from (e.g. schools/ public/ association/ community) Contact details: Phone numbers, email addresses etc. Availability: The dates and times when the volunteers are available to contribute. Skills and expertise: Any specific skills, qualifications, or experience that the volunteers possess and that may be relevant to the event or project. Preferences: Any preferences or limitations the volunteers may have regarding the tasks they are willing to perform. Assigned roles: Once volunteers have been assigned specific roles or responsibilities, this information can be included in the list. This item is included in a project management plan to track the recruitment and onboarding process of the volunteers (if any). 21 Marketing Plan This is a strategic document that outlines the promotional and communication strategies to create awareness, generate interest, and attract attendees or participants to an event. A marketing plan for an event project will include the following elements: Event objectives: These could be increasing attendance, promoting a cause, or building brand awareness. Target audience: This includes demographics and psychographic such as age, gender, interests, and preferences. Message positioning: Define the key messages and value proposition of the event. These messages should be compelling and highlight the unique aspects and benefits of attending the event. Marketing strategies: This can include a combination of traditional marketing methods (eg. print advertisements, radio, TV), digital marketing (social media, email campaigns, website), public relations, content marketing, influencer. Budget: Funds dedicated to advertising, promotional materials, design, online advertising, paid media, and any other marketing expenses. Timeline: Create a timeline outlining when each marketing activity will be executed. This helps in planning and tracking progress leading up to the event. Evaluation and metrics: The metrics and key performance indicators (KPIs) to measure the success of the marketing efforts. This can include metrics such as ticket sales, website traffic, social media engagement, media coverage, and attendee feedback. Below figure is a sample Event Marketing Project Gantt Chart Source: venngage.com 22 Entertainment Plan The entertainment plan is an integral part of event management, particularly for events such as conferences, festivals, parties, corporate events, and cultural gatherings. It focuses on incorporating various forms of entertainment to enhance the overall event experience and create memorable moments for the participants. An entertainment plan should include the following: Entertainment options: This can include live performances, musical acts, DJs, comedians, dancers, magicians, interactive activities, art installations, or any other form of entertainment that suits the event's atmosphere. Schedule and timing: Determine when and where the entertainment activities will take place during the event. Create a schedule that allows for smooth transitions and avoids overlaps with other essential event elements such as keynote speeches, presentations, or meals. Performer selection and booking: Research and select performers or entertainment acts that are relevant and appealing to the target audience. Consider their expertise, reputation, availability, and cost. Coordinate with booking agents to secure the necessary contracts and agreements. Technical requirements: Ensure that the event venue can meet the technical needs of the entertainer and make the necessary arrangements in advance. Digital Production Plan The strategic plan that outlines the use of digital technologies and platforms to enhance the production and execution of an event. It focuses on leveraging digital tools, software, and online platforms to streamline processes, improve communication, enhance attendee experience, and optimise event operations. Some examples may include; Event website and online registration. Virtual event platforms that enable interactive sessions, virtual exhibitor booths, networking opportunities, and live streaming and recording to reach a broader audience. Content creation and management tools used for creating engaging videos, presentations, graphics, and promotional materials. 23  Content distribution channels, such as social media platforms, event apps, or email newsletters, to effectively communicate with attendees and promote the event. Communication and collaboration tools such as project management platforms, video conferencing tools, instant messaging apps, and shared document repositories that facilitate communication and collaboration among event organisers, staff, volunteers, and participants. Equipment List Equipment list plays a crucial role in ensuring that all necessary resources are identified, procured, and managed effectively throughout the event project. It is important to tailor the equipment list to the specific requirements of an event, considering factors such as event type, size, venue, and technical needs. Some key items to include: Audio-Visual equipment such as sound systems (microphones, speakers, amplifiers), Projectors and screens, Video equipment (cameras, video switchers), Lighting equipment (stage lights, spotlights), Cables, connectors, and adapters. IT and Networking Equipment such as Computers and laptops, printers and scanners Wi-Fi routers and access points, Network switches and cables, Power strips and extension cords Event Decorations and set up such as floral arrangements, backdrops and drapes, themed decorations, props and display items, balloons and other decorative elements. Also include how tables and chairs, podiums and lecterns, Stages and risers, Tents and canopies, Signage and banners should be placed. Registration: name badges (badge rolls), lanyards, registration kiosks and badge printers, Meeting room requirement: whiteboards, writing materials, mobile devices Event Production Equipment such as truss systems and rigging equipment, Scenic elements (set pieces, backdrops), Audio mixing consoles, Lighting consoles and control boards, Special effects equipment (fog machines, lasers). 24  Event Support Equipment such as crowd control barriers, waste and recycling bins, safety equipment (fire extinguishers, first aid kits), generators. Health and Safety Plan It is the event project manager’s responsibility to make sure that all staffs and event participants are kept safe throughout set up, breakdown and the event itself. Depending on the nature and scale of the event, an event safety plan is likely to include the following: Overall brief description of the event. Event safety policy statement. A general policy that provides guidelines and standards on how to keep a safe and healthy environmental work area. Details of the event including venue design, structures, audience profile and capacity, duration, food, toilets, refuse, water, fire precautions, first aid, special effects, access and exits, music levels, etc. A map or site plan of the event showing the location of the event and key facilities and arrangements for the event and described in the details of the event. Event risk assessments. Crowd management plan detailing the numbers and types of stewards, methods of working, chains of command. Transport management plan detailing the parking arrangements, traffic management issues and public transport arrangements. Emergency plan detailing action to be taken by designated people in the event of a major incident or contingency. Fire precautions plan detailing fire risk assessments and fire precautions in place at the event. First-aid plan detailing procedures for administering first aid on site and arrangements with local hospitals. Security Plan Hosting an event that runs smoothly requires a fool proof security plan made up of various elements that coordinate to ensure staff and attendees are safe throughout the entirety of the event. When looking at how a successful security plan is formed the steps required are: 1. Research and Threat Assessment phase: Identify risks and vulnerabilities and prioritize them. A threat assessment helps to rank all possible threats in terms of the potential harm an incident could cause, the likelihood of it happening, and the cost of preventing the threat or lessening its impact. 