Event Planning Flashcards
what is Strategic Planning (4)
Vision: What the event aspires to be
Mission: Describes the event’s purpose
Goals: The strategic plans, the things the event would like to achieve
Objectives: The way to obtain your gaols
Characteristics of Vision Statements (5)
Long term
Describes a desired future outcome/state
Serves as a wider focus
Motivational
Must be understood and shared
Characteristics of a Mission Statement (5)
event’s purpose
Identify its customer groups’
nature of the event;
values of the event
is motivational and achievable
Value Statements (4)
The event’s core beliefs
Connect with the event’s audience
Make stakeholders aware of the priorities
Guide decision making
(can be included in mission statement)
what are Goals
provide direction to those engaged in the event
They expand on the mission statement
For some events, the step of creating goals prior to setting objectives might not be considered necessary
what are SMART Objectives (5)
o Specific
o Measurable
o Achievable / Agreeable
o Realistic / Relevant
o Time-specific
Choice of organisational structures (4)
Simple Organisational structure
Network
Functional
Program-based matrix
what is a Simple Organisational Structure (3)
Low-level complexity
Decision making centralised
Event manager has total control
what is a Network Structure (4)
Multi-Organisational Approach – Outsourcing
Focus on ‘Management and Coordination’
Advantages: small amount of full-time staff; external expert knowledge; accuracy in costing; “quick” decision making
Important: quality control issues; team-feeling; admin work
what is a Functional Structure (1)
Departmentalise tasks according to specialised areas of skill
what is a Matrix Structure
Program-based; Breakdown into projects and functions
What is a project (2)
A temporary group activity designed to produce a unique product, service or result.
it has a defined beginning and end time, and therefore defined scope and resources.
what is Project management
the application of knowledge, skills and techniques to execute projects effectively and efficiently
Benefits of a Project Manager Approach to Events (5)
Systematic
Ensures systems and processes are independent of any one person
The approach is recognised and understood
Documented approach = accountable approach
Makes work of event team visible and validated
what does Work Breakdown Structures (WBS) involve
Breaking an event down into major tasks.
These tasks are then further broken down, a process that continues until a level of detail has been reached that is deemed appropriate for the needs of event organisers.
