Events Co-ordination Project Planning

This course is aimed for project managers to gain insight on how to plan  efficient and accountable plans.

Planning time and resources

Project plan example

Event plan

Every person or service provider need to know how and when they need to fulfill their role on a project. This is especially true for large events.

Project plan principles

There will be a lot of co-ordination and tasks that need to happen during the last few days leading up to the event. The stage need to be build, the sound system need to be installed and tested, security need to be prepared and look after the equipment. The food vendors need to prepare and have food and drinks readily available. On the day of the event, security need to be doubled, and transportation need to be ready from parking areas into the stadium.

Here are the principles:

  1. A project plan needs to follow a certain order. The caterers need to know for how many people they need to prepare – therefore the meeting with computicket beforehand to establish ticket sales.
  2. Time planning. The company U-Stage cannot build the stage 2 days before the event. L-sound cannot place sound equipment if there is no stage, but they can start to place loud speakers and prepare cabling. The allocated days cannot be exceeded.
  3. Cross Communication. The camera men will need to source the microphone’s sound into the cameras for DVD recordings.
  4. Resource allocation and accountability. The task needs to be allocated to a resource. Who will build the stage? The resource would be U-Stage. U-Stage will thus know that they are responsible to make this part of the project work.
  5. Dependencies. The food caterers are dependent on ticket sales. They should not over or under cater. The rock band cannot perform if there are insufficient microphones for all their instruments.

Why is it important to define project resource dependencies?

Every person or service provider need to know how and when they need to fulfill their role on a project. This is especially true for large events.

z

  • Because sometimes one entity is dependent on other. One tasks need to be completed before another can start.
  • All tasks can be performed independently from each other.
  • Service providers is not responsible for another's tasks
  • All tasks need to run concurrently during the project phase