25  2. Emergency Preparedness and Crisis Response phase: Understand how to prevent and mitigate the threats identified. Use technology or security/staff to counter and reduce the threats. 3. Operations Phase: Putting the plan into action e.g. screen and train security personnel to ensure they are properly equipped for the job. Controlling access or restricting certain items can be important for security purposes. Traffic safety at events and how to direct the flow of cars is also important for medium to large sized events. 4. Review Phase: It is important to debrief with the entire team and talk through what was effective and what was not. Attempt to uncover the source of any issues that might have occurred and figure out what should be done next time. 5. Mapping of Project Milestones using GANTT Chart Technique What is a Gantt Chart? A Gantt chart is a popular project management tool used to visualise the schedule and progress of tasks over time. It provides a graphical representation of project activities, their durations, and their dependencies. a. Key Components of a Gantt Chart Tasks: The specific activities that make up the project. Timeline: A horizontal axis that represents the duration of the project. Start and End Dates: The dates when a task begins and ends. Task Duration: The time it takes to complete a task. Bars: Horizontal bars representing the duration of each task. Dependencies: Tasks that depend on the completion of other tasks. Tasks can overlap, indicating they can be worked on simultaneously. b. Steps to Create a Gantt Chart: 1. List All Tasks: Break down the project into manageable tasks. 2. Determine Task Duration: Estimate the time needed for each task. 3. Set Task Dependencies: Identify which tasks need to be completed before others can begin. 4. Create the Chart: Draw a timeline and represent each task with a bar. 26 c. Tools to Create Gantt Charts: Manual Tools: You can create a Gantt Chart on paper or a whiteboard. Software Tools: Tools like Microsoft Excel, Google Sheets, or specialized project management software like Trello, Asana, or Microsoft Project. Event project managers use Gantt chart to gain a visual overview of the project schedule, allowing everyone on the team to understand the sequence of tasks, identify dependencies, track progress, and manage resources effectively to ensure that projects are completed on time and within budget. Source: slideteam.com 27 Example Gantt Chart for an Event The chart provides a visual representation of the project milestones along the timeline. It allows project managers and team members to track progress, identify dependencies, and ensure that key deliverables are completed as planned. Note that this is a simplified example, and in a real project, there may be additional tasks, dependencies, and a more detailed timeline. The Gantt chart can be expanded and customised to accommodate the specific needs of the project. Activity 1 – Let’s Practice Your team is planning a conference and you are the project manager. There are 12 tasks to be completed and each task will have a specific duration, ranging from a few days to several weeks based on the complexity and requirement of each task. Tasks: 1. Define conference objectives and theme. 2. Select conference venue and book facilities. 3. Develop conference program. 4. Invite and confirm speakers. 5. Plan and coordinate logistics (accommodation, catering, transportation). 6. Promote and market the conference. 7. Manage registrations and attendee communication. 8. Arrange audio-visual and technical requirements. 9. Organise conference materials and supplies. 10. Conduct on-site setup and preparations. 11. Execute the conference. 12. Conduct post-conference evaluation. As a team, determine the amount of time needed for each task and map those tasks using a Gantt chart (Excel sheet). Food for Thoughts: Can the Gantt chart be used for any type of project? 28 Activity 2 The following scenario below: the table below shows an initial discussion by event team regarding the intended planning and proposal for a community event from ideation to execution. The various activities to be carried out from beginning to completion for an event proposal in sequence as follows; Tasks 1. Planning of event. 2. SMART objective. 3. Concepts & theme of event. 4. Contingency plans. 5. Target audience and demographics etc. Each item represents a significant activity or key deliverable in the project. Using the information provided create a Gantt chart showing the timeline and milestones of the event by adopting any free gantt chart software.(Clickup,Monday.com rtc) S/N Task/Activity Staff Time Allocation Start & End date 1 Planning Of Event All Week 1 (1Day) 16 April 2019 2 Objectives & Goals of Event Jia Chi Week 2 (1Day) 24 April 2019 3 Concept & Theme of Event Syah Week 3 & Week 4 30 April 2019-9 (9Days) May 2019 4 Target Audience & Joee & Eva Week 5 (1Day) 15 May 2019 Demographic 5 Budget calculation/ Batrisyia, Jia Week 5 & Week 6 17 May 2019-22 Statement Chi & Jovan (6Days) May 2019 6 Visit venue All Week 12 (1Day) 10 June 2019 7 Design Of Promotion Syah Week 13 (5Days) 17 June 2019- 21 Materials June 2019 8 Contingency Plan Joee & Week 14 (2Days) 25 June 2019-27 Batrisyia June 2019 9 Planning of games stalls Jia Chi & Week 15 (5Days) 1 July 2019- 5 July Jovan 2019 10 Planning of food and Eva & Week 16 (4Days) 9 July 2019- 12 29  beverages Batrisyia July 2019 11 Planning Utilities & Backup All Week 17 (3Days) 15 July 2019- 17 equipment July 2019 12 Social Media Promoting Joyee & Jovan Week 15- Week 19 1 July 2019- 3 (34Days) August 2019 14 Decoration Of Location All Week 19 (1Day) 1 August 2019 15 Audio Visual Set-up Eva, Jia Chi & Week 19 (1Day) 2 August 2019 Jovan 30 6. Skeleton Checklists Required for Event Project Management When it comes to event project management, there is a long list of tasks to be done. Listed below are some skeleton checklists that cover key aspects of the planning process. Note that these are skeleton checklists, and event project manager should tailor them to suit the specific event requirements and project management approach. a. Determine the total budget for the event. b. Identify all potential revenue sources (e.g., ticket sales, sponsorships, grants). c. Estimate expenses for venue rental, catering, equipment, marketing, staffing, etc. Budgeting d. Create a detailed budget spreadsheet, tracking both income and expenses. e. Regularly review and update the budget throughout the event planning process. a. Develop a list of potential sponsors based on target audience and event theme. b. Create sponsorship packages outlining benefits and opportunities for sponsors. c. Contact potential sponsors to gauge interest and initiate conversations. Sponsorship d. Customize sponsorship proposals and present them to interested sponsors. e. Negotiate terms and finalise sponsorship agreements. f. Maintain regular communication with sponsors, providing updates and ensuring their needs are met. a. Determine the event requirements (capacity, layout, amenities) based on the event type. b. Research and shortlist potential venues that meet the requirements. c. Conduct site visits to assess the suitability of each venue. d. Evaluate costs, availability, and any contractual Venue obligations associated with each venue. e. Select the most appropriate venue and book it for the event dates. f. Obtain all necessary permits and licenses required for the chosen venue. 