UNIVERSITY OF TECHNOLOGY SYDNEY

COMMUNITY OF INTEREST FORUM

PROJECT MANAGEMENT AND EVENTS

Johnny Allen, Director Australian Centre for Event Management University of Technology Sydney

UNIVERSITY OF TECHNOLOGY SYDNEY

PRESENTATION OVERVIEW
Presenters introduction ACEM and its activities Project Management and Events Questions and Discussion

UNIVERSITY OF TECHNOLOGY SYDNEY

THE GROWTH OF EVENTS

Growth in the number and scale of public events (compare Melbourne 1956 and Sydney 2000 Olympic Games) Increasing involvement of government in events as tourism and economic generators Growth of leisure and demand for high quality leisure experiences Increasing corporate use of events

UNIVERSITY OF TECHNOLOGY SYDNEY

CORPORATE EVENTS
Events are now seen as a key part of the marketing mix including Sales promotions Product launches Staff incentives Training

UNIVERSITY OF TECHNOLOGY SYDNEY

EVENT MANAGEMENT: AN EMERGING PROFESSION

INITIAL EMERGING

GROWTH

ESTABLISHED

MATURE

UNIVERSITY OF TECHNOLOGY SYDNEY

EMERGENCE OF AN EVENT INDUSTRY

Hallmarks of a profession A specific body of knowledge Established processes and procedures Code of ethics Training and accreditation Career paths

UNIVERSITY OF TECHNOLOGY SYDNEY

IDENTIFYING AND CODIFYING THE EMBOK

Event management draws on existing fields of knowledge, adapting them to the event context, e.g. Business planning Financial management Project management

UNIVERSITY OF TECHNOLOGY SYDNEY

BUSINESS PLANNING
VISION

MISSION

OBJECTIVES

STRATEGIES

PLANS

UNIVERSITY OF TECHNOLOGY SYDNEY

THE PROJECT MANAGEMENT IMPERATIVE

Corporate event managers are increasingly required to follow the same project management process used by other operating departments, and to be measured by the same metrics

UNIVERSITY OF TECHNOLOGY SYDNEY

EVENTS AS PROJECTS
Event - a specific ritual, presentation, performance or celebration that is consciously planned and created to mark special occasions and/or to achieve particular social, cultural or corporate goals and objectives. Allen, 1998 Project a temporary endeavour undertaken to create a unique product or service PMBOK, 2003

UNIVERSITY OF TECHNOLOGY SYDNEY

EVENT MANAGEMENT CYCLE

Research & Design

Evaluation

Planning

Implementation

UNIVERSITY OF TECHNOLOGY SYDNEY

PROJECT MANAGEMENT CYCLE

Initiation & Concept

Handover & Evaluation

Planning & Development

Implementation & Execution

UNIVERSITY OF TECHNOLOGY SYDNEY

APPLICATION OF PROJECT MANAGEMENT TO EVENTS

The shift towards adopting the Event Project Management Process involves New processes Documentation standards Roles Reporting of chain of command The need to track metrics

UNIVERSITY OF TECHNOLOGY SYDNEY

APPLICATION OF PROJECT MANAGEMENT TO EVENTS

Progression from the ad hoc to the systematic Development of a specific body of knowledge (EMBOK) Methodology is coherent, repeatable and transferable Processes are standardised, documented and consistent Productivity is tracked and measured according to expectations Organisation is committed to continuous improvement based on auditing of processes, analysis of defects and application of lessons to future projects

UNIVERSITY OF TECHNOLOGY SYDNEY

COST

SANITY TRIANGLE
TIME

QUALITY

UNIVERSITY OF TECHNOLOGY SYDNEY

PROJECT MANAGEMENT CONCEPTS/TOOLS

Scope of work (event proposal) Work breakdown structure Work packages Gantt Chart Schedule parallel and serial tasks Critical path Milestones Event folder (event manual) Project management software MS Project, Primavera

UNIVERSITY OF TECHNOLOGY SYDNEY

SO Who implements the project management of an event?

In small to medium companies, the event manager is also often the Event Project Manager Larger events may have a dedicated Event Project Manager role Large organisations may have an Event Project Office

UNIVERSITY OF TECHNOLOGY SYDNEY

IN SUMMARY ..
Events have grown rapidly The emerging event industry is now in the growth phase An EMBOK is being formed, drawing on other disciplines including Project Management Project Management is helping to formalise and standardise the event management process Project management is now the basis of most contemporary events, leading to the creation of the new role of Event Project Manager

UNIVERSITY OF TECHNOLOGY SYDNEY

QUESTIONS AND DISCUSSION?