Preparing the Perfect Event: Essential Project Planning Skills for Professional Event Coordinators

Planning and Coordinating the perfect event for a client takes skill, passion and a certain amount of blood, sweat and tears. You can significantly reduce some of your stress and improve your client's satisfaction by creating a thorough Project Plan, a Resource Schedule and honing your Negotiation Skills. 

This 2 week online programme has been designed specifically for YOU - the professional Events Coordinator.

Here is to your continued success & growth, as well as many rave client reviews!

LO2: Identify the key component of a Project Plan for events coordination

The Project Plan is used:

The Key Components of a Project Plan

A Project Plan forms the basis of any successful project. It consolidates the vital information required to scope, plan, implement and evaluate your project.

It is developed in the discussion, scoping and planning stages of a project: Life cycle stages 1 (Define) and 2 (Plan), and designed for for practical use in stages 3 (Brief) , 4 (Implement) and 5 (Evaluate).

It is the main communication document for your project and should be made readily available to all relevant stakeholders,

“A project plan is a formal document designed to guide the control and execution of a project. A project plan is the key to a successful project and is the most important document that needs to be created when starting any business project.

A sound Project Plan comprises the following essential components:

  1. Client Details

    • Who the client is
    • Project required
    • Project sponsor
  2. Project Purpose & Objectives:

    •  Why is the project being carried out?
    • What are the specific objectives?
  3. The Project Scope or Definition:

    • Client brief (including specific expectations and requirements)
    • Agreed Deliverables: end results & milestones
    • Key stakeholders: client, project team, external stakeholders.
    • Limitations, Constraints and Exclusions on scope of delivery.
    • Agreed time frame and deadlines.
  4. Complete as Work Breakdown:

    • Analyse the project.
    • Break it into smaller sub units – ‘chunks’ of work to be carried out to complete overall project.
    • Set objectives for each component of the sub unit.
    • Specify the sequence of each sub unit.
    • Assign responsibility to relevant stakeholders for all tasks required in each sub unit: who is responsible for what, by when. This is essential to avoid later conflict, misunderstanding and tasks not being carried out as and when required.
    • Create the critical path flow – to ensure critical tasks (dependencies) are identified and planned for in advance.
  5. Identify Resources, Costs & Budget:

    • Identify Required Resources: Human Resource Personnel (stakeholders, suppliers/ vendors/ service providers & Project Team Members); Materials (printing, invitations/ marketing material, décor etc), Facilities & Equipment (audio visual equipment, venue, accommodation, vehicles, transport etc), Time (planning, implementation, evaluation).
    • Allocate resources per work break down unit.
    • Create a budget per work break down unit.
    • Consolidate overall project budget.
  • Consider standing time, delays, changes in Rand exchange rate, project limitations and constraints. 
  • Consider capital expenses, general expense items and labour.

6. Control of Work in Progress:

  • specify the various control mechanisms to ensure clear communication and control over the project implementation process:
    • Assign clear responsibilities, authorities and accountabilities.
    • Identify approval process for critical tasks and variation orders.
    • Identify a change management process for dealing with variables, and changes during the implementation phase.
    • Specify how budget approval and payments will take place: authorisation, channels and proof.
    • Specify clear reporting channels and requirements.

  • In the planning stages of the project lifecycle
  • To specify roles and responsibilities
  • Through out the project life cycle
  • As a contract between the project manager and the client