31  a. Define the event's target audience and key messages. b. Develop a comprehensive marketing strategy, including online and offline channels. c. Create a visually appealing event website or landing page with event details and registration options. Marketing and d. Utilize social media platforms to promote the event and Promotion engage with potential attendees. e. Design and distribute promotional materials such as flyers, posters, and digital advertisements. f. Leverage partnerships and media opportunities to increase event visibility. a. Determine the event schedule, including the sequence and timing of activities. b. Plan and coordinate transportation, accommodation, and logistics for speakers, attendees, and staff. c. Arrange necessary audio-visual equipment, staging, and lighting requirements. Event Logistics d. Coordinate catering services, including menu selection and dietary considerations. e. Develop a contingency plan for potential issues or emergencies that may arise. f. Establish communication channels and protocols for event staff and volunteers. a. Select an appropriate registration platform or system to manage attendee registration and ticket sales. b. Set up an online registration page or portal with clear instructions and options for attendees. c. Establish ticket pricing and types (e.g., early bird, VIP, group discounts). Registration d. Monitor registration numbers and capacity to ensure proper attendee management. e. Regularly communicate with registered attendees, providing event updates and logistical information. f. Manage check-in and ticketing processes on the day of the event. 32 Competency 2: Manage project resources At the end of this competency, students should be able to acquire the following: Knowledge Page 1. Importance of resource management in a project − What is Resource Management? − The Importance of Resource Management in Project 34 - 36 Management. 2. Types of project resources − The five types of project resources 36 - 38 3. Manpower management and the relevance of it in a project − What is Manpower Management? − Is Manpower Management Relevant in Project 38 - 39 Management? 4. Time management and the relevance of it in a project 39 - 40 − What is Time Management? − Is Time Management Relevant in Project Management? 5. Monetary (budgetary) management and the relevance of it in a project 40 - 41 − What is Budget Management? − Is Budget Management Relevant in Project Management? 6. Project deliverables under the Work Breakdown Structure (WBS) 41 - 44 − What is Work Breakdown Structure? − List project deliverables using WBS 33 Training Notes for Competency 2: Manage project resources PLANNING PHASE The planning phase in project management is a pivotal stage where project objectives are defined, strategies are developed, and resources are allocated efficiently. It involves key components such as defining project scope, creating a Work Breakdown Structure (WBS), scheduling activities, and managing risks. Additionally, quality planning, communication planning, and procurement planning are integral parts of this phase. Collaboration and stakeholder engagement play crucial roles in ensuring that the plan is realistic and achievable, with adjustments made as needed. For instance, in events management, this phase entails defining the event scope, scheduling tasks like venue booking and marketing campaigns, allocating resources, identifying risks such as bad weather, and establishing quality standards and communication protocols. 1 Importance of Resource Management in a Project What is Resource Management? Resource management is the practice of planning, scheduling, and allocating resources to a project or program. The primary goal for resource management is to use the available resources most effectively to achieve the most significant organisational value. It ensures that project managers have the right resources available at the right time for the right work. A resource is anything needed to complete a task or project. Resources include people, money, time, facilities, consumables and materials, equipment and tools, and technology. Resource management gives project managers an overview of demand and capacity and required skills for particular work versus the available skills. It can help optimise and allocate resources to the initiatives aligned with corporate strategy and bring the most value by optimising efficiency throughout the project life cycle. 34  The Importance of Resource Management in Project Management Resource management is an integral aspect of the planning and execution process that ultimately determines the outcome of the event. Here are some important benefits of resource management in project management: Optimal Utilisation: ensures that resources are allocated optimally, preventing over- allocation or underutilisation. This leads to cost savings, maximises efficiency, and reduces wastage. Budget Control: Proper resource management helps in maintaining a realistic budget for the event. It allows for accurate estimation of costs, identification of potential cost-saving opportunities, and minimisation of budget overruns. Timely Execution: Adequate allocation of resources facilitates timely completion of tasks, reducing the risk of delays thereby maintaining the event's schedule and preventing last-minute rushes. Quality Assurance: With proper resource management, event organisers can ensure they have the right materials, equipment, and skilled personnel to deliver a high-quality experience. Risk Mitigation: Resource management helps identify potential resource shortages or conflicts in advance, enabling proactive measures to mitigate risks and uncertainties that could otherwise jeopardise the event's success. Environmental Considerations: Resource management can help in minimising the event's environmental footprint by reducing waste, conserving energy, and making eco- friendly choices. 2 Types of Project Resources There are four main types of resources in event project management. Each type has its own unique characteristics and must be effectively managed to ensure a successful project. Manpower (Human Resource) People are the most important resource in running a project. It is the driving force that carries out tasks moving the project towards its completion. To advance the project, the team members should have relevant skills and expertise to make the right decisions and accomplish their assigned tasks efficiently. Examples of human resources in events may include: 35  Project team members Marketing team Finance team Operations team Logistics team Administration team Volunteers Freelancers / Part-timers Equipment (Logistic Resource) Material resources include those that the company already possesses, can purchase or lease if necessary. Material resources include tools, equipment, software, machines and raw materials. Example of material resource in events may include: Audio-Video System Furnitures Staging Event space Lightings Costumes and Props Money (Finance Resource) Financial resources are another building block of your project. Without them, an event organiser will not be able to finance human resources, purchase material resources and handle other project costs. Financial resources are planned and documented at the earliest stages of project development to allocate them and include them in the project costs that must be approved by clients. Example of finance resources in events may include: Project budget Government Grants Contingency funds Donations / Sponsorship Time Resource Time is a non-renewable project resource that is used to schedule project activities, milestones and deadlines, measure employee productivity and project costs. Managers build accurate project schedules and use them to calculate estimated project costs that require client approval. At the completion of project, managers use time tracking 36  data to review team performance and learn from this data to plan future activities better. Example of time resource in event include: Project schedule Time invested Food for Thoughts: Can you think of other examples for each type of resource? 3 Manpower management and the relevance of it in a project What is Manpower Management? Manpower management involves the planning, acquisition, allocation, development, and utilisation of the right individuals with the required skills and capabilities to carry out project tasks and activities. Effective manpower management in project management is crucial for ensuring that projects are executed efficiently, within budget, and according to the planned schedule. By aligning the right people with the right skills to the appropriate project tasks, organizations can optimise their workforce and increase the likelihood of project success. Is Manpower Management relevant in Project Management? Manpower management is highly relevant in project management due to the following reasons: a. Human resource optimisation: Assigning the right people with the appropriate skills to specific tasks will help to minimise the risk of overstaffing or understaffing, reduces costs, and maximizes productivity. b. Skill alignment: By carefully assessing the project's needs and matching them with the capabilities of team members, project managers can ensure that tasks are performed by staff with the necessary skill, knowledge and experience thereby enhances the quality of work. 37  c. Task Distribution: By considering factors such as workload, availability, and individual strengths, project managers can assign tasks in a way that balances the workload and prevents bottlenecks or burnout. d. Performance Management: By setting clear performance expectations, providing feedback, and addressing performance issues, project managers can motivate their team and ensure that individuals are meeting their targets. Manpower management is relevant in project management because it enables project managers to effectively allocate, utilise, and develop human resources to achieve project objectives. It contributes to efficient resource utilisation, risk mitigation, and the overall success of projects. 4 Time management and the relevance of it in a project What is Time Management? Time management involves analysing and developing a schedule and timeline for project completion. The time factor manifests itself in a project in the form of deadlines for tasks and the amount of time that these tasks may take. Formalised time management processes provide a buffer for things like unexpected roadblocks and under or over- estimated project timelines. Why is Time Management relevant in Project Management? Effective time management helps balance the quality, scope, and budget of a project. It also lets event project managers organise and plan the resources time spent on all the project activities. Effectively managing time will: Ensure tasks are completed within deadlines, preventing delays and ensuring project milestones are achieved on schedule. Help prioritise tasks. Enhance team coordination, and ultimately contributes to delivering projects on time and within budget. Maximise the team’s productivity. Increases the likelihood of completing and delivering the project as scheduled. 38 5 Monetary (budgetary) management and the relevance of it in a project What is Budget Management? Budget management is the overseeing of revenue and expenditure tracking in a project. Managing a budget involves analysing potential income and spending, organising purchases by category, and monitoring cash flow over time. Is Budget Management relevant in Project Management? The project management budget is what decides the resources available for each task. Since all project milestones are interwoven, their budgets are also interdependent. If the budget for any task exceeds, it will affect the resources available for other tasks. The core responsibility of a project manager is the successful execution of a project, within the estimated budget, time and quality standards. These three factors: budget, time and quality, constitute the back bone of every single project. But, though time and quality might be of equal importance in the life cycle of a project, nothing can move forward without the necessary amount of money and that requires a well-planned and properly estimated budget. Source: projectsmart.co.uk 6 Project deliverables under the Work Breakdown Structure (WBS) Event managers can help to visualise organisational structures and roles by using a Work Breakdown Structure. This is an example of the connectivity between project management and events organisation. Work Breakdown Structure (WBS) A work breakdown structure (WBS) is a project management tool that takes a step-by- step approach to complete large projects with several moving pieces. By breaking down the project into smaller components, it becomes easier for teams to identify scope, cost and deliverables and delegate tasks to the team members who are best suited for the job. 39  WBS can be presented in two forms: a. Graphical Form b. Outline Form A. Graphical Form A graphical WBS looks like a hierarchical structure where the big chunk of tasks is listed in Level 2 and the tasks below this big chunk will be listed in Level 3. Level 1 Level 2 Level 3 Source: Free Mind Map Template: Work Breakdown Structure (WBS) of Event Planning. (2024). Visual-Paradigm.com. https://board.visual-paradigm.com/pt/templates/work-breakdown-structure-wbs-of-event-planning In a general project in event planning shown in the WBS above, the project can be broken down to various levels. To simplify it for this lesson, we have shown two levels of breakdown, however, for a real-life project, the break down can go beyond 3 levels depending on the complexity of the project (event): Level 1: The top level represents the entire project or final deliverable. Level 2: This level breaks down the project into major components, phases, or deliverables. Level 3 and Beyond: Further break each major component into smaller tasks until the work is defined to a level where it can be easily assigned, executed, and controlled.  What are tasks? The smallest unit in a WBS is a task. It is a well-defined piece of work that can be scheduled, assigned, and tracked. Each task should have a clear output or deliverable  What are deliverables? Each element of the WBS should result in a deliverable, whether it's a product, service, or documentation. 40 Here is an example of how you can apply it to the following project – A company holiday party. Please refer to Annex 2 for more examples. Level 1 Level 2 Level 3 Organ, C., & Bottorff, C. (2024, May 28). Work breakdown structure as A project management tool (R. Watts, Ed.). Forbes Advisor. https://www.forbes.com/advisor/business/what-is-work-breakdown-structure/ 41 B. Outline Form The WBS can also be presented in an outline format which looks like a list of tasks. Based on the example of a company holiday above, you can create the same WBS in Outline Form like the following: Company Holiday Party Level 1 1. Initiation Level 2 1.1 Choose party date/ time 1.2 Decide food/ beverages 1.3 Decide on party activities Level 3 1.4 Cost estimation 1.5 Create party invites 2. Preparation Level 2 2.1 Send invites 2.2 Acquire food/ beverages Level 3 2.3 Book venue 2.4 Create party playlist 3. Execution Level 2 3.1 Arrive at venue for set up 3.2 Welcome guests Level 3 3.3 Enjoy party 3.4 Clean up after party 4. Follow-up Level 2 4.1 Thank guests for coming Level 3 4.2 Follow up survey 4.3 Discuss improvements for next year 42 Benefits of Using a WBS a. Improved Project Planning: provides a detailed roadmap of the project, helping project managers plan resources, timelines, and budgets effectively. b. Enhanced Communication: by clearly defining the scope and deliverables, it ensures that all stakeholders have a shared understanding of what the project entails. c. Better Risk Management: breaking the project into smaller tasks allows for more precise identification and management of risks associated with each component. d. Effective Monitoring and Control: serves as a baseline for monitoring progress. By tracking the completion of work packages, project managers can measure performance and adjust as needed.\ e. Accountability and Responsibility assigns responsibility for each work package, ensuring that team members understand their roles and responsibilities within the project. Continuously review and refine the WBS as the project evolves to ensure it remains aligned with project objectives and scope. A project vision statement. Defined project phases that depend on the project size. A list of tasks with deliverables. 43 Activity 3 – Let’s Practice Scenario: Planning a Charity Fundraising Gala You are part of an event management class tasked with organizing a charity fundraising gala for a local non-profit organization. The event aims to raise funds for a cause that is close to the hearts of the community. As part of your learning experience, your instructor wants you to apply the concept of Work Breakdown Structure (WBS) to effectively manage and organize the event. Here is the scenario for your practice: Event: Charity Fundraising Gala Date: Nov 15, 2024 Venue: Grand City Convention Center Your task is to create a Work Breakdown Structure for the event, dividing it into smaller, manageable tasks. The WBS should include the major components, sub-components, and individual tasks required to organise a successful charity fundraising gala. Group 1: Event Logistics Group 2: Fundraising Activities Group 3: Marketing and Promotion Group 4: Sponsorship Management 44  Competency 3: Monitor and control project At the end of this competency, students should be able to acquire the following: Knowledge Page 1. Rationale of monitoring and controlling project 46 - 47 2. Cross-functional team member roles - Event planning team - Sales team 48 - 50 - Client management team - Finance team - Marketing team - Operations team - Production team 3. Different technology to manage communication 51 - 52 and task allocation 4. How collaboration and progress status are tracked 53 - 55 across all teams by checking work management tool dashboards 5. Creation of a communication plan across functional 56 - 62 teams - Event Project Team - Event Planning Team - Sales Team - Client Management Team - Finance Team - Marketing Team - Operations Team - Production Team 45 Training Notes for Competency 3: Monitor and control project Execution Phase The project execution phase is the heartbeat of the entire project, where meticulous planning is being transformed into dynamic action. It's the time when all the careful preparations, creative ideas, and logistical arrangements come to life. During this phase, project managers oversee the implementation of plans, ensuring that timelines are adhered to, resources are effectively allocated, and the teams work cohesively towards the common goal of delivering a memorable event experience. Communication, flexibility, and problem-solving skills are important at this stage as unexpected challenges may arise, requiring swift and decisive action to maintain the project's momentum. It is important to strike a balance between adapting to changing circumstances while upholding quality standards and meeting stakeholder expectations. 1. Rationale of monitoring and controlling project Successful event project management depends on monitoring and controlling of an ongoing project to ensure a seamless event experience for the attendees. As event projects are unique and time-sensitive, it is crucial to have a well-defined approach to track progress, identify potential issues, and implement corrective measures when necessary to meet the event objectives. What are some potential consequences of inadequate event project monitoring and control? Without essential project monitoring and control practices in place, the event can face various challenges resulting in an unsuccessful event. Some of these potential consequences includes; 46 Missed deadlines: May lead to rushed and inadequate preparations, impacting the overall quality of the event. Budget overruns: Overspending on certain aspects of the event may lead to resource shortages in other areas, compromising the event's success. Quality issues: Inadequate oversight may lead to errors, substandard deliverables, or unsatisfactory experiences for attendees. Risks issues: May lead to unforeseen challenges which may escalate and disrupt the event's success. Communication gaps: May lead to communication breakdowns among team members and stakeholders. Difficulty in learning from mistakes: Valuable lessons from the event's successes and failures may be lost. This can hinder continuous improvement and future event planning. Event organisers will expose themselves to a range of potential problems that can jeopardize the event's success and impact their reputation in the industry if they do not have an effective monitoring and control processes in place. Can you provide some examples for each consequence? 47 2. Cross-functional team member roles & responsibilities The project team will generally be made up of people from within the company and some outside contractors/vendors. They are the key stakeholders in your project's success, so as a project manager their motivation and focus are your priority. Team members often have other work to juggle and will be influenced by a second ring of stakeholders over whom you have no direct control, such as line managers, colleagues, and suppliers. If they work remotely, it may take even more time and effort to forge trust, communicate a clear vision, and keep everyone aligned. Cross-functional team member roles in event management therefore involve individuals from different departments or teams working together to plan, organise, and execute successful events. Each team member brings their unique expertise and skills to contribute to the overall success of the event. Example of event functional teams Source: avenga.com 48  Example of cross functional team Source: avenga.com The table below describes the responsibilities and tasks of each functional team member in an event project. Responsibilities Tasks Event planning team Overall strategic planning and Creates a detailed event plan. execution of the event. Scheduling. Define event concept, theme, Budgeting. objectives, and target audience. Resource allocation. Coordinate and ensure seamless execution and deliver a successful event. Sales team Generate revenue through Identify potential sponsors and exhibitors. Sponsorships. Negotiate partnerships. Exhibitors. Secure commitments. Partnerships. Attract attendees through promotional offers and Ticket sales. discounts. Client management team Serves as primary point of Build and maintain strong relationships with clients contact for clients and Ensuring their needs and expectations are stakeholders involved in the understood and met. event. Provide regular updates on event progress. Finance team Oversees the financial aspects Create event budget. of the event. Track expenses. Ensure it operates within Monitor revenues. allocated budget and are Provide financial forecasts. financially viable. Handle invoicing and payments to vendors. 49 Marketing team Promoting the event to attract Develop and execute marketing strategies using attendees. various channels: Create buzz around it. Social media. Email campaign. Print media. Partnerships. Create marketing materials and monitor the effectiveness of their marketing efforts. Operations team Manages the logistical aspects Handle venue arrangements. of the event and ensure its Permits & licenses. smooth functioning. Security. Coordinate with vendors and suppliers for equipment, furniture, and services for the event. Production team Focuses on the technical and Oversee audiovisual requirements. production aspects of the event. Lighting. Sound. Staging. Activity 4 CASE STUDY: Each group of participants take on a different role of a cross-functional team listed in the table – marketing, production, operations, finance etc. involved in a project to plan for an art exhibition with the following details and come up with an event programme and present. Event Description: "Artistry Unveiled" is a contemporary art exhibition aimed at showcasing the works of emerging artists from various disciplines. Event Timeline: Duration: 5 days, Setup: Day 1 Exhibition Days: Day 2 to Day 5 Teardown: Day 6 Cross-Functional Teams: marketing team, operations team, sales team, event planning team 50 3. Different technologies used to manage communication and task Allocation. Using event technologies to manage team communication and task allocations among cross-functional teams can significantly improve the efficiency and effectiveness of event management. These technologies provide a centralised platform for team collaboration, real-time updates, and seamless coordination. Listed below are some different event technologies that can be utilised for this purpose: Purpose Technology platforms Function Project Trello Enable teams to: management Asana Create task boards. tools Clickup.com Assign responsibilities. Monday.com Set deadlines. Zoho.com Track progress. Microsoft projects Provide a visual overview of tasks, allowing teams to manage their workflows efficiently. Collaboration & Slack Offer: communication Microsoft Teams Real-time messaging. platforms Google workspace File sharing capabilities. Sharepoint Quick communication among team members. Monday.com Important updates instantly. By utilising these event technologies, cross-functional teams can effectively collaborate, share information, and manage tasks, thereby enhances productivity, improve team efficiency, and contribute to the overall success of the event. Project management technologies and software Technologies play a crucial role in project management by providing various tools and platforms that streamline processes, enhance communication, improve collaboration, and increase efficiency. These are some ways in which technologies can help in project management. 51 Event Management Software (EMS) Activity 5 GROUP WORK: Each group takes on a particular technology and present to the class their findings for each category. 4. The use of work management tools/ dashboards to track progress status across team members It is important to keep in regular contact and listen carefully to concerns of the project team. Establishing a dedicated instant messaging channel ensures team members remain connected, minimizing the risk of individuals being excluded from important decisions, especially in larger teams. It is essential to maintain updated email distribution lists and centralise key documents for easy access. As an event project manager, collaboration and progress tracking are essential aspects of successful event management. Event management tool dashboards provide a centralised platform to facilitate these activities and ensure seamless coordination among all teams involved. Below are some of the functions from Monday.com to demonstrate how most project management technologies works. Centralised communication: The project management tool dashboard serves as a hub for all team members. It provides a space for centralised communication through messages, comments, and notifications. Team members can ask questions, provide updates, and share information, fostering open and transparent communication. 52  Source: monday.com Improving team communication with monday.com Real-time task assignment and tracking: The tool allows the event manager to assign tasks to specific team members or teams, indicating who is responsible for its completion and the deadline. Team members can provide real-time updates on task progress, changes and task status such as "in progress" or "completed", and leave comments if necessary. Dash board for tracking project progress Source: monday.com 53  Gantt Chart Source: monday.com Notifications and reminders: The event management tool can send automated notifications and reminders to team members for upcoming tasks, deadlines, and important events. This feature helps keep everyone on track and minimises the risk of missed deadlines. Sending out automated notifications and reminders 54 Event calendar: The dashboard may include an event calendar that highlights important dates, such as milestones, meetings, and key event days. This ensures that all team members are aware of the event's schedule and can plan their activities accordingly. Sending out automated notifications and reminders By utilising the event management tool dashboard effectively, collaboration among teams is streamlined, and progress tracking becomes more efficient leading to improved communication, increased productivity, and successful event execution. Project management tools provide a centralised location for all of the important KPIs surrounding the project and the ability to scan them. Some of the decisions made by project manager each day such as follows; Who should take ownership of each task? When should that work be done? Who’s being underutilised? Where are we with our budget, and what’s costing too much money? 55  The screenshot above shows the following: All the active projects Project status Project owners Task priority The event manager can prioritise his work processes, eg. is a task lagging because the team member is on medical leave? He can then update the status onto the dashboard so that all team members are updated. Activity 6 GROUP WORK: Use the programme sheet in the previous case study on cross functional teams and adapt it to Clickup software using the various functions eg. Gantt chart and showcase the collaboration status and project tracking functions. 5. Creation of a communication plan across functional teams Events are becoming increasingly complex and require collaboration between various teams to ensure their success. The key to achieving this is through effective communication. Cross-functional teams Cross-functional team member roles in event management involve individuals from different departments or teams working together to plan, organise, and execute successful events. Each team member brings their unique expertise and skills to contribute to the overall success of the event. As an event manager, creating a communication plan across functional teams is crucial for ensuring smooth collaboration and effective coordination during the event planning and execution process. A well-structured communication plan helps to keep all team members informed, aligned with the event objectives, and aware of their roles and responsibilities. Below is an illustration of the inter-relationship of the various cross functional teams and the event project team: 56 Event Project Team They are responsible for coordinating and managing all aspects of the event, from planning to execution. They are to collaborate and communicate with the following teams: Event planning team: Manpower requirement and come up with a manpower plan for the event operations. Operations team: Prepare for the overall logistic requirements for the entire event including catering, decorations, IT, AV, landscaping, furniture, staging and all installation requirements. Production team: All fabrications including carpentry works, graphics, signage, props etc for the event. 57 Event Planning Team They must have a clear understanding of the event objectives and target audience to tailor their approach and messaging to meet the needs of the attendees. They work closely with client management team to understand the client’s needs to help propose compelling advertising and promotion plans together with the marketing team. They also work with event project team to ensure that all logistical and manpower arrangements are taken care of, so that the event runs smoothly. Sales Team They must be able to clearly convey information and updates to all other teams involved including relaying important details such as budget constraints, timeline changes, and any last-minute requests or adjustments to the operations team. They also work closely with the finance to provide timely sales forecast and variation orders for financial planning and payment and collection purposes. Finally, they must keep the client management team updated on the changes in budget with the progress of the project. 58 Client Management Team They are responsible for understanding the client's needs and expectations and ensuring that these are met throughout the planning and execution process. They are to share with the event planning team client’s needs and the constant updating on client’s requests on a regular basis for a well-planned event. Finance Team They are responsible for creating and managing the event budget. Working together with the client management team and event project team to ensure the event is both successful and profitable. The Finance Team can provide valuable insights into the costs associated with the project and manage the project expenditure to maintain a positive cash flow for the event. Marketing Team Marketing Team can help identify the most effective ways to reach the target audience within the allotted advertising and promotion (A&P) budget. They work with the Client management team to come up with an A&P plan that meets the client’s needs and propose an A&P schedule to the event planning team to be incorporated into the overall project plan. Operations Team The operations team play a key role in determining the feasibility of certain elements, such as lighting and sound design, and ensuring that they align with the overall event objectives. Their expertise is essential in making sure that all technical aspects of the event are executed flawlessly and contribute to the overall success of the event. They provide constant updates on project costing to the event sales team so as to ensure all cost are within budget. Production Team The event production team collaborates with the event project team to understand the event's vision, objectives, and technical requirements. They provide valuable input on the feasibility and practicality of various event ideas and work together to develop the production budget, ensuring that it aligns with the overall event budget set by the finance team. 59 Most importantly, they prepare the production schedule and provides estimates for the time and resources required to produce, acquire and set up technical elements for the event. Communication strategy for cross multifunctional teams A well-structured communication plan helps to keep all team members informed, aligned with the event objectives, and aware of their roles and responsibilities. It is therefore important to have a strategic plan from the time when the event team is selected. Below is an illustration of the steps involved in creating a communication plan for the event project team at different phases: 1) Identify communication tools Determine the most suitable communication channels for each team. This may include project management tools, email, instant messaging platforms, video conferencing, and in-person meetings. 2) Define team contacts Identify key team members from each functional team who will serve as primary points of contact for communication within their respective teams. 60 3) Clear reporting structure Clearly define the reporting structure within the event project team. Determine who will report to whom and ensure that the flow of information is efficient and clear. 4) Assign responsibilities Clearly assign roles and responsibilities to team members in each functional team. Ensure that each team member knows what is expected of them and their contribution to the event's success. 5) Establish a communication schedule Set a regular communication schedule for different teams to share updates, progress reports, and important announcements. This can be daily or weekly check- ins, depending on the event's timeline and complexity. 6) Coordinate collaborative sessions Schedule regular collaborative sessions where representatives from different functional teams come together to discuss progress, challenges, and cross- functional dependencies. 7) Document communication plan Create a formal communication plan document that outlines all communication protocols, contact information, and the schedule for team communications. Following this communication plan will enable all functional teams to work together effectively, track progress efficiently, and coordinate seamlessly, leading to a successful and well-run event. Control the development of the event project effectively Effectively controlling the development of an event project requires a well-structured and proactive approach by; Establishing a clear project plan with defined goals, milestones, and responsibilities. Regular monitoring of progress against these benchmarks allows for early identification of any deviations to enables timely corrective actions. 61  Maintaining open and transparent channels among team members, stakeholders, and partners ensures everyone is on the same page and can address issues promptly. Comprehensive evaluation at the project's conclusion provides valuable insights for future improvements. By combining meticulous planning, constant communication, adaptability, and a learning mindset, one can effectively control the development of an event project from inception to successful completion. Activity 7 GROUP WORK: You are to conceptualise and plan for the next Prom night for the graduating cohort. Each group takes on a particular role such as production, finance, operations team, etc, and create a communication plan. Present your communication plan to the class. 62 Competency 4: Evaluate completed project At the end of this competency, students should be able to acquire the following: Knowledge Page 1. Areas to cover in a post project discussion 64 - 66 - Performance analysis of the event - Feedback from team members - Commendation of team members - Areas of improvement - Activities for Team Appreciation 2. Ways for all cross-functional teams to follow up on existing event project (e.g. encourage attendee 67 - 68 feedback, review existing technology) 3. Ways to engage all suppliers and vendors for future Projects 69 - 71 4. Process for effective handover of project to another 72 - 73 Event Project Manager − Consolidation of the development since inception to final delivery of project and final evaluation − Best practices and areas of improvement 5. Annexes 74 - 80 6. References 63 Training Notes for Competency 4: Project closure The project closure phase signifies not just the end of a project but also an opportunity for reflection, celebration, and learning. It serves as a platform for thorough evaluation, ensuring that all objectives have been met, stakeholders satisfied, and resources appropriately accounted for. During this phase, it is imperative to tie up loose ends, conduct thorough evaluations to assess the project's performance against objectives, and formally hand over deliverables to stakeholders. Effective project closure ensures smooth transitions to another person or department, consolidates lessons learned for future projects, and fosters a sense of accomplishment among team members. It serves as a pivotal moment to express gratitude, acknowledge contributions and embracing the valuable experiences gained throughout its lifecycle. Evaluate completed project 1. Areas to cover in a post project discussion Post project discussion The post-event evaluation discussion is an opportunity for the event team to reflect on the event's performance, celebrate successes, learn from challenges, and set the stage for continuous improvement in future events. It fosters a culture of open communication and teamwork which is extremely important for the enhancement of the whole event management processes and outcomes. Performance analysis of the project: the performance analysis of an event involves a comprehensive evaluation of its various facets to help; Evaluate the overall success of the event in achieving its objectives and KPIs. Analyse key performance indicators (KPIs) such as attendance, participant engagement, revenue generation, and client satisfaction. Discuss the event's impact and whether it met or exceeded expectations. 64 Feedback collection: seeking and analysing multifaceted feedback helps event planners to refine their strategies and enhance attendee satisfaction by continually; Reviewing feedback received from event attendees, clients, sponsors, other stakeholders and team members. Analysing positive feedback to identify aspects that resonated well with the audience and address any negative feedback constructively and discuss potential solutions. Encouraging open discussions about their experiences, challenges faced, and suggestions for improvement. Areas of improvement: Through thorough analysis and evaluation, potential shortcomings or inefficiencies can be pinpointed, eg; Constructive feedback are provided in a clear and actionable manner, focusing on specific aspects that can be enhanced. Collaborating with cross-functional teams and stakeholders to gather diverse perspectives leading to more well-rounded insights. Prioritising changes based on their potential impact ensuring efforts are directed where they have the most significant benefits. Embracing a continuous improvement mind set to foster a culture of innovation and growth, resulting in projects that evolve and perform optimally over time. Commendation and activities for team members: by nurturing team members' well- being and motivation, organisations cultivate a cohesive and high-performing team that is not only dedicated to success but also feels valued and appreciated, These can be carried out through; Recognising and appreciating team members who made exceptional contributions to the event's success and highlighting specific examples of outstanding work. Encouraging a positive and supportive environment to boost team morale. Planning activities to appreciate and celebrate the hard work and dedication of the entire event team. Acknowledging the value of each team member's role in the event's success. Recording of performance outcome Properly recording the performance and outcomes of an event project with internal cross- functional teams is essential for informed decision-making and continuous improvement. This process is carried out by; 65  Ensuring that all relevant data is collected systematically throughout the project's lifecycle. This includes attendance numbers, participant feedback, budget adherence, and any unexpected challenges faced. Creating a centralised repository or database where this information can be stored and accessed by all relevant teams fosters transparency and accountability. Disseminating a comprehensive report detailing the project's achievements, setbacks, and key takeaways among the teams involved helps to ensures future projects benefit from past experiences. Activity 8 CASE STUDY: Present the post event report with solutions using the above criteria based on the following scenario: During a community event day, the following challenges were observed: Negative feedback or concerns expressed by attendees or community members during or after the event. Miscommunication led to misunderstandings among teams, performers, vendors, or attendees. Volunteers did not show up or faced challenges in fulfilling their assigned tasks. Overcrowding, long lines, or instances of safety concerns. 66 2. Ways for all cross-functional teams to follow up on existing event project Encouraging Attendees Feedback: By actively seeking attendee feedback, event organisers demonstrate their commitment to enhancing future events and tailoring them to the preferences of their audience. Followings are some ways and means the event organiser can adopt in extracting feedback; Feedback Methods Descriptions Create a comprehensive post-event survey using online survey tools. Email the survey link to all attendees, seeking their feedback on various Post-event aspects of the event, such as surveys - content. - organisation. - speakers. - overall experience. Incentivise participation by offering a chance to win prizes. Set up feedback stations at the event venue where attendees can On-site provide real-time feedback. feedback Use digital kiosks or paper forms for attendees to share their thoughts stations and suggestions. Encourage attendees to share their feedback on social media platforms Social using event-specific hashtags. media Monitor social media channels to gather feedback and respond promptly engagement to comments and messages. Request attendees to share their positive experiences and testimonials Attendee through video interviews or written statements. testimonials Use these testimonials in future event promotions and to build credibility. Attendee Organise focus group discussions or Q&A sessions with a select group of feedback attendees to gain deeper insights into their experiences and preferences. sessions Use this information to improve future events. Offer attendees incentives, such as discounts for future events or access Feedback to exclusive content, in exchange for providing feedback. This can incentives motivate them to take the time to share their thoughts. 67 Review of Existing Event Technology Conducting a review of existing event technology is a crucial step in optimising event management processes. This assessment involves evaluating the effectiveness and relevance of current technological solutions, such as registration platforms, event apps, live streaming tools, and data analytics systems. By analysing their performance, user- friendliness, and alignment with event goals, organizers can identify areas for enhancement and potential upgrades. A thorough review helps streamline operations, improve attendee engagement, and harness data-driven insights to make informed decisions. Staying up to date with the latest advancements ensures that events are equipped with the best technological tools to deliver seamless experiences for all stakeholders. Area of Review Description Request IT department to conduct a comprehensive review of the Technology existing event technology used for the project. assessment Evaluate its performance, functionality, and user-friendliness. Seek feedback from cross-functional teams regarding their experience Feedback from team with the event technology. members Identify any challenges or limitations they faced. Analyse data and performance metrics generated by the event Performance metrics technology, such as attendee engagement, ticket sales, website traffic, and social media reach. Vendor feedback If event technology is provided by vendor, seek their input on how the tools performed during the project. Evaluate the cost of the existing event technology against its benefits. Cost-benefit analysis Determine if the return on investment justifies continuing use or turn to more cost-effective technology. Assess the level of training and support provided to team members Team training and using the event technology. support Identify any areas where additional training or support may be beneficial. Security and data Review the security measures and data privacy protocols of the event privacy technology to ensure that attendee information is protected. Examine how well it integrates with other tools and systems used by Integration with the cross-functional teams. other tools Seamless integration can improve efficiency and collaboration. 68  Activity 9 CASE STUDY: Your team has just completed the Chingay event during CNY. Propose at least four (4) feedback channels you think is most suited for such an event. Explain and present to the class. 3. Ways to engage all suppliers and vendors for future projects Engaging all suppliers and vendors effectively for future projects requires a strategic approach that fosters collaboration and mutual growth. Proactive communication, mutual respect, recognition, and shared growth aspirations are key to engaging all stakeholders for future cooperation. Type of event vendors and suppliers The typical event vendors and suppliers for events are listed below; Caterer Most events will require some sort of caterer if the venue is unable to handle this internally. Since vendors in this category frequently specialize in specific food items, you might eventually need to work with several caterers to handle a variety of events. Equipment rental supplier Some venues supply certain kinds of equipment; for instance, a hotel with a banquet room or ballroom may have its own sound equipment. But for some events and venues, you’ll need to find a vendor to supply and set up what you need. It could be anything from chairs and tables to a sound stage and portable toilets. Music and entertainer This can cover everything from bands and DJs to magicians, face-painters, and balloon artists. Photographer/videographer This is for any moment that needs professional capturing, whether it is at an awards banquet or video footage for promotional purposes. Design, décor and landscaping Design vendors can help add visual flair to an event, for everything from flowers to venue décor to stationery. 69 Accommodations For large international events with